By John Fairfull
What is Records Management Software?
Organizations use document and records management to manage documents and content throughout their organization, from creation to destruction.
Typically, systems consider a document or file a work-in-progress until it has undergone review, approval, lockdown, and (potentially) publication. At this point, they will make it available for use. The initial content will become a formal record within the organization. Electronic document management software enables the management of paper files (through conversion to digital images) and other electronic content, such as Word documents, photos, and PDFs, among others. We apply workflow, versioning, and approval rules according to the business’s specific needs.
Once a document achieves the status of a record, the organization may apply best-practice or legally enforced retention policies. These policies outline how the second half of the record life cycle will progress, typically involving retention (and protection from change) until certain events related to the record trigger the application of the final disposition schedule. Usually, at a set time after these events, records are destroyed.
Electronic document management software defines users and privileges, approvals, and versioning. You can use the software on your organization’s servers or access it via a browser in a cloud environment. In either case, defined security protocols apply to all electronic content.
File Label Express and Simplicity RMS
Records management professionals designed and developed File Label Express to bring high-quality, responsive web solutions to your filing requirements. We are a low-cost provider of color-coded file labels and print services. Are you in the market for a filing system, or are you still relying on your office supply provider, filing system dealer, or RMS software provider for file label and tracking solutions? File Label Express can help.
Simplicity RMS is a versatile records management system. It combines a user-friendly interface with a comprehensive and flexible platform, making it a capable and affordable solution for both small and large organizations. Simplicity RMS enables you to easily manage, organize easily, and control documents and other records efficiently. Integrate it with Simplicity RFID and other applications to streamline your enterprise.
File Label Express Features
File Label Express offers a web-based interface that enables users to create data-driven file labels. You can enter data manually or upload and map fields from a spreadsheet. With its standard label library, File Label Express is compatible with many filing systems. The system discards your data after you print your labels.
Simplicity RMS Essentials
RMS Essentials offers a records management system and simple check-in/check-out features for tracking records and items. We collect data in defined record types with custom forms and store that data in the cloud.
Records Management Software Features
- Unique Record Check and Notifications: The system checks entered data to ensure no duplicates exist. If users enter record data, we store it in a list and send a notification.
- Check-in/Check-out: RMS Essentials is a basic tracking system that defines locations as physical places or people.
- Record History: Tracks all actions at a record level, allowing display, search, and report creation.
- User History: Tracks all activities at a user level.
- Ad Hoc Reporting: Creating lists of records and compiling them into a PDF or spreadsheet.
Simplicity RMS Plus
RMS Plus offers a range of features from RMS Essentials, along with additional features and workflows for enhanced document management.
Features
- Unique Record Check and Notifications: The system checks entered data to ensure no duplicates exist. If users enter record data, we store it in a list and send a notification.
- Check-in/Check-out: RMS Essentials is a basic tracking system that defines locations as either physical places or individuals.
- Record History: Tracks all actions at a record level, allowing display, search, and report creation.
- User History: Tracks all activities at a user level.
- Ad Hoc Reporting: Creating lists of records and compiling them into a PDF or spreadsheet.
Simplicity RMS Pro
Because Simplicity RMS is a customizable platform, we can also work with your organization to document and implement custom workflows and processes in our software or integrate Simplicity RMS with existing systems. Through our application tiers from Essentials to Pro, we built Simplicity RMS to scale with your needs.
Through our application tiers from Express to Professional, we built Simplicity RMS to scale with your needs. Contact us today to learn more.