Security Through Electronic Records Management Systems

With the dawn of a new century comes a new way for companies to store and manage records. Electronic Document and Records Management Systems (EDRM)s are sets of computer programs and databases which can handle nearly all of a company's records. There are two major security benefits to be enjoyed from EDRMs, which we will explore further in this article.

First, electronic records management systems offer a layer of security. By storing your records on a computer system, they are not left out in the open where they might fall into the wrong hands. Furthermore, electronic records management systems offer different levels of user access. Through the proper use of computer passwords and file permissions, these access levels can provide complete control over who is able to access what information.

For example, an electronic management system for a retail store might be set up in such a way as to allow store managers to view daily receipts, payroll, and inventory. This same system would prevent managers, however, from accessing other critical information which does not concern them. Corporate tax information, accounting records, and even memos between senior company officials can be kept from employees with lower levels of access. By using such a granular approach to records management, each employee has access to all the information he needs, and nothing more. This method of records management increases efficiency by weeding out unnecessary information for your employees. At the same time, electronic records management systems provide security and control over your records.

The second benefit provided by electronic records management systems is accessibility. Accessibility is crucial when it comes time to perform a company audit. With their unparalleled accessibility, electronic records management systems make company audits a breeze. Performing a paper audit involves finding the required paper records in your building (or scheduling a deliver from an off-site records management facility), and then sifting through mountains of paperwork to find the right documents. When following an audit trail, this process usually has to be repeated many times. By storing your company's records in a digital format, however, your company will have instant access to every document it needs at all times. With electronic records management systems, records can be reviewed, and the data they contain can be easily manipulated by other software, such as for accounting and tax purposes. Today, internal audits remain the best way to prevent fraud and theft from occurring in your business, however, they can be very costly. For this reason alone, many companies do not perform adequate audits. Electronic records management systems cut the time and cost of an audit to a fraction of what it once was, allowing you to focus on making more money instead of constantly worrying about theft.