Record Management System

Quality Record Keeping At Every Stage

To ensure our customers have improved access to information, we’ve entrusted one of the leading Records Management Software companies, O’Neil software, to provide our electronic Records Management systems. As soon as records enter our possession they are bar-coded and transferred directly into our electronic records management software which monitors all future movements of the box.

We can electronically validate record keeping at every step, ensuring that we know who delivered what to whom and when it was delivered or collected.  Our customers also receive a paper audit of all document movements for their own records.

We use top-of-the-range barcode technology to process records quickly and to verify the exact movements of any storage boxes. Through our electronic Records Management System we can track all activities for an individual box and know its location immediately. Bar-coded inventory control and tracking systems ensure that records can always be quickly located whenever you need to access them.

Our thorough record management system will support your information governance throughout your organisation.

Great Value Storage Solutions

We offer managed storage solutions for regular retrievals with quick access to your documents, as well as great value long-term deep storage for less-required items. Get in touch to find out which storage option is best for your business and we’ll provide you with a highly competitive quote.

You can trust Whitefields Document Storage to take the very best care of your important documents.

What is Meant by Records Management?

Records management is essentially information management. The information that we store includes the date your documents entered our facilities and the location of those documents. Not only that, but if those documents are moved, the date, the personnel who handled them, and the new location will all be updated in our records management system.

According to the United Nations National Archives, records management is “responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records.” We can safely say that our efficient records management process follows this definition. With every movement of your documents recorded managing records has never been as efficient, and your paper records have never been as safe.

What are the Functions of Records Management?

Our records management intends to keep documents organised so that they can easily be located when needed. Poor records management can lead to the loss of documents, which is why it’s so important for us to use an excellent records management system.

We store all kinds of paper documents in our facilities, from legal documents to wills to medical documents and beyond. Managing this sensitive personal data means we must keep accurate records of where this data is stored and who has been in contact with it. Our records management software does it automatically with the use of barcodes and electronic records.

What are the Types of Records Management?

There are two main types of records management systems: electronic record keeping systems, and paper record keeping systems.

Paper records management involves employees who work as records managers to manually fill out and find information on documents. This not only increases the amount of time it takes to fi d specific information but can also leave it vulnerable to human error. Whereas electronic records management offers automated systems that collect accurate detailed data that is stored automatically within the software.