Many organizations have physical records stored in-house or at storage vendors like Iron Mountain. To manage the records, they have often built or bought a solution to manage and track the physical records. This is often a stand-alone-solution not connected to corporate search or existing content management systems, which makes it difficult for the business to find physical records for new knowledge and insights.
For organizations that have standardized on Microsoft 365 for collaboration and records management, we have a framework to quickly develop a paper records management app on Microsoft 365 providing a simple method to manage physical record inventory as records with integrated disposition workflows leveraging Microsoft information governance capabilities. This includes the following features:
Capture physical record metadata (SharePoint browser and mobile)
Capture barcode of physical record boxes and associate with physical records
Apply retention labels to manage physical records with disposition workflows
Scan paper records and convert them into digital documents
Microsoft search-based capabilities to find physical records
Apply security controls to manage access to paper record information
Future integration with Project Cortex to extract information from semi / structured paper records as SharePoint metadata
Additional workflows for managing check-in/out workflows and track paper record location/status
The benefits of this include:
Integrate physical records inventory with your electronic records in SharePoint Online and leverage existing retention labels
Reduce the cost of managing and hosting physical records, use the solution to manage and digitize paper records where possible
Create knowledge out of physical records by indexing them in Microsoft 365 and integrate with rest of the organization knowledge
Manage Compliance risks by demonstrating records compliance and eDiscovery of indexed physical records
Contact us if you want to learn more about this.