How Laserfiche Improves Your Records Management

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Records management software is a significant improvement over paper storage, allowing organizations to capture, identify and store documents with advanced levels of searchability and audit trails for organizations of all sizes. Laserfiche is a flexible, proven enterprise content services platform (CSP) that can improve your organization’s efficiency.

With records management software, you can use automation to reach goals.

How Does Laserfiche Records Management Work?

The first step to utilizing Laserfiche’s records management capabilities is to digitize your documents, giving them an unstructured data structure when you bring them into the repository. This allows you to store documents in the cloud or an on-premises system, whatever suits your IT and security needs.

Once the documents are in Laserfiche, a powerful search tool reduces the retrieval time. These documents are then available for viewing and editing.

Based on the time each document is required to be kept by the state or other governing body, Laserfiche gives you tools to store it elsewhere for archival purposes or send it for disposition and destruction when needed.

In addition, Laserfiche has an immensely powerful audit trail that keeps a log of all the activities that took place on a document, from import and edits to disposition.

What are the Benefits of Laserfiche Records Management Software?

Every organization is unique, which means you will use record automation differently. A few of the most key features of Laserfiche include:

Filing Automation

With Laserfiche, users scan their documents or import them into a single folder. That folder then has a rule that triggers the system to use the information provided to name the document and put it in the correct location.

Search & Metadata

Every time you bring a document into the system, there is a template that the user will complete. That information drives the filing automation.

Versioning

You can save and access previous versions if you are using Laserfiche to store live documents.

Security & Audit Tools

You can limit which documents individual team members can access. For instance, some records may be limited to HR (Human Resources) access only. Others may be available for access by anyone in the organization.

Disposition & Freezing

Laserfiche provides legal holds to protect records as needed. For instance, during an audit, there are simple tools inside the records management edition of Laserfiche to ensure those documents are not going to be destroyed, even modified, while in a protected legal hold state.

Records Management Best Practices

Establish consistent naming conventions for success with automated records management. The document names need to be clear and informative, recognizable not only in the folder they live in but also when you are doing a search.

In addition, the folder structure is important. When you set up records management software, documents are organized to suit the records manager’s duties. For instance, an HR manager may need to retain documents for ten years after employee separation. You want to ensure that each employee folder has a unique name and that all records with related time retention are stored together in the archive by year. You can then create shortcuts and subfolders to allow day-to-day users to access these folders as needed.

Prepare for the Future of Work with Records Management Automation

MCCi is a business automation company that accelerates digital transformation by adding intelligence to your processes, including Laserfiche. As an IT service company, we have expertise in delivering end-to-end content services and intelligent automation solutions.

Are you interested in learning more about records management software? Let’s chat!
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