An organization's records preserve aspects of institutional memory. Even in the era of digitization, organizations are required to maintain copies of physical documents for various reasons like statutory, client audits, R&D records, manufacturing records etc.

Organizations must maintain Records Room operations for managing the physical records. Records Rooms need to be managed efficiently for quick and accurate response to requests from other departments. Trusted System’s Records Management System (RMS) is the right tool for managing records room operations of any size.

In determining how long to retain records, their capacity for re-use is important. It's an expensive affair to maintain physical documents as records room need to have environmental control systems, pest control, fire retardant systems etc. to ensure that the physical documents do not deteriorate or get destroyed. Apart from this access control systems must be implemented to ensure that the documents do not fall into the hands of unauthorized people. Organizations are not only required to track all the files individually, but also maintain a storage space and hire professionals to keep an eye on those.

Records management policy is necessary for any organization to know what documents to keep and for how long. Some documents are stored out of the organization premises to save space, whereas some organization also uses document management system to manage this data. Management of records without any software system becomes tedious for accessing or retrieving any data when needed as the location of containers consisting items or items themselves may be difficult to remember. If the data is maintained on some simple systems like notebooks or spreadsheets then there is the threat of misplacing, losing, overwriting or deleting, which may compromise the entire record room operations. Trusted System’s Records Management System (RMS)  is your best bet to ensure that your record room operations are perfect.

Trusted System’s Records Management System helps you to maintain all the details of items and keep all those in a central repository. Trusted System’s RMS helps you to maintain accurate, reliable and useable records that can help increase in the efficiency and effectiveness of the business practice.  Trusted System’s Records Management System provide systematic control of all records, regardless of storage medium, from creation to disposition.  It helps you sort out your records, enabling you to capture, store, control, and deal with the information the records contain. The tedious procedure of manually locating the item or searching for the location of item through records in registers is eliminated.

Authorized user can also track the capacity of locations, whether the location is occupied or more items can be added to the location. Trusted System’s records management software helps you create and manage work order requests. Users get access to real-time data as Trusted System’s RMS has features for updating information using processes like pick validate, delivery update and destroy update.

Considered a key component of operational efficiency, Trusted System’s records management software adds more value to organization’s information assets.

	Manual Records Management	Records Management (RMS)
	Error prone processes. Increased cost of rework and lost productivity.	Best practices are implemented implicitly when you use RMS. Improved productivity.
	Important documents and files get misplaced or permanently lost.	No fear of losing your important documents ever.
	Searching takes time. Dependent on human memory or using spreadsheets which is error prone.	Tracking of all documents at your fingertips. Quick Search and retrieval.
	Highly dependent on the person in charge of records room. Prone to human errors.	No dependency on personnel. System ensures processes are followed.
	No audit trail available.	Each and every activity is maintained in the audit log.
	No alerts and notifications.	Alerts and notifications for exceptions.