Document Record Management Services (DRMS)

Record management is a key organizational function across industries. Each department is inundated with a high volume of records that must be managed and stored effectively to meet corporate guidelines. Numerous organizational processes require voluminous records, whether for an audit or to maintain compliance. An effective records management solutions can help improve business productivity and grow successfully.

Record Management Solution consists of the following 3 major processes:

Inwarding

Inwarding is the process of accommodating the Records from the Clients into the Custody. Inwarding involves the process of allotting a unique Serial Number/ Barcode on each docket. This enables the monitoring of the Records within custody.

Custody

The Inwarded documents are kept in Custody where the files/Documents are preserved in a controlled Environment.

Withdrawal

Once the document has to be retrieved by the client, RMS invokes the Withdrawal Stage, and the document is returned to the client.

Why Record Management Services Matter

Effective record management is essential for streamlined operations, reducing the risk of data loss and enhancing accessibility. For companies handling large volumes of sensitive or regulatory-bound data, poor record management can lead to inefficiencies, compliance violations, and security breaches. StockHolding DMS specializes in turning these challenges into opportunities, delivering solutions that protect data integrity, optimize access, and reduce storage costs.

Our record management services allow businesses to systematically catalog, store, and retrieve both digital and physical records, ensuring that every document can be found exactly when needed. This organizational precision is invaluable for industries with stringent regulatory requirements, including finance, healthcare, and legal fields, where data accuracy and accessibility are paramount.

Key Features of Our Record Management Software

To complement our record management services, StockHolding DMS utilizes cutting-edge record management software. This software offers seamless integration with existing IT infrastructure, facilitating easy adoption and scaling as per a business's unique needs. Here’s what our software brings to the table:

Secure and Accessible Storage: Our software provides robust encryption protocols to ensure secure records management of sensitive documents. Access permissions can be customized, ensuring that only authorized personnel have access to specific files or sections, thereby enhancing both security and accountability.
Automated Workflow and Retrieval: Our record management software is designed to streamline workflows, reducing manual data entry and retrieval errors. Automated indexing features make documents retrieve data quick and efficient, saving time and minimizing the frustration associated with traditional paper-based systems.
Compliance and Audit-Ready Features: Keeping up with regulatory requirements is crucial for businesses today. Our record management software is designed to comply with industry standards, making it easier for businesses to meet regulatory audits without the hassle of last-minute preparations.
Digital Transformation: Moving from physical to digital records can be a daunting task but StockHolding DMS makes this transition smooth. Our record management software allows easy digitization and integration of records, enabling companies to operate in a more sustainable and accessible digital environment.

Scope of a record management solution

Record management solution uses pre-defined rules to fully automate various processes engaged in maintaining records – from creation to final disposition. This solution helps an organization automatically perform the following tasks.

Declare documents as records.
Place events and holds on records.
Destroy and dispose records from the system.

Benefits of a record management solution

Automates record maintenance

Employees do not need to focus valuable time and effort on mundane record management tasks but instead use their skills to help the company progress.

Provides a holistic view

Instead of looking at each file or document independently, managers can view an entire record seamlessly with the help of this software. This helps create better records and promotes transparency in record-keeping.

Helps with maintaining compliance

Numerous industry guidelines and standards are set for organizations to follow without which they can be faced with penalties, fines. An organized record management software helps check for compliance and important records easily.

Everything You Need to Know About Record Management Solutions (RMS)

Businesses generate vast amounts of data daily, from contracts and invoices to employee records and confidential documents. Without an organized system, managing these records can become overwhelming, leading to inefficiencies, security risks, and compliance issues. A Record Management Solution (RMS) helps organizations streamline their document storage, retrieval, and security, ensuring compliance and efficiency.

Here are some of the most frequently asked questions about RMS and how it can benefit your business.

What is a Record Management Solution (RMS)?

A Record Management Solution (RMS) is a structured system that helps businesses store, organize, retrieve, and protect their documents. It applies to both physical and digital records and ensures that records remain secure, compliant, and easily accessible when needed. RMS platforms are designed to help organizations manage their information lifecycle, from document creation to secure disposal. They integrate with existing business systems to ensure seamless access and management of critical records.

How Can an RMS Benefit My Business?

An effective RMS can transform the way businesses handle documents, making record-keeping more efficient and secure. The key benefits include:

Complete Document Control – RMS allows businesses to create, categorize, retrieve, and dispose of records efficiently, reducing the risk of mismanagement.
Regulatory Compliance – Organizations must adhere to industry regulations for document retention and security. An RMS ensures compliance with legal and regulatory requirements by enforcing access controls and maintaining document integrity.
Enhanced Data Security – Data breaches and unauthorized access can put sensitive business information at risk. RMS platforms offer encryption, multi-factor authentication, and access control to safeguard records.
Improved Workflow & Productivity – Employees can quickly access and share documents, reducing time spent searching for files and improving collaboration.
Disaster Recovery & Backup – An RMS ensures records are backed up and protected against accidental deletion, cyberattacks, and system failures.
Cost Savings – Reducing paper-based record-keeping and manual document handling minimizes operational costs.

What is Physical Records Management?

Physical Records Management (PRM) refers to the structured handling of paper-based documents, including their storage, organization, and retrieval. Despite digital transformation, many businesses still maintain hard copy records for legal, historical, or operational reasons.

Physical records management involves:

Proper filing and categorization to ensure quick retrieval
Secure storage in cabinets or offsite facilities to protect sensitive documents
Regular audits and indexing to track document locations
Secure disposal of outdated or redundant records to maintain compliance

While PRM is still relevant, digital record management solutions help businesses transition to paperless operations, reducing storage costs and improving efficiency.

Is an RMS Suitable for All Businesses?

Yes. Any business that deals with large volumes of documents can benefit from an RMS. Industries that commonly use RMS include:

Healthcare – Managing patient records, prescriptions, and compliance documents
Legal & Financial Services – Storing contracts, agreements, and confidential financial report
Government & Public Sector – Maintaining official documents, licenses, and public records
Retail & E-commerce – Organizing invoices, order details, and customer records
Manufacturing & Logistics – Handling inventory records, supplier agreements, and safety compliance documents

Whether a small business or a multinational enterprise, implementing an RMS ensures better document organization and security.

What Training is Provided for Users?

To ensure successful adoption of an RMS, most providers offer training and support, such as:

User Guides & Documentation – Step-by-step instructions on using the system
Online Tutorials & Webinars – Interactive sessions to help employees learn the platform
Customer Support & Helpdesks – Live assistance to troubleshoot issues
Onsite or Virtual Training – Personalized training sessions for teams

Proper training ensures employees maximize the benefits of the RMS while maintaining data integrity and compliance.

How Secure Are My Documents with an RMS?

Security is a top priority when implementing an RMS. Leading platforms offer robust security features, including:

Data Encryption – Protects documents from unauthorized access or cyber threats
User Access Controls – Ensures only authorized personnel can view or edit documents
Audit Trails – Tracks changes made to documents, providing transparency and accountability
Multi-Factor Authentication – Adds an extra layer of security to prevent unauthorized logins
Disaster Recovery & Backups – Automatically saves documents to prevent data loss due to hardware failure or cyberattacks

These security measures protect sensitive business information while ensuring compliance with industry regulations.

How Much Does an RMS Cost?

The cost of an RMS varies based on several factors:

Deployment Model – Cloud-based solutions often follow a subscription model, while on-premise solutions require a one-time investment
Storage Requirements – Businesses with extensive data storage needs may pay higher costs
User Access & Features – Additional features such as automation, AI-driven search, and analytics can influence pricing
Customization & Integration – Custom solutions or integrations with existing systems may increase implementation costs

Most providers offer flexible pricing plans, allowing businesses to choose a package that suits their needs and budget

Can an RMS Scale with Business Growth?

Yes. A scalable RMS adapts to a business’s changing needs by:

Accommodating increasing document volumes without affecting performance
Allowing additional users and permissions as teams grow
Integrating with new business applications such as ERP and CRM systems
Expanding security protocols to comply with evolving industry standards

Scalability ensures that businesses don’t outgrow their document management solution, making an RMS a long-term investment.

What Are the Common Challenges in Implementing an RMS?

While an RMS offers multiple benefits, businesses may face some challenges during implementation:

User Guides & Documentation – Step-by-step instructions on using the system
Online Tutorials & Webinars – Interactive sessions to help employees learn the platform
Customer Support & Helpdesks – Live assistance to troubleshoot issues
Onsite or Virtual Training – Personalized training sessions for teams

Proper training ensures employees maximize the benefits of the RMS while maintaining data integrity and compliance.

Can an RMS Support Remote Work and Collaboration?

Yes. Modern cloud-based RMS solutions are designed for remote accessibility, offering:

Secure Access from Any Location – Employees can retrieve and work on documents remotely
Real-Time Collaboration – Teams can edit, review, and approve documents without delays
Version Control – Tracks changes and prevents document duplication or errors
Integration with Productivity Tools – Syncs with email, cloud storage, and project management software

These features enhance teamwork and efficiency, especially in remote or hybrid work environments.

Final Thought

A Record Management Solution (RMS) is a game-changer for businesses looking to improve document organization, security, and compliance. By adopting an RMS, companies can:

Reduce operational inefficiencies
Enhance data protection and compliance
Improve accessibility and collaboration
Scale their document management as they grow

Investing in the right RMS ensures long-term efficiency and data security, making it an essential tool for any organization dealing with high volumes of records.