Document Record Management Services (EDRMS)

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.