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.

1. 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.

2. 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.

How safe and secure are the physical records when stored with SDMS?

The security of your physical records is of paramount importance to us. We maintain state-of-the-art security measures including restricted access, surveillance and fire protection systems at all our record management facilities. Additionally, our staff undergoes rigorous training in data security and confidentiality. You can trust us to safeguard your records and protect them from unauthorized access, theft or damage.

Can we access our physical records when needed and how quickly can SDMS retrieve them?

Yes, you can access your records whenever you need them. We offer various retrieval options including physical retrieval and digitization services. The time it takes to retrieve records depends on the service chosen. Physical retrievals typically occur within a few hours to a business day, while digital access is instantaneous through our secure online portal.

What are the costs associated with your physical record management services?

Our pricing varies depending on the volume of records, the services required and the duration of storage. We offer competitive pricing packages tailored to meet your specific needs. For a detailed quote, please contact our sales team at marketing@stockholdingdms.com and we'll be happy to provide a customized pricing plan.

What is a Compactor or a Bin Type Storage?

A compactor or bin-type storage ensures safe and secure storage arrangements in specialized lockers for highly critical and confidential records. Bin Storage represents a premium tier of document storage distinguished by special features designed to withstand extensive fire and avert any unforeseen situations.

How do I get started with physical record management services?

Identify key records- Critical and non -critical records. Figure out how long these records are required to be kept stored. Destroy the records no longer required. Post this, you may contact SDMS at marketing@stockholdingdms.com or call at 02261778708 for your requirements and determine the best way to manage & access your records.

What are the benefits of using these services?

Records Management ensures records are properly stored, accessed and managed in a secure manner. It also ensures compliance with legal requirements and regulations regarding the storage, access and use of information. Reduced storage costs, disaster recovery options, and efficient record disposal helps in reducing operating costs and improving efficiency of the business.