Information Management Systems

Importance of Records Management

Records management systems are typically developed in one of two ways. First, there’s the approach most companies take. They start with a very basic filing system that serves the purpose of managing a small collection of records. Often, an entry level staff member with no records management background is tasked with creating the filing system in an attempt to reduce the labor costs associated with the project.

These individuals will use a combination of whatever methods and tools they are most familiar with (top tab folders, alphabetical filing, handwritten labels, basic color coding, etc). As the records continue to accumulate, the filing system becomes more unwieldy and error prone. Things get lost or misfiled, records that should have been discarded long ago keep clogging up the system, and finding a file quickly becomes difficult.

The other approach is to carefully design a filing system that accounts for how files and other information will be managed throughout their lifecycle, regardless of how extensive the records become. Fortunately, it’s never too late to switch from an outdated and inefficient filing system to an information management solution that really meets your company’s needs.

Information Compliance Risks

From security to retention, federal and state regulatory agencies have very strict rules for how businesses manage their information and records. Missing documents, incomplete records, or unsecured files are a big liability. Implementing a records management program with properly designed records management software establishes and enforces internal business guidelines that meet government standards. For example, you can set up record retention and disposition schedules to eliminate records that are past their retention date. These practices increase your level of compliance and reduce your risk of government fines and penalties in the event of an audit.

Advanced Technology Reduces Cost

Various forms of records management technologies will support best practices for managing the lifecycle of records.  Technologies like file labeling software, barcode scanning and RFID (Radio Frequency Identification) tagging allows you to track and manage a large number of records quickly and accurately. Paired with the right software solution, you can create a seamless records management system that enhances your ability to create, label, review, inventory, transfer, and dispose of records efficiently. Records management software cuts down on the time you spend looking for (or recreating) missing records. Records management software has advanced security features allowing you to set and restrict access to appropriate personnel. Since a comprehensive audit trail is built in to the technology, you have a complete history showing when each record was create and accessed throughout its lifecycle.

Assessing Your Records and Information Management System

Need help assessing your records and information management system?  Southwest Solutions Group provides a free 30 minute phone assessment of your filing system.  Call today at 1-800-803-1083 for your free assessment or contact us by email at info@ssgims.com.  We have the knowledge, expertise, and products to improve your records management process, no matter what stage it is in!

Click here to see a list of our records management consulting services.

Records Management Regulatory Compliance

In the highly regulated and competitive pharmaceutical industry, corporate records management programs have become indispensable to the continued well-being of the organization. Seeking industry recognized compliance, pharmaceutical companies actively seek records management software and services to assist them in their efforts.  Inherent in these policies are the mandatory ability to restrict, locate, track, and audit access to all such records.

Managing the Life Cycle of Documents

Under these compliance requirements, the pharmaceutical industry is turning to companies like Southwest Solutions Group’s Information Management Division and Infolinx to ensure regulatory compliance and to establish programs reflecting best records management practices for documents and information throughout their life cycle.  For example, we recently completed a project for a global biopharmaceutical corporation whose products are marketed in over 50 countries worldwide.  Southwest Solutions Group partnered with Infolinx WEB, to implement integrated life-cycle tracking software to manage their pharmaceutical records, including product batch and history files, research notebooks, and intellectual property.  According to Anna Stratton, Director of Information Management Solutions for Southwest Solutions Group, “This implementation was unique because it was a model team effort, bringing together the expertise of industry leaders in storage, consulting services and technology.”

Records Management Software and Service Solutions

Having provided records management consultation and software services since 1969, Southwest Solutions Group’s Information Management Division has considerable experience helping pharmaceutical providers implement strategic and scalable records management solutions, meeting today’s stringent requirements such as Sarbanes-Oxley and HIPAA. We manage critical business documents from point of creation through final disposition, offering customers reduced risk and improved operational efficiencies with a verifiable return on investment.

For additional information on document software and services please visit Southwest Solutions Group IMS Division at www.ssgims.com.