There are several key factors to consider when implementing an electronic records management system to ensure that issues of security and integrity are not compromised. This is particularly important when storing confidential material such as personnel files or medical records.
It is essential to have a reporting facility so that a full audit trail of activity within the system is available at any time. Users viewing, printing or emailing images need to be identifiable as does information regarding the document itself such as date scanned and indexed and the person who did it.
It is also necessary to have a document retention tool which will automatically flag documents for review or deletion after a pre-determined period of time. The Data Protection Act states that certain types of personnel data should not be kept for longer than the recommended guidelines and thereafter should be deleted or destroyed.
You must have an administrator to assign and control access rights for users and to ensure that only authorised personnel can view sensitive personal data. It is also possible to restrict the functionality for each user to add an additional layer of security.
The IPC Group supply a document management system which incorporates all the above and many more features to help with compliance and facilitate best practice records management. For further information click here or call us on 08081 45 46 47.