Records Management
Enhance Records Management With Automation
Business records play an important role in documenting organizational activities. From financial records to contracts and correspondence, records are typically information that must be retained for a period to satisfy legal, financial, regulatory or organizational policy requirements.
Effective records management ensures that information is readily accessible, secure, and restricted to authorized users. However, as the volume of an organization’s records grows exponentially in today’s data-driven business environment, efficiently managing these records can become a significant challenge.
M-Files automates records management to ensure good governance, simplify compliance, increase efficiency and free administrators to pursue more value-adding tasks.
M-Files offers a comprehensive records management solution that brings several benefits and capabilities to organizations:
- Enhanced Efficiency: Automate records management processes, reducing manual tasks and freeing up time for more value-adding activities.
- Improved Compliance: Helps organizations meet legal, financial, and regulatory requirements by automatically detecting and managing sensitive information.
- Increased Security: Uses enterprise-grade encryption and dynamic permissions to ensure that only authorized users can access, edit, or share records.
- Streamlined Workflows: Automates document workflows, ensuring that records are handled consistently and efficiently.
- Better Accessibility: Provides a 360° view of records, making it easy to find and access documents from any device, anytime.
Capabilities
- Automated Monitoring: Monitors for breaches or unauthorized changes to records and generates performance reports.
- Metadata Tagging: Uses AI to suggest metadata properties, making documents easier to find and organize.
- Duplicate Detection: Identifies and flags duplicate documents to avoid redundancy.
- Lifecycle Management: Automates the lifecycle of records from creation to disposal, including flagging items for deletion.
- Integration: Connects with various business platforms and repositories, allowing records to remain in their original systems while being managed centrally.
M-Files’ intelligent information management platform ensures that records are secure, easily accessible, and managed efficiently, helping organizations to improve productivity and compliance.
How automation can simplify records management
By automating records management with a solution like M-Files, businesses can achieve several critical objectives.
Detecting PII
Files containing personally identifiable information are subject to many legal and regulatory requirements. By automatically crawling through every repository and legacy folder, M-Files can identify and flag documents containing sensitive information, helping to improve compliance and reduce risk.
Monitoring for unusual activity
M-Files can automatically monitor for breaches or unauthorized changes to a record. M-Files also secures records with customized permission rules that make it easier to prevent a potential breach.
Performance monitoring
M-Files can automate monitoring and reporting of records management activities throughout the lifecycle of documents. Reports can be automatically generated to detail which records have been disposed of and where other records are in their document lifecycle.
Finding and deleting unnecessary content
M-Files can help to eliminate trivial data by detecting which information is important and which is not. M-Files can also detect and notify users when a document that’s about to be added to an IT system is a duplicate of something that’s already stored.
Deleting unnecessary files
M-Files can flag items for deletion to be reviewed manually or automatically delete records based on a predefined lifecycle workflow.
Tagging files with metadata
M-Files’ AI-enabled technology can analyze documents and suggest metadata properties, making files easier to find and organize.
Address Challenges With Record Management
Learn how organizations can centralize records
M-Files: intelligent information management
M-Files provides a solution that solves all the challenges of records management in businesses and government agencies. M-Files helps companies make smart connections across the business and automate critical processes while keeping information secured and controlled.
M-Files’ AI-powered system connects all documents and information on every business platform and repository in the organization, then analyzes them to place them in context. With M-Files, records don’t need to be migrated to a central repository. Instead, they can continue to live in whatever system they were created or originally stored in – network folders, SharePoint, ECM systems, CRM platforms, file-sharing services and other business platforms and applications.
To make it easy to visualize and find content across these disparate systems, M-Files organizes records by "what" they are rather than "where" they are stored. M-Files tags each document with metadata that identifies any relevant information about it. Metadata may include information about the type of document, the author and the client or project it relates to. It can also include dates, invoice numbers and other identifying information, as well as details of the workflow the document is part of.
In addition to making it easier to find and store records quickly, M-Files automates many aspects of working with documents to improve the efficiency, accuracy and security of records management.
M-Files Benefits
M-Files offers significant advantages to administrators overseeing records management.
Records are easier to find
With M-Files, administrators have a 360° view of records and content and can find any document easily, no matter where it resides within an IT environment.
No more duplicates or multiple versions
M-Files keeps just one definitive copy of each document, which users can access via a link. This approach eliminates the need for users to store duplicate documents on their personal drives or devices and avoids the versioning headaches that occur when users email attachments back and forth.
Access any file, anytime, on any device
With M-Files, records are always available to authorized users via the M-Files desktop, web or mobile client. Employees who are out of the office or working remotely will always have access to the records they need to get work done.
Streamline compliance
By automating document workflows and providing a complete audit trail of access and changes to documents, M-Files significantly simplifies the task of managing data governance and compliance with policy and regulations.
Connect all data
M-Files makes it easy to connect data in disparate systems and silos. M-Files can even crawl through legacy systems and archives to find and surface important documents.
Keep records safe and secure
M-Files’ intelligent data management system protects records with enterprise-grade encryption and uses dynamic permissions to ensure that only the right people can view, edit and share information.
Streamline Workflows With Automation
M-Files’ workflow automation capabilities deliver greater efficiency, improve accuracy and simplify compliance in records management. M-Files uses a record’s metadata to guide the file through each step of a workflow, automatically routing it to the right people at the right time and following up with reminders about tasks that are due for completion. The metadata on the document is automatically updated as it moves through each stage of the workflow, and alerts can be issued for administrators when there are issues or potential bottlenecks that need to be resolved.
M-Files’ workflow automation helps to ensure that processes are executed accurately every time, and that documents are handled in a manner consistent with company policy and regulatory requirements. M-Files can even replace point solutions such as contract management software by automating the origination, review, approval and signature of contracts.
How M-Files enables efficiency for your business?
Faster Search
What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.
Familiarity
You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.
Easy Collaboration
Share content securely, and co-author documents simultaneously — wherever you work.
Streamlined Daily Work
Let M-Files suggest tags for your documents and add workflows for faster processing.
Why Choose M-Files For Records Management
Thousands of organizations across more than 100 countries depend on M-Files for efficient and effective management of records, documents, and information. M-Files offers the benefits of intelligent and automated records management from the start, without the expense and risk of a lengthy data migration.
M-Files is a highly adaptable enterprise data management platform that can be customized for various use cases. With standard integrations and APIs, M-Files seamlessly integrates with existing technologies. Employees can leverage M-Files’ powerful capabilities directly within their everyday tools like Microsoft Teams, Office 365, Google Workspace, and Salesforce.
Whether deployed in the cloud, on-premises, or as a hybrid solution, M-Files delivers a comprehensive range of features and capabilities. It supports everything from basic electronic document and records management systems (EDRMS) to advanced workflow automation solutions, helping businesses maximize the value of their information and records.
See M-Files In Action
Seeing is believing. Schedule a demo to learn more about simplified search, automatic workflows, intuitive user interfaces, and built-in integrations with existing applications and file systems.
