Overcoming Upload & Approval Challenges with Records Management

When we first embarked on the journey of creating Record Center, we knew there were several major pain points in the lifecycle of records management that we wanted to address. Creating a platform that would ease the burden on record managers and record approvers was one of our top priorities, and the challenges of content ingress and record approval were some of the main issues we wanted to address. 

To understand the pain of loading and approving content into a records management solution is to realize that content comes from a seemingly endless number of sources. Those sources could include other business systems or raw scans of physical documents, and could comprise any type of document an organization handles—contracts, invoices, employment agreements, non-disclosure agreements, tax documents, etc. Each of those unique document types could very well contain different metadata, different required fields, or different document formats further complicating the notion of a centralized ingress and approval process. 

Upload Content (Ingress) 

Record Center’s model of “Document Types” allows for an organization to define criteria for each type of record to be loaded into the system. Each of these document types contains its own distinct metadata requirements, approval requirements, retention plans, and disposition processes. This model allows for all records—regardless of their type—to be submitted to the same central Pending Records library, using the same process, while still ensuring that a unified record submission and approval flow may be used. 

Required Fields 

Critical to being able to easily and accurately find records is the notion of applying metadata to records. Record Center’s unique in-line preview mode allows a user submitting a record to easily see their document alongside the document’s required and optional metadata fields. This view allows them to quickly determine what fields must be completed for a given document type, and if necessary, navigate through the document in question to determine the values of those required fields. 

Approval Models 

Document Approvers and Record Managers are frequently faced with the challenge of having to approve large quantities of records. To cope with these challenges, Record Center offers several features integral to streamlining this otherwise time-consuming process. 

Unique Document Type Approvers

Each unique document type may contain its own distinct record approvers, allowing for a first stage approval by a user belonging to that document’s work center or area of expertise. This process helps to ensure that misclassified records or those with incorrect metadata are caught before entering the Record Manager’s approval queue. 

Inline Document Preview

Utilizing inline preview, a document approver and/or Record Manager can easily review a document alongside its metadata to ensure the metadata entered is accurate, and all required fields have been completed. 

Approve and View Next

As a document approver or Record Manager moves through their approval queue, they would historically have to open the document to be approved, approve that document, close it, open the next document, approve that, close it, and so on. To streamline this click-heavy process, Record Center contains a “Approve and View Next” feature, which allows the user to review, approve and open the next document in their queue with a single click. 

Bulk Approval

In the case of a bulk import where a record’s data has already been validated, Record Center includes a bulk approval option that allows a document approver or Record Manager to select multiple records at once and approve them all with a single click. 

Auto Approval

In some cases, an organization may wish to automatically approve records. The likely scenario for this is when a records management team is small, and perhaps the same people would do the content ingress as well as the approval. In this scenario, records can be configured to automatically approve after they’ve been pending approval for a set amount of time. 

 

About Record Center 

Record Center is your turnkey solution for enterprise-class record management. An extension of Microsoft SharePoint, Record Center arms your users and record managers with a feature-packed, intuitive solution to manage the entire life-cycle of your records. Configure, Approve and Search for records faster and easier than ever with Record Center. 

 
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