Record management

Ensure legal compliance with EBC's Record Management Solutions

EBC’s Record Management solutions help your business comply with legal and best-practice requirements for information storage and handling. In doing so, our solution reduces the costs associated with custom requirements, mitigates business risk and frees employees to focus on core, value-added tasks.

Regulations for information management touch nearly every industry and sector – from banking and professional services to local and central government. The problem for organisations operating in an increasingly complex regulatory environment is how to handle information effectively – without breaking the law.

EBC’s Records Management solutions provide a comprehensive solution that identifies, classifies, archives and destroys records in line with the latest compliance guidelines. This extends across the electronic and paper environment to ensure that records can be located and accessed quickly, with the minimum of fuss.

Effective version controls and workflow built into the system eliminate errors and duplication of effort. What’s more, the system enhances collaboration between distributed teams and creates a full audit trail for all records as they move through your organisation.

Uniquely, Ebc’s Records Management solutions delivers all this functionality out of the box. As a result, you can streamline your processes and increase employee productivity faster, while minimising up-front costs.

It consists of four simple stages that work in a continuous cycle.

1. Assess

Obtain a much greater understanding of your existing Records Management Process and requirements. This phase requires an agreement to share Taxonomy and compliance data and engage key users and support staff, it is normally sponsored in the business by a senior executive stakeholder. The objective of this stage is to produce a jointly agreed Scope of works for the current process environment. An assessment typically takes 1-3 weeks to complete. Confidence for both parties to contract is dependent upon the quality and level of information provided at the assessment stage.

2. Design

Focus on creating a solution around your Record Keeping Requirements, your existing manual processes and the software and support services that will meet your business and project objectives. This centres on rationalising the existing record keeping process, defining the document lifecycle and point of review and destruction. The output of this phase is the production of a scope of work with the most appropriate solution.

3. Implement

Set up all of the relevant processes, agreements and technologies to meet the contracted requirements. This is driven by two key stages: Transition which focuses on changing the provision of existing manual method to the automated records management process. Transformation which focuses on changing the process or technology used to deliver the solution with your users for quick adoption.

4. Manage

This is the heart of the service, partnering with you to guarantee that your records management solution receives ongoing management in the way that’s right for your business and ensuring that the service performance levels are maintained over the contract life. This phase consists of three key activities:

• Process Review : ensuring that the records management is optimised and the cost of the processes are tracked and understood.
• Incident management: handling all requests in a professional and timely manner
• Account management: ensuring that new requirements and changes to existing requirements are properly defined, agreed and implemented

The partnership doesn’t end there. We will continue to work with you into the future to make sure that your record management process is always optimised, as well as ensuring that the technologies you use are the right choice. To make this happen, we’ll carry out regular strategy reviews, deliver consultancy and have regular meetings to ensure that the services you receive meet any Service level agreements in place. So whenever your business changes, your business processes can change with you, as it adapts to deliver against your new demands.

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