Document management, easy retrieval of electronic documents and record management systems have never been so crucial as the Freedom of Information Act proves.

Document management is crucial for all public bodies and organisations – never more so since the Freedom of Information Act. The Freedom of Information Act means anybody has the right to view documents or information on any subject; the organisation in question must provide the information requested within a month. Without successful electronic document management this can become a logistical nightmare impacting on an organisation’s time and resources.

Document Management: Legal Obligations

There are thousands of public authorities who are now legally obliged to provide information as people now have the statutory right to ask Government departments, schools, hospitals, local authorities and police forces for information on a range of issues. For these organisations effective document management has never been so crucial. Without document management, easy document retrieval, clear and accessible electronic record management and scanned archived files, it can be an uphill struggle. Providing the information requested within the statutory one month time limit can pose a huge drain on resources, time and budget.

Integrated Document Management: Data Protection

Document management is not just crucial for freedom of information, but to ensure you adhere with the Data Protection Act. Organisations, businesses and public bodies have a duty to protect personal data. This means document management needs to be safe and secure. As identity theft and the loss of privacy become bigger issues, reassuring clients and customers that any information held about their lives, from medical records to attendance records, is crucial. Choosing document management and document storage solutions with security features to safeguard sensitive information is a priority. Shredding companies can be vital in managing sensitive and confidential data.

Effective Electronic Document Storage Solutions

Implementing effective electronic document management systems and archives helps you easily file and retrieve information. One case study in America that implemented electronic document management systems shows how effective document management can improve customer services, project management and records management, as well as facilitate remote locations and mobile users who need to access information. The Illinois Environmental Protection Agency implemented such document management to help share information with employees in 13 different locations. By streamlining document management, it’s possible to get rid of multiple archives, improve information retrieval, and reduce the time, space and resources it takes to house multiple archives. This in turn helps organisations comply with the Freedom of Information Act, allowing information to be easily transferred onto CDs or DVDs to be distributed accordingly.

There are countless organisations that used to demand customers or clients to drive to their offices to root out a file; now, electronic document management means it can all be done centrally with public document repositories available online.