In today’s competitive market, the increased demands on customer service and communication, escalating electronic transactions, internet dependence and global connectivity mean that all agencies are continually being challenged to ensure that their business, client and personal records and data are effectively managed throughout their lifecycles and that authentic, reliable records with integrity are retained for the period of time required per the retention schedule. The retention schedule includes legal requirements, legal considerations, operational and historical values to reduce the risk of non-compliance. The retention schedule also defines whether a specific records series is vital, confidential or historic and how to protect those records.
With the continuing growth of information in the foreseeable future, an agency must continuously review its records management and information governance policies and the related procedures and processes to ensure that the appropriate procedures are in place. Compliance with a current Program is a best practice to effectively manage the physical and electronic information an agency receives to reduce the risks associated with mismanagement. This is where Robotic Process Automation can ensure compliance by applying the appropriate retention periods at the time of creation or receipt, protection of vital, confidential and historic records, and, provide reports on, and then destruction of, obsolete records once approval is received. A robot can also search through all repositories for responsive records and lock them down from accidental or deliberate deletion and/or revision.
In the management of records, a robot will not replace a human but ensure that the approved policy is enacted and can be proved to have been done as a standard business practice. What is the return on investment on that? Priceless!