Records Management

The document lifecycle control

Records Management: Functions

Uniform document file plans

according to which all documents can be classified into a defined structure (here, the term “files” which is used in the German language area is very fitting).

Uniform classification and keywording

of documents/information. Uniform metadata and indices (if necessary also standardized for certain industries) ensure a findability and problem-free further use, e.g. in the context of document file and views.

Secure storage

of the documents/information as long as they are subject to the records management (RM). The document is protected against modification, and deletion before the end of its life cycle.

Deletion and blocking

of documents. The RM ensures that documents/information regarding the person concerned can be deleted or blocked (if not erasable) in accordance with the GDPR upon request for deletion.

Standardization and control of retention periods

ensures the traceability and documentation of the storage, and the proper destruction after expiry of the storage period. Requirements from the GDPR with regard to the deletion of personal information can thus be fulfilled in a comprehensible manner.

Audit-proof archiving, management and control of documents and data

Records Management (RM) describes the proper management of documents and data (records) that are subject to retention or worthy of retention. Records Management is professionally defined in ISO standard 15489. Within Europe, the requirements for Rcords Management were further detailed in the so-called MoReq specification, which clearly exceeds the requirements of the ISO standard.

ECM uses the functionality of Records Management to define and control a unified lifecycle for the information or documents it manages. Thereby, objects that do not exist in an electronic form (real physical objects) from which the storage location information is held and updated, are also managed.

Requirements of the GDPR

The new European General Data Protection Regulation ("GDPR") gives new meaning to the term records management. In particular, the legally revised "right to be forgotten" (Art. 17 and 18 GDPR), i.e. the deletion or blocking of personal data at the request of the data subject, must thereby be covered by an archiving system. Records Management can help to cleanly map the competing requirements from different laws regarding the storage on the one hand, and deletability on the other hand with the help of a comprehensible rule code.

Compliance with legal requirements (GDPR)

The GDPR always in view

With ECM's comprehensive approach using the Records Management for your documents, you can ensure that you can meet the requirements for a secure storage, retention, and destruction of documents within your organization.

A comprehensive overall solution for your company

The introduction of a Records Management System will have a project character in any case within the company due to its scope and should therefore, like any project that affects company processes, be meticulously planned and controlled. We will be happy to support you during the individual steps, for example, during the implementation of standardized file plans or the definition of an individual classification model for your company.

The conversion of already existing document plans into a living document management system can also be performed by us. This also applies for the interaction with SAP, and the administration of your documents archived there - under the special protection of the Records Management.

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Doctra GmbH
Bretonischer Ring 18
D-85630 Grasbrunn
T +49 89 95 44 119 20
F +49 89 95 44 119 49

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(Branch Office)

Doctra GmbH
Rheinstraße 29
D-60325 Frankfurt am Main
T +49 89 95 44 119 40

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(Branch Office)

Doctra Austria GmbH
Lassallestraße 7B
A-1020 Wien
T +43 664 280 5764

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