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The e-signature software market took flight before the COVID-19 pandemic, but global shutdowns cemented its usefulness and convenience.
The Electronic Signatures in Global and National Commerce, or ESIGN, Act in 2000 set e-signature’s legal requirements. Before 2020, many businesses used e-signature software at least once per month. Then, remote work brought on by the COVID-19 pandemic accelerated the adoption and use of e-signature software, and experts expect the market to grow more over the next decade.
E-signature software offers various benefits for organizations, like improved performance and reduced costs. Paper usage also decreases, which is better for the environment, and e-signatures offer convenience and avoid having users print out, sign, scan and mail documents.
However, not all e-signature software is the same. As organizations evaluate options, they should consider how they’ll use the software, its integrations and whether it offers a mobile app, which can be essential for consumer-facing businesses. Organizations should also examine contract and document templates that require signatures, as well as their signing processes.
Six e-signature software products stood out in the market after examining several professional and user reviews. Explore their standout features, their challenges, who they work best for and pricing information.
As a Dropbox company, HelloSign can neatly integrate into Dropbox. It can also integrate with Salesforce to make it easier to sign proposals and contracts, as well as HubSpot, Google Workspace, Slack and Microsoft SharePoint, among other tools.
HelloSign enables users to embed e-signatures into websites or apps using APIs and can automate employee onboarding and hiring processes. It includes templates and bulk send features to more easily collect signatures.
The software stores and organizes documents after signing and offers templates that users can reuse. The platform is mobile-friendly, with notification and reminder options. Yet, some challenges include the UI, customer service and lacking direct integration with Microsoft Word.
The HelloSign Essentials plan — designed for individuals — starts at $15 per month. The Standard version, geared toward teams, starts at $25 per user per month.
As part of DocuSign Agreement Cloud, a contract lifecycle management system, DocuSign gears its e-signature software toward companies that handle a lot of contracts. The software has a mobile-responsive web app to simplify how parties sign agreements, supports document routing to multiple parties and lets users create reusable templates with standard and customizable fields.
DocuSign uses APIs to integrate with over 350 apps, including Microsoft Office, Salesforce, Zoom, SAP, Google and Oracle products. The platform is user-friendly, offers multilanguage support and enables visibility into who views and signs documents. Still, users can’t download multiple documents at once with this software, and it can’t integrate with other PDF apps.
DocuSign pricing starts at $10 per month for the Personal plan and $25 per user per month for the Standard plan.
Most Adobe Acrobat users are familiar with its e-signature capabilities, but full access to those features requires a software purchase. Adobe Sign lets recipients sign documents without downloading anything. Like other e-signature platforms, Adobe Sign integrates with a variety of tools, including Salesforce, Zoho CRM, SAP SuccessFactors, Microsoft apps and Box, among others.
Users can create digital forms on their websites and integrate Adobe Sign for signatures. The software also offers a mobile app to scan and upload PDFs, along with customizable templates, notifications and reminders. Adobe Sign is easy to use, has responsive customer support and simplifies how users upload a signature.
However, the mobile app can be clunky, and its features can overwhelm some users — making Adobe Sign a better choice for enterprise customers. It also lacks integration capabilities beyond its existing choices.
Adobe Sign’s pricing for teams starts at $14.99 per user per month.
As a private cloud e-signature software provider, SignNow enables users to add e-signatures to various forms, documents and templates, including PDFs, Word documents and contracts. The software uses APIs for integration to websites, CRM systems and other apps.
SignNow enables conditional documents, which means organizations can set documents to route by role. It also enables team collaboration to create documents and templates and lets users add custom branding to documents. The platform is easy to use and supports e-signature management for multiple documents. It’s also easy to sign documents from mobile phones.
Yet, the software presents challenges. The documents don’t open immediately and instead prompt the recipient to download the file. It also lacks a commenting feature for users to provide feedback before signing.
SignNow’s pricing starts at $8 per user per month.
Organizations looking for e-signature software with a lot of features may consider PandaDoc. It offers a mobile app so users can track documents’ statuses and get notified when someone opens, views, comments on or signs a document. The software also offers a template library with over 450 contract, proposal and invoice templates, and users can drag and drop elements into documents to create their own templates.
The PandaDoc API lets users integrate with third-party apps, and users can add it to PDFs and Word documents. It offers pre-built integrations with apps like Salesforce, Zapier, Zoho, HubSpot and Dropbox.
The software is easy to use, especially for creating documents. However, the signing space is small and may benefit from more out-of-the-box integrations.
PandaDoc offers a free e-signature package that lets users upload, send and collect payment for unlimited documents. Paid plans start at $19 per user per month and include templates, document editors and analytics.
Like its counterparts, ReadySign’s e-signature software includes customizable templates and forms. It can also create an AnySign link, which lets signers opt in to sign the forms they need. Other features include bulk sending, notifications, reminders, custom signatures, document management to organize signed forms and user management with role-based permissions.
ReadySign is easy to use, cost-effective, enables a comprehensive audit trail and offers responsive customer service. However, controlling the reminders can cause challenges, and the search features are not easy to use. Also, the vendor’s website lacks integration information.
ReadySign’s pricing starts at $25 per user per month for 10 users. The 40-user plan is $10 per user per month, and the 100-user plan is $6 per user per month.
Part of: Nail down the basics of e-signatures
Many people think e-signature and digital signature are interchangeable terms, but an electronic signature differs from a digital one in critical ways.
Electronic signatures are quick, secure and can support hybrid and distributed workforces, but not everyone trusts or has access to e-signature technology.
In 2020, remote work fast-tracked many digital initiatives, including electronically signing legal documents. But e-signatures’ legal background goes beyond the pandemic.
E-signature software can reduce paper costs and improve productivity across departments. Organizations can explore the following six software options to fit their business needs.
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Signing out of account, Standby…
You’re not in business to do bookkeeping, but you’re not in business without it, either.
As a small business, you don’t want multiple systems taking care of your bookkeeping, invoicing and financial documents. Perhaps you create your invoices in spreadsheets or word-processing documents, eyeball expenses in online banking and maintain your employee records in an HR folder in the cloud. Some data may be in a file hosting service, while others are password-protected locally on your computer.
It can be confusing to others who may need to work with those documents — and for you to lose track of what is where. When you need that information come tax time or for a loan application, you may need to reference those scattered documents. That can take forever to find, and there’s a real risk of losing data or even using the wrong data.
If you’ve yet to encounter any serious errors or problems handling your own bookkeeping, you may be tempted to maintain the status quo. However, your financial organization needs will continue to grow more complicated as time passes. Your business may grow wildly, multiplying the number of things to track and complicating your routine. Or, if you haven’t been paying much attention to bookkeeping, you’re probably tempting fate.
Related: Five Bookkeeping Tips for Business Owners
To address your needs, you could hire a bookkeeper to organize and track all of your business finances. You could also hire an accountant to organize and track your business recordkeeping.
Or you could have all your files, invoices, transactions, bank accounts, customer payments and credit cards flow into one easy-to-use financial management system. Such a system saves time by automatically parsing through your documents or receipts. You can scan and upload everything to a central digital location, capturing essential information without ever having to think about it. No spreadsheet does that on its own. Such a system would be automatic and uncomplicated, instantly searchable on all content and would make it easy to analyze information and make decisions based on that analysis.
Gartner, a technology research and consulting firm, examined process automation in accounting and discovered that 89% of general accounting tasks were highly automatable.
Such a system would organize your data while reducing or eliminating the time you spend manually entering data. It would make it easy to identify discrepancies in your records without annoying and time-consuming searches in physical files and journals, spreadsheets, documents and boxes of receipts. Most importantly, you’d have a clear picture of your business — and financial control while spending the least amount of your time bookkeeping.
Several providers offer automated solutions for financial management, available for both desktops and mobile apps. They simplify the process of organizing and automating your small business bookkeeping, including invoicing and document management.
Look for cloud storage for your financial documents, which reduces clutter while boosting efficiency. It’s especially helpful when files can be scanned or captured on a mobile device and uploaded to the cloud.
There, the documents are processed and reconciled, and you can even generate reports instantly.
Related: How Entrepreneurs Can Manage Their Business Finances With Success
Automated invoicing that creates and tracks your branded invoices and receives payments is another capability that should be of interest to you. Offering your customers electronic payment options speed your time to cash significantly with no more trips to the mailbox or bank branch. And, if you link to your bank account and credit cards, your transactions populate seamlessly while providing you reports on money in and money out.
Some platforms offer bank-level security, as well, with all data encrypted in transit and stored in secure databases. Another great feature you can find with financial management software is the ability to securely share files and comment on documents with the accountant who does your taxes without the need for large email attachments.
When selecting a financial management platform, look for one whose all-in-one solutions for small teams and sole proprietors don’t require extensive accounting knowledge. Live customer support and setup assistance would be a great plus, too. You and your employees will save time and energy while automating the production of critical financial documents that require analysis like P&Ls, cash flow statements, balance sheets, and expense reports. If the platform enables your data to be searched, having all your data quickly accessible and generating automated reports will mean you’ll spend less time entering data or running down receipts, invoices, and bank statements, and more time growing your business.
In the end, one solution — without spreadsheets and accordion files — means that you can spend less time managing your books. You’re not in business to do bookkeeping, but you’re not in business without bookkeeping.
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Records management (RM) is the supervision and administration of digital or paper records, regardless of format.
Records management activities include the creation, receipt, maintenance, use and disposal of records. In this context, a record is content that documents a business transaction. Documentation may exist in contracts, memos, paper files, electronic files, reports, emails, videos, instant message logs or database records. Paper records may be stored in physical boxes on-premises or at a storage facility. Digital records may be stored on storage media in-house or in the cloud.
The goal of records management is to help an organization keep the necessary documentation accessible for both business operations and compliance audits. In some small to mid-sized businesses, spreadsheets are used to track where records are stored, but larger organizations may find records management software suites that are tied to both a taxonomy and a records retention schedule to be more useful. Such software suites may be marketed as enterprise information management (EIM) products that are capable of helping an organization to manage both records and ordinary content.
See also: records information management, spreadmart
 
 
 
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With Coda, you can create an efficient collaboration platform and not have to use a combination of tools like Office 365, Trello and Jira.
Imagine Google Docs or Office 365 having a template for just about any purpose. I’m not talking about resumes, inventory, letterhead and other pedestrian documents, I’m talking about more productive ideas, such as project trackers, decision trackers, planning flows, habit trackers, CRM and quarterly KPI reports.
Now, imagine you could easily create any of those items from a single location. That’s Coda. According to the Coda site, it’s the doc that brings it all together. With Coda, you get a set of building blocks to easily create the tools your teams need to remain productive. And because of how Coda approaches this, anyone can launch into creating powerful documents in minutes to effectively collaborate.
SEE: Hiring kit: Project manager (TechRepublic Premium)
Coda is one of those tools that you can use for basic needs or fairly complex processes from the personal to the professional. Let’s dive into Coda to see what’s what and if it’s the perfect tool to fit your needs.
Jump to:
Coda is a document management system on steroids that make it possible for you to create documents that include a multitude of objects. You can build simple or complex documents from scratch or even start out with one of the many pre-made templates.
For example, I start with a blank document. I log into my Coda account, go to the Dashboard and click New Doc (Figure A).
Figure A
In the new document, give it a title and then start writing in the body. Once you’ve written your first paragraph, let’s add a few pieces to make this simple document a bit more useful. Click Insert in the top right corner (Figure B).
Figure B
From the Insert popup (Figure C), you can select from any number of assets to add.
Figure C
Let’s add a CRM asset into the document. Expand the Templates entry and locate CRM from the list (Figure D).
Figure D
Click CRM and then in the popup window (Figure E) click Use Template.
Figure E
Here’s what’s happened:
What have we learned so far? A document is the bigger picture that can hold numerous pages (sub-documents). Imagine again that you can create a document for each of your projects and then add pages to each document that pertain to each project.
In other words, I could create a document called Project X and then add pages in that document for CRM, Tasks, Voting Table, To-do List, Kanban, Team Sentiment Trackers, Product Roadmaps, Timeline With Dependencies and much more.
So, you see, Coda quickly becomes a very helpful tool to assist your company’s journey to becoming more agile and productive.
Coda offers four plans: Free, Pro, Team and Enterprise.
To answer this question, ask yourself if your current document management system includes enough of the tools for you to keep your teams productive. If you use multiple tools or platforms for this, Coda might be exactly what you need. With just a bit of up-front work, you could create a powerful collaboration platform and not have to worry about combining tools like Office 365, Trello and Jira. Coda brings all of that together to make for a flexible system that can cover most of those needs.
Give Coda a try and see if you don’t find it to cover every base your teams need to be productive.
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Home / Blog / Regtech / Digital Transaction Management: 4 steps to a paperless enterprise
For a successful company today, there is no such thing as a mature Digital Transformation unless the best Digital Transaction Management solutions are implemented, across the board. Let’s start by asking a question: what does the acronym DTM contain? 
It includes a broad category of cloud services built to digitally manage transactions based on document flows. All of this is done in a context that ensures data security and complies with (constantly updated) privacy regulations. 
 We’re talking about: electronic transactions, document transfers, authentication, digital signatures, certifications, and storage that is secure and dematerialized, the legal aspects of “non-repudiation” and co-browsing between company and customer. 
From these examples, we can understand that Digital Transaction Management solutions fit into a very broad and articulated field of action that involves many interrelated aspects.  
In this post, we will focus on 4 key points that are central to the transition to a smart and paperless company. But, first, let’s quickly understand the benefits of implementing DTM systems. 

 We have already talked about the benefits of Digital Transaction Management solutions, which you can refer to for a more in-depth overview. Here, we can summarize the main benefits: 
1) Cost savings: With digital processes, the costs of printing, mailing, filing, and certification (and related personnel) are eliminated. 
2) Time savings: the savings in time achieved when transitioning from analog to digital also have a financial impact. Mind you: the time savings are not only on the company side, but also on the customer side…and this is crucial for brand reputation, customer experience, and loyalty aspects. 
3) Increased security: with DTM, risks– related to the storage of physical documents, to loss or damage during transfers, of counterfeiting, and those related to data leakage or loss– in general are lowered. Everything always remains perfectly traceable, retrievable, and verifiable, quickly and intuitively.  
4) Flexibility and scalability: two characteristics that stem directly from the cloud computing architecture on which DTM systems are always built, and which are essential for meeting the challenges of today’s fluid and accelerated ecosystem.  
A small start-up, for example, could find itself having to manage an unforeseen surge in transactions in a short time frame. Without efficient Digital Transaction Management solutions, it would certainly risk running into bottlenecks that prevent it from seizing the opportunities of rapid, unplanned growth. 
5) Integration with CRM and CCM systems: this is a central point that cannot be summarized in just a few lines. But we’ll come back to it later in this post, when we will focus on digital processes. 
Finally, here is an eloquent figure that emerged from recent research: in 2021, the global Digital Transaction Management market was valued at $8.04 billion. It is estimated to grow from 2022 to 2030 at an average annual rate (CAGR) OF 25.5% (source: grandviewresearch.com). 
Now, as promised, let’s get down to the specifics of Digital Transaction Management solutions. As anticipated, we have isolated the four that are most essential and promising for the present and the near future. 
According to the website of the Agency for Digital Italy (AgID), “The qualified electronic signature (FEQ) – or digital signature – is the result of a computer procedure, called validation, which guarantees the authenticity, integrity, and non-repudiation of computer documents” (agid.gov.it).
Coming from more technical definitions, what are the advantages of digital signatures?
First and foremost, speed and convenience: computer documents can be validated wherever you are, without geographical or device-related limitations. Less paper: with the elimination of printing and then filing costs (with all the associated risks we have already discussed). This has a positive impact in terms of efficiency, making the process of signing any kind of contract more agile and smarter. In addition, there is also an increase in security. 
By relying on electronic signature services such as those offered by Doxee, there is the important aspect of integration with other Digital Transaction Management solutions. Doxee’s  e-signature solutions can be easily integrated with other products such as electronic invoicing, regulation-compliant digital storage, but also with CRM and CCM systems.  
In short, it’s a complete digital onboarding process that combines regulatory compliance with a high-level customer and user experience.
From a well-established tool such as electronic signatures, we turn to a rather young technology, one that still has its more to offer. 
We’re referring to Blockchain, which is part of the broader field of Distributed Ledger Technology (DLT). This technology jumped to the forefront of the general public on the wave of enthusiasm for Bitcoin and the cryptocurrency ecosystem, but its applications go far beyond those of a strictly financial nature. 
In fact, blockchain is based on the concept of distributed consensus and is an unchangeable ledger of transactions, with no need for a central entity to act as an intermediary. It is a true revolution, one that is largely yet to be explored, that impacts all types of transactions, document transfers, ownership, certification, and authentication. 
Just think of so-called “smart contracts“. This refers to the automatic activation of contracts between different types of private parties based on distributed ledger software technologies and with the most robust guarantees related to the integrity of data about a service, process, transaction, or document.  
The key word is disintermediation. And it is precisely in this direction that the social and economic environment is moving with increasingly decisive steps. Not surprisingly, regulators around the world (including Italy) are turning more and more openly to this type of technology to regulate how it’s used. 
Efficient Digital Transaction Management solutions start with dematerialized document preservation. 
But before we go further, let’s clear the air of misunderstandings: digitization and dematerialization are two different concepts.
Dematerialization is a process that goes beyond that of simple digitization. With it, paper documents can be completely eliminated, as digital counterparts take on full legal and evidentiary value.
In this field you cannot improvise. And it’s essential to rely on specialized companies. For more than 10 years now, Doxee Standard Digital Preservation has been chosen by hundreds of companies from different sectors, with more than 2 billion documents preserved, and more than 400 legal entities managed.  
Even more importantly, Doxee’s dematerialized preservation solutions not only fulfill legislative obligations and ensure constant updates on regulations, they are designed based on the needs of each company so that they can be integrated with CRM and CCM systems from an omnichannel and data-driven perspective.
It’s precisely digital processes, such as CRM and CCM, that we will turn to in closing this post.
A paperless company is a more efficient company, one that reduces waste, optimizes costs, and speeds up and makes its internal processes smarter. 
But that’s not all. There is an even more important point: a paperless company is also a company that can offer its customers the best Customer Experience.
How important are DTM solutions in this regard? Here, we’ll let the data speak for us. In a study commissioned by DocuSign for Forrester, 32% of respondents said they had abandoned closing contracts, agreements, and transactions because they were discouraged by paper and manual procedures (source: docusign.co.uk).  
And here we arrive at a decisive point: the possibilities of integrating Digital Transaction Management systems with Customer Relationship Management and Customer Communication Management systems. This is a real virtuous circle: by implementing DTM solutions, such as electronic signatures and dematerialized storage, a company has a huge amount of data at its disposal. Even more to the point: it has at its disposal extremely granular data that can be retrieved and sorted in an automated and functional way. What does all this translate into? 
It translates into the ability to take a highly accurate picture of all digital processes involved in the relationship with one’s customers. Keeping track of the history, knowing the characteristics of individuals, their habits, preferences, and possible needs. 
From this very in-depth knowledge, then, one can build as many tailor-made relationships as there are customers themselves: automatically, of course.
And here, with the integration of the data-driven perspective into CRM and CCM systems, the transition from a one-to-many relationship to a true one-to-one dialog is perfectly accomplished.
In short: the ripest fruit of implementing Digital Transaction Management solutions is in being able to realize the most important promise of Digital Transformation: the ability to truly put individuals at the center of every business.

The Doxee Marketing Team works to provide customers with the best possible Digital Customer Experience. Innovative and focused. Motivated and dreamy. Creative, yet practical. This is the Doxee Marketing Team.

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Home » Security Bloggers Network » Guide to Secure Document Management for HR Departments
When it comes to managing employee documents, there are a few things that HR departments need to keep in mind. After all, these documents often contain sensitive information that needs to be protected. Here are 13 tips for secure document management for HR departments.
Make sure that your employees are aware of the importance of keeping employee files secure. They should know how to properly handle physical files, as well as how to access and share electronic files securely. You might also want to consider conducting regular security training to keep your employees up to date on best practices.
Your employees constitute your biggest cybersecurity threat and, as such, you need to ensure that they are fully aware of the importance of security and have the tools and training necessary to protect your company’s data. This is especially important when it comes to HR data, as you are responsible for safeguarding all of your employees’ most sensitive personal information.
Your HR department should have a designated, central place where all employee files are stored. This could be an electronic system, a physical filing cabinet, or both. Storing files in one place will help to keep them organized and secure. You should also make sure that access to this central repository is tightly controlled. Having strong permissions in place to make sure that only authorized personnel can access sensitive employee information will help to keep your data secure.
If your HR department uses both physical and electronic file storage, it’s important to keep the two types of files separate. This will help to reduce the risk of unauthorized access to sensitive information. It will also make it easier to track who has accessed which files, and when.
When sharing employee files electronically, be sure to use a secure file sharing tool. There are a number of options available, and your HR department should choose one that offers robust security features. This could include encryption, password protection, and the ability to track who has accessed the files.
Any file-sharing that is done should be done over a secure network connection. In the age of remote work, where HR employees are working from home, this means using a Virtual Private Network (VPN). A VPN will help to keep your data safe as it travels between devices and networks.
Whenever possible, use strong passwords to protect employee files. A strong password should be at least eight characters long and include a mix of upper and lower case letters, numbers, and symbols. Avoid using easily guessed words or phrases, such as “password” or “123456.”
You might also want to consider using a password randomizer to create strong, unique passwords for each of your files.
If you’re storing sensitive employee data electronically, be sure to encrypt it. This will help to protect the data if the file is ever compromised. There are a number of different encryption algorithms that you can use, so be sure to choose one that is appropriate for the level of security you need.
In addition to encryption, you should also consider using access control measures to protect employee files. This could include setting up user accounts with different levels of permissions so that only authorized personnel can access certain files. You might also want to consider using biometric authentication, such as fingerprint scanners, to restrict access to physical files.
Be sure to create regular backups of all employee files, both physical and electronic. This will help to ensure that you can recover the data if it is ever lost or corrupted. Store the backups in a secure location, such as an offsite storage facility or a cloud-based backup service.
Having a disaster response plan in place is also an important part of secure document management. This plan should detail how you will recover employee files in the event of a fire, flood, or other disasters.
Make sure that all software and hardware used to store employee files is kept up to date. This includes ensuring that you have the latest security patches installed. Having outdated systems is one of the leading causes of data breaches, so it’s important to stay up-to-date.
You should also consider using security tools, such as intrusion detection and prevention systems, to help protect your systems from attacks.
When employee files are no longer needed, be sure to destroy them properly. This includes shredding physical files and permanently deleting electronic files. Simply deleting files from your computer is not enough – you need to use a data destruction tool that will overwrite the data so that it cannot be recovered.
Keep track of who has accessed employee files and when. This information can be useful in the event that a file is compromised, as it can help you to identify who may be responsible. In some cases, it may also be required by law.
Your HR department’s security needs may change over time, so it’s important to review your security measures on a regular basis. This will help to ensure that they are still effective and appropriate for your current needs. You might consider bringing in an outside consultant or even enlisting the help of your IT department to ensure that you are keeping up-to-date with the latest security threats.
When choosing a vendor to help you with employee file management, be sure to work with a reputable provider. They should offer robust security features and be able to meet your specific needs. It’s also important to make sure that they have a good reputation for customer service in case you need any assistance.
These are just a few tips to help you get started with secure employee file management. By following these tips, you can help to keep your employees’ data safe and secure.
*** This is a Security Bloggers Network syndicated blog from Blog Feed authored by Blog Feed. Read the original post at: https://www.globalsign.com/en/blog/document-management-hr-departments
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Phil Goldstein is a former web editor of the CDW family of tech magazines and a veteran technology journalist. He lives in Washington, D.C., with his wife and their animals: a dog named Brenna, and two cats, Grady and Princess.
For federal agencies, the clock is ticking. By Dec. 31, 2022, agencies need to transition their business processes and record keeping to a fully electronic environment. After that date, the National Archives and Records Administration will no longer accept paper records.
The direction, in an Office of Management and Budget memo, is that agencies ensure all federal records are created, retained and managed in electronic formats with appropriate metadata, NARA’s Laurence Brewer, the chief records officer for the U.S. government, tells FedTech.
That makes the adoption of electronic document management systems all the more important. In June, NARA released its Digital Preservation Framework, which spells out 16 electronic record categories and how agencies can best protect them.
Each agency is required to have a records management staff to ensure their records are properly managed, Brewer says. “This staff must be involved in agency procurement activities to ensure that systems acquired for agency mission-related work meet the agency requirements for records management,” he says. “This includes email systems, which, through efforts like NARA’s Capstone initiative, have made considerable progress over the last five years.”
Electronic document management systems can help agencies meet these requirements. As North Dakota’s state government notes, such systems are a “collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of the organization.”
“Over the past decade, NARA has continually been encouraging and in some cases requiring agencies to move towards fully electronic record keeping,” Brewer says. “The traditional records management model of thinking about records only as paper documents is part of the last century. The government creates nearly all of its records in electronic formats; therefore, it makes sense to capture and eventually make available the permanent records coming to NARA as electronic records.”
The OMB memo is a continuation of guidance NARA has been giving agencies for the past decade. “Agencies also must develop plans, consistent with regulations and records management policies, to transfer their analog records to NARA by Dec. 31, 2022, so we can proceed with complete focus on realizing fully electronic government,” Brewer notes.
The Office of the Chief Records Officer publishes an annual “Federal Agency Records Management” report. The report includes agency-reported data on their compliance with records management requirements and their progress toward meeting milestones for electronic record keeping.
The report covering 2019 data shows that agencies are making clear progress on electronic document management.
The report shows, according to Brewer, that 97 percent of agencies believe they will meet the Dec. 31, 2022, deadline to manage permanent records in electronic format with appropriate metadata. The report shows that 93 percent of agencies indicate they will be able to manage temporary records in electronic format.
Many agencies indicated that their records are already created and maintained electronically, according to Brewer.
“Email management is more mature than electronic records management for all records,” Brewer says. “Under 70 percent of agencies met the goal to manage permanent electronic records in electronic format by Dec. 31, 2019.”
MORE FROM FEDTECH: Discover how agencies are embracing document digitization with gusto.
Document management is how agencies and other organizations store, manage and track electronic documents. Document management allows agencies to “capture, track and store electronic documents such as PDFs, word processing files and digital images of paper-based content,” IBM’s website notes.
Document management involves the “use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner, ” according to the Association for Intelligent Information Management.
An electronic document management system lets agencies store, access, index, search, retrieve, archive and delete documents. An EDMS is designed to let agencies convert physical documents into electronic forms that can be stored and accessed quickly.
NARA’s Federal Electronic Records Modernization Initiative (FERMI) has developed Universal Electronic Records Management requirements that identify high-level business needs for managing electronic records, Brewer says, which are baseline ERM program requirements derived from existing statutes, standards, NARA regulations, policy and guidance.
Another aspect of FERMI has been NARA’s work with the General Services Administration to make it easier for agencies to acquire the services and solutions needed to manage electronic records.
NARA worked with the GSA to create an Electronic Records Management Solutions category as part of the GSA consolidated schedule. Vendors in that category have all self-certified that they are able to meet NARA’s Universal ERM requirements.
READ MORE: See how agencies are moving toward digital records.
A document management system (DMS) is software that controls and organizes documents throughout the agency, and, as AIIM notes, it “incorporates document and content capture, workflow, document repositories … output systems, and information retrieval systems. Also, the processes used to track, store and control documents.”
As IBM notes, most DMSes today include the following components:
Document control software incorporates the functions of electronic document management systems but specifically helps organizations “manage information, automate records management policies to help monitor who has access to which documents, and remain compliant with standards” such as HIPAA, according to Business News Daily.
As Capterra notes, document control software helps organizations “manage their documents in a way that is compliant with government and industry regulations.”
There are numerous electronic document management system vendors available for agencies to work with. The GSA lists 67 vendors in its Electronic Records Management Solution category. Among them are IBM, which provides document management tools through its FileNet and Content Collector software.
Canon also offers document management capabilities through its Therefore software.
There are several other leading EDMS vendors, including GoCanvas.
“All federal agencies are required to implement records management systems and practices that ensure NARA requirements are implemented in work processes,” Brewer says. “Agencies have the flexibility to develop or procure compliant solutions that ensure all agency records are managed in accordance with NARA-approved records schedules and policies.”
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