Records Management - Quick Facts
	Records Management compliance is made easy and affordable with VHA’S Electronic Manager (EM) Software Tool.
	VHA’s EM tool provides protection of your documents.
	EM provides the ability to quickly retrieve, archive and dispose of documents, as required, by your organization’s requirements and/or government regulations.

Records Management

Records Management – Defined
Recently there has been an intense media focus on corporate compliance and the management of key corporate and fiscal records. This is what records management is all about…the activity needed to ensure that documents are kept for the time required and then archived or destroyed in accordance with an organization’s policies. These policies are established by the needs of the business or by government/industry regulations. Despite the increased attention in recent months and years, the need for records management has been well established over time.

Compliance Made Easy with VHA’s Electronic Manager (EM).

Until recently, companies have worked hard to protect their documents, contracts and legal folders, drawings and other critical information assets. However, at the same time, many have taken the importance of Records Management for granted, and have relied on only the most basic methods of storage, such as file folders, filing cabinets, and off-site storage archives.

Today, the environment is quickly changing. Records Management has become an urgent priority due to numerous highly publicized corporate mishaps, resulting in new and updated government and industry regulations. These new requirements are mandatory for organizations ranging from large Fortune 500 companies to individual traders, and provide a legal framework for how documents must be stored and for how long.

The sheer number and complexity of new regulatory requirements that organizations are forced to deal with is mind boggling. In the U.S., the Sarbanes-Oxley Act requires public companies to document all correspondence, transactions, policies, and procedures that impact their financial models and controls. They must also retain this information for audit purposes and potential legal investigations. Also in the U.S., the Department of Defense (DOD) is required to comply with DOD regulation 5015.2 that baselines the functional requirements for mandatory and non-mandatory features required for record management.

Companies find themselves needing a way to cope with and control the escalating use of electronic documents, e-mails and the Internet. Knowing who has a document, who can view, modify or copy it, and what they can do with it, has pushed the requirement for Records Management onto the priority list of an increasing number of organizations.

Organizations are now realizing that a properly implemented and enforced Records Management solution cannot only reduce the significant risks of non-compliance, but can also help to increase operational efficiencies across the enterprise and lower the cost of doing business.

Such compliance is made easy through the use of VHA’s Electronic Manager (EM) software. EM allows you to quickly set up the needed file management with controls tailored to your business, corporate and/or regulatory environment. As documents are ready to be archived, EM seamlessly passes those documents into the certified records management software. These archived records provide:

	Compliance at a very affordable cost.
	Protection of documents in a secure storage area.
	Ability to retrieve documents quickly.
	Storage for the time required.
	Ability to destroy or otherwise dispose of the records as required by your organization.