Agency: ” Sir, we found 3 candidates as per your requirements. How do you want their placements, sir?”
MD: “Put about 100 bricks in a closed room. Then send the candidates into the room and close the door, leave them alone and come back after a few hours and analyse the situation:
1. If they are counting the bricks, put them in Accounts department.
2. If they are recounting the bricks, put them in Auditing.
3. If they messed up the whole room with the bricks, put them in Engineering.
4. If they are arranging the bricks in some strange order, put them in Planning.
5. If they are throwing the bricks at each other, put them in Operations.
6. If they are sleeping, put them in Security.
7. If they broke the bricks into pieces, put them in Information Technology.
8. If they are sitting idle, put them in Human Resources.
9. If they say they have tried different combinations yet not a single brick has been moved, put them in Sales.
10. If they have already left for the day, Put them in Marketing.
11. If they are staring out of the window, put them in Strategic Planning.
12. If they are talking to each other and not a single brick has been touched, Congratulate them and put them in Top Management.
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Why Document Management is not Records Management?
Regulation compliance and manageable electronic files are a growing concern for many organizations. For those that have yet to address these obstacles, it may be time to look into records management. You are, most likely, already managing your documents in some manner…but do these efforts support record management?
At first glance, document management and records management might seem like synonyms. However, contrary to popular belief, there are some stark differences between the two.
Document Management VS Records Management.
Definition: Documents are defined as any structured or unstructured data accessed by employees in a company.
Definition: Records are designed to track the activities in regards to a company’s functions and policies. Records are often paired with strict compliance regulations regarding their access, storage, and destruction.
Management: Documents are generally managed in an Enterprise Content or Document Management system, designed to improve the access and management of documents.
Management: Records management, on the other hand, is concerned with storing, maintaining, and managing data used to record events related to regulatory, operational, or fiscal activities. Records management is primarily focused on the issue of document retention.
Storage: Documents, as mentioned above, are usually managed in an Enterprise Content Management system. Doing so helps improve how employees to access, alter, track, share, and manage files.
Storage: Records management requires that files are retained in their original format for legal and compliance reasons. Records management best practices call for files to be organized and indexed by external rules. Because of this, many companies choose to store their records offsite at a managed facility.
Automation: The primary benefit of document management systems is automation. Automation allows organizations to control a document’s life cycle, security access, and features such as version control. It ensures that the proper actions are taken by the appropriate parties when required.
Automation: While records management does provide automation, it is to ensure that documents are being managed appropriately. This includes the preservation of content, context, and structure for long periods of time.
Security: Security features come part and parcel with document and records management. The main difference is that for documents, security is preferred. With records, document security is mandatory. Document systems have security measures surrounding accessibility, audit trails, versioning, etc.
Destruction: The issue of document retention will arise once a document is no longer required in a business process. This often results in destruction or reclassification as a record.
Destruction: Record destruction is most often regulated by law, laced with strict rules so that the information contained within is not disclosed to others.
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