Records Management Solutions

Enhance compliance by better managing records

Business records are critical for making strategic decisions, reporting to auditors, protecting contractual rights, developing products, delivering services and more. Companies need effective strategies and records management programs to ensure they can trust these information assets, produce them on demand and protect them throughout their entire document life cycle.

We understand that effective enterprise strategies must be in place to assure that information assets are managed in strict compliance with a broad spectrum of regulations and standards. Meeting this challenge is difficult for at least two key reasons: business environments are becoming increasingly complex and records management expertise is not a core competency for most organizations. Canon Business Process Services helps enterprises overcome these and other related challenges. We offer deep records management expertise and advanced technology that help ensure compliance, limit risk and streamline storage requirements for physical and electronic records.

Our records management program solutions consist of these core elements:

Assessment and consulting – Utilize Records Needs Assessment (RNA) to analyze current state processes and procedures and recommend changes to close the gaps between the current state and a best practices desired state; assess and consult on records policies and procedures, file plans, disaster recovery plans, vital records programs, auditing as well as employee training and document destruction.

Records classification – Design and implement a records classification system.

Retention and disposition – Create a records retention schedule; inventory current records and provide recommendations; collect and dispose of records as required and securely destroy documents that are at the end of their life cycle.

Electronic records management – Oversee vendor selection and management; provide authentication tracking as well as retrieval, storage and archiving systems

Physical records management - Establish a records center for secure access to physical records; implement barcoding, RFID tags/e-tracking and procedures for circulation control, storage, retrieval and archiving.

Imaging and data capture - Provide on-site and off-site paper-to-digital conversion services and technology, including expertise in scanning/coding/OCR and document discovery.

Performance management – Leverage Six Sigma quality management methodologies; use our MAX business performance management solution to measure results and drive continuous improvement.