Electronic Document and Records Management System
Implementing an EDRMS ensures regulatory compliance, minimizes organizational risk, and fosters efficiency by managing both electronic documents and physical records. Recognized by various terms such as electronic records management, document lifecycle management, and information governance, these concepts underscore the importance of structuring, classifying, and ensuring compliance for documents as vital organizational assets.
Why Records Management?
M-Files with IDX RM allows organizations to be compliant with many different standards:
Local Government Standards
Provinces across Canada have different standards that municipalities need to be compliant with. Configure your retention rules to be compliant with:
- LGMA in British Columbia
- TOMRMS in Ontario
- BANQ in Quebec
- Other municipal / Government acts
FOIPP / PIPEDA / Law 25
Effective records management practices play a key role in maintaining this compliance. Our compliance is ensured by keeping data in Canada, aligning with:
- FOIPP (Freedom of Information and Protection of Privacy)
- PIPEDA (Personal Information Protection and Electronic Documents Act) regulations
- Québec’s Law 25
General Legislative Compliance
Compliance with Regulatory Requirements
Records and information managers along with archivists across various industries are subject to compliance requirements that ensure the proper handling, retention, and disposal of records. The specific regulations may vary depending on the industry, but there are common themes that underscore the importance of effective records management. Well-maintained records facilitate transparency during audits and investigations, mitigating risks and enhancing an organization’s ability to navigate complex regulatory landscapes.
Legal Integrity and Risk Mitigation
In addition to compliance, employing an effective document management system can support information governance standards which will assist with organizational risk mitigation. M-Files with the Indixio Records Management Module allows organizations to ensure application of legal holds, timely disposal of records, and appropriate disposition reporting.
Why IDX RM with M-Files?
At Indixio we recognize the value of information and the importance it has for an organization that is why our mission is to make information more accessible. IDX RM is a solution developed by Indixio specifically to meet the needs of our customers using M-Files to complete their information governance lifecycle. IDX RM allows organizations to manage all information including transitory documents, official records, and vital information.
M-Files connects to external repositories like network drives and SharePoint to provide efficient records management for the entire organization.
Benefits of IDX RM with M-Files
Complete Lifecycle Management
IDX RM provides an all-in-one solution that allows organizations to manage information throughout its lifecycle from creation through to disposition. This EDRMS presents a 360-degree view for system users of all corporate information regardless of document status. There is no need to transition records into another repository, keep all your information together to help you make informed decisions.
Managing Documents Regardless of Format
Our document management system seamlessly manages both physical records inventories and electronic documents, providing a unified approach for organizations in handling large inventories regardless of the format.
Maintain Retention Rules
Automate Retention Rule Association
Automatic Retention Period Calculation
IDX RM will automatically calculate the retention period for each document based on the defined retention rules which have been applied. This calculation provides visibility as to the status of the documents retained within the system without user input.
Maintain Legal Holds
Complete Disposition Process
Views & Dashboards
Want more information?
Learn more on our M-Files module for the management of electronic documents and physical records inventory.
At Indixio we have deployed M-Files as an EDRMS numerous times and have extensive experience meeting organizational and compliance requirements. Our approach draws from in-depth knowledge, inspired by internal discussions and learning sessions. We highlight the nuances between managing documents and overseeing the complete lifecycle of critical records.