Records Management Services
Our experienced team of professionals specialise in understanding your custom processes and provide advice on recordkeeping best practice procedures. Our services can be tailor-made to meet your requirements for short term projects or on fully outsourced business lines allowing you to focus on your core objectives.
- Records Management Consultancy Services
- Electronic Records Management Solutions
- Records Management Training
- Imaging and Indexing Services
- Digitise Mail and Distribution Services
Why Latitude 12
Our effective Records Management System creates accountability to your stakeholders and ensures access to adequate evidence should you require to refer back to previous transactions, prove your compliance or justify business transactions. Records management is key in supporting your organisation’s processes. We focus on improving efficiency through ease of information access, and, reducing the need for storage and transportation costs.
We ensure our services achieve cost effective results, with the following in mind:
- Legislative and Regulatory Requirements
- Security and Access Controls
- Access to Information
- Reduction in Operational Costs
- Storage of Archives
- Improved Client Satisfaction
All organisations have the responsibility to maintain good records of its business activities for legal purposes. Records are vital assets that support operations, therefore it is vital we preserve corporate memory. Sound recordkeeping practices are crucial to all well managed organisations.
It is important to ensure all relevant legislation, standards and policies are accommodated. We can help you with the creation of:
- Business Rules
- Naming Conventions
- Records Disposal Schedules
Our company has a powerful electronic recordkeeping system available to clients who are looking at adopting such a tool.
We specialise in providing leading edge web electronic recordkeeping system, workflow and scanning to PDF solutions for a wide range of organisations using ‘.NET technology’.
Our system can also be utilised for cloud technology, meaning, you can access your database anywhere in the world and on your mobile device.
By implementing an electronic recordkeeping system your organisation will improve on productivity by significantly reducing the time users require to locate the information they need and simplifying the process of document collaboration.
We can implement a range of tools for organisations including:
- File plans
- Naming Conventions
- Security model
- Business Unit Portals
- Scanning solutions
- Archival programs
Records Management Fundamental Training is for all staff with recordkeeping responsibilities. This introductory training provides the key concepts and principles of recordkeeping. By the end of this course, trainees will be able to:
- Understand the importance of recordkeeping and key recordkeeping responsibilities
- Identify what is a corporate record
- Understand when a record should be created
- Understand when a record can be disposed off
- Identify key legislation that mandates recordkeeping in your organisation
Recordkeeping Basics is designed around the organisation’s recordkeeping system. By the end of this course, trainees will be able to:
- Create folders
- Capture documents
- Edit documents
- Save email messages and attachments
- Add comments or notes to records
- Follow naming conventions
- Secure documents
Recordkeeping PowerUser is designed for high end users that understand how to perform basic recordkeeping duties in their system.
By the end of this course, trainees will be able to:
- Use Workflows
- Add a range of metadata to their records
- Produce reports
- Distribute mail electronically
- Relate documents
- Create saved searches
- Version Control
By using Latitude 12’s imaging services, you can easily covert your paper documents to electronic documents. We deliver quality images in both PDF (OCR) or Tiff, in colour and 300 dpi in a timely manner. We have the ability to index documents according to a clients requirement.
One of our unique service offerings is digitised mail and distribution. We can intercept your incoming mail via a PO Box or generic email account, and deliver digital mail directly to a nominated staff members’ inbox for immediate action.
This innovative approach has proven to be a popular way to effectively and efficiently manage and store your corporate records for future reference.
We provide a superior range of archive services to our clients that need to regain and retain control of their hardcopy files. Ensuring document protection and to improve the life of the documents we use specially approved ‘Standard Archiving Containers’. We offer appraisal and sentencing services to manage records overtime, whilst earmarking records that can in time be destroyed.
The benefits of an archiving program include operating cost efficiency, productivity gains, improved customer service, risk mitigation and information security.