Managing information and records is increasingly becoming difficult. The digital age is slowly taking over, making it even more difficult since one has to take care of both paper records and digital files. Regulatory policies are continually changing, and hackers are finding new ways to get unauthorized access to certain files and information. This calls for a reliable record management software that is not only safe and secure but also very flexible and easily adaptable to the ever-changing policies.
It is these reasons that led to the birth of Infolinx. To put it simply, Infolinx is a company that provides record-keeping software that makes it possible to classify, locate, and govern paper records and digital documents for complete information lifecycle management.
The History of Infolinx
Started in 1987, Infolinx became the new software division of Spacesaver Systems, Inc, a certified women-owned business. All the work they do is in-house, at the office headquarters just outside Washington DC.
Their Mission
Besides providing modern solutions to the age-old problem of record and information management, Infolinx aims to offer clients exceptional customer service and ensure that their configurable, industry-leading software meets even the most rigorous privacy and security policies. The goal is to be something more than just a software tool. They want to ensure that they provide a streamlined solution that influences better information governance by mitigating security risks, automating the information lifecycle, and refining productivity for every customer.
Their Products
Infolinx has a few products and services on offer, all of which aim to streamline the records management process. Here are some of those products in detail.
Physical Records Management
Despite the growing popularity and volume of electronic records, there are still many companies that keep physical records as part of their daily business activities. However, managing paper records can become challenging without a transparent system to track the location, access, and lifecycle. This is where Infolinx records management steps in. They help organizations manage physical records alongside their electronic ones, thus creating a unified record management system. Some of the features of the Infolinx physical record management software include;
Record Lifecycle and Unified Policy Management
The software will automate the record management process by applying lifecycle rules to electronic and physical files. This eliminates the use of manual spreadsheets and makes it possible for retention policies to be automatically applied across physical and electronic records. In addition, it ensures a defensible audit trail with approval workflows that will trigger notifications to the concerned stakeholders whenever files are due for disposition.
Tracking & Management of Physical Records
The software has advanced search and saves viewed records, making it easy to locate the records one may need, at file/folder or box level, from warehouses to file rooms. It simplifies how to check-in/out physical records while still leaving a secure audit trail. One can also identify space in storage facilities and allocate space for incoming boxes. In addition, it has barcode support that can generate barcode and color labels, enabling smooth flow.
Security and Controlled Access
The system has top-notch security features with controlled access, which can help meet strict regulatory compliance standards. It ensures security with capabilities and roles that control what functionality is available to users and teams. It also has audit support that improves accountability with a permanent and secure audit trail. Another thing is that there is an electronic signature with SSO that is mostly required in highly regulated and sensitive industries.
Digital Records Management
With the digital wave asserting its position in the world, one has to move with the times. Infolinx aims to help with this by providing complete lifecycle management of one’s digital records & electronic documents. With them, one is able to do the following.
Unify Policy Management
Both physical and digital records can be associated. This is through applying the same retention policies, including legal holds that prevent changes and suspend disposition.
Manage & Classify Digital Records
When a company operates on a large scale, managing digital records can often be hectic because of the large volumes involved. Infolinx records management makes it easy to upload documents directly or connect to file shares and other document repositories in order to manage the lifecycle of digital files. This seamless process saves a lot of time and resources that can be directed elsewhere.
Global Indexing & Searching
When the company wants to involve a global audience or make their content easily accessible to people in different corners of the world, Infolinx is the answer. They can make their content searchable and found in OCR standard electronic files, such as PDFs, images, and Office documents.
Manage Digital and Paper Records Together
Data is more valuable than ever, and organizations are generating and being held responsible for a lot of it. Infolinx can help to navigate the murky waters of a complex regulatory environment.
File & Asset Tracking
For companies or organizations that are constantly finding themselves with missing records, this product might just be suited for them. It involves a connected barcode or RFID file tracking system used in central repositories like file rooms, records centers, or warehouses. The system has plenty of benefits, some of which include:
Reducing Missing Records
As mentioned, the file asset and tracking system can reduce the chances of losing records. This not only keeps the records intact, but it also saves time that could have been used in searching for the missing files and reduces the inventory reconciliation time by eighty percent.
Easily Track Status & Location of Records
The system makes it easy for administrators to see a history of any action taken on a file or box. They can also see who is currently in possession of it and its original location.
Improved Security
The barcode or RFID tracking system will keep all records safe since any movement can be detected, and if any transportation takes place, it is easy to track and locate them.
After all is said and done, the Infolinx records management system makes it much easier for an organization to keep its records, both digital and physical, safe. They improve the efficiency of operations and make compliance with regulatory policies a breeze.
