Soutron Records Management
Records management is a vital activity that promotes good governance. A wide variety of organisations use Soutron software solutions as the repository for their documents and information to support decision making by gathering information, storing it centrally, controlling access through security permissions and Search Portals.
Cloud Based Management Software or Installed Locally
Our UK hosting platform is ISO27001 certified and is a secure repository, highly flexible, with automated tools to ingest and organise all media types of data to manage and control information assets throughout the lifespan, either held permanently or scheduled for destruction.
As a Cloud-based records management solution, there is no need to call on your own internal IT department as we provide all the support you will need.
Soutron’s Search Portal technology lays the foundation for knowledge dissemination meeting security and regulatory requirements with full audit control.
From a simple search portal branded with your logo and colours to match your existing website, you can provide access to records from a single flexible database.
Search results can be presented in either list, image or citation views allowing your end users to review the results quickly.
Tools are built into the database application to aid the management of taxonomies, classification schemes, apply retention and disposal schedules, and control access and use.
Create your own record content types so that searching and presentation of search results are more helpful to your end users.
You can even decide if the actual content within documents and PDFs you upload can be included within end user search.
Enterprise Level Capability
We provide systems and solutions to manage physical and electronic records for local government, utilities, professional institutes, charities and corporate enterprises.
Each client invariably has different needs that we analyse and create the necessary system structures to reflect a specific organisation’s needs. Integration with third party software systems and authentication of users is built into the system capabilities.
Many clients hold information off-site for long term storage. We employ the use of bar code technologies to aid movement and transfer of records with a movement history audit trail and tools to facilitate bulk data management.
Records management is an integral part of other business and organisational safeguards and as such we provide all of the necessary software tools to ensure compliance with legislation and confidentiality.
The ability to import and export content en masse and flexibly for our workflows and reporting needs is also very important to us as we are a small team. As we already used EndNote® for collecting publication records, thanks to Soutron it now takes half the time it did previously to add them.
We can now bulk import various record types, article metadata, migrated ejournals and ebooks directly.
The starting point for any system is a careful analysis of needs by one of our expert team. We examine data and workflows and devise efficient system processes and structures within a cost-effective solution.
Our services include data migration and metadata cleansing to normalise data and bring different data sources together.
Contact us to discuss your requirements and we can arrange an online demonstration so you can see how Soutron’s Records Management solutions will work for you.