Records Management is difficult
Or maybe it is not, but has merely been perceived as such. It was always that thing which was needed in order meet legal requirements, but at the same time was difficult and expensive to implement, and was actively disliked by most employees, who viewed it as an unnecessary overhead and yet another chore to be added to their busy daily schedules.
This complexity has resulted in many European companies, especially SMEs, not being compliant with European Union (EU) records management regulations, which were recently further affected by the introduction of strict privacy laws.
Your Records need an Anchor
A record is any type of information that is created or received while doing business. Records take all sorts of forms:
a written or scanned document, an e-mail or voicemail, a handwritten note, a chat or a video call transcript, a record
in a database.
We shouldn’t leave records lying around. They contain important and often confidential information, and we don’t want that information to fall into the wrong hands. Besides all the business reasons for managing
company records in a proper and regulated way, there are also legal requirements in the EU, Switzerland, the UK, USA, and many other countries, on how records should be managed, how long they should be retained, and when they should be destroyed. Failure to comply with those regulations can have heavy consequences for your organisation.
Many books have been written on Records Management and records’ lifecycles, but it all comes down to their creation,
retention, and destruction.
Records can be created in many different ways. They can be received by e-mail or they can be scanned. A handwritten note can be a record. A transcript of a video call where certain decisions were made is certainly a record, as are chat protocols if they contain record-worthy information.
Once created, records must be managed and retained to meet legal, administrative, operational, or other requirements.
Different records can have different legal and business requirements and retention periods, and we must ensure that records are never changed during the retention time.
The last phase of the records lifecycle is destruction. This must be done securely, and according to the retention schedules. A record of the destruction must be retained.
KORTO is the result of an entirely different vision.
How did we do it?
KORTO was born from the premise that Records Management is your friend.
It stands by you when you must find that one document from a project that was archived many years ago.
It helps you to destroy, at the proper time, any private records you may hold about employees, customers, and partners. It is your best aid in all litigation and audit scenarios
We have been analysing the difficulties our customers have with current Records Management systems.
We have been hearing about their needs
and their secret wishes.
We have been talking to the industry and to legal experts in the EU
and in Switzerland, to ensure that we’re not missing something.
We have been recruiting our customers for pilot projects, to make sure that they enjoy using KORTO and find it useful and friendly.
Yes, you can upload your records to KORTO through an easy-to-use KORTO Management Portal. But we all know that people forget to do such things. They have their own jobs to do, and Records Management (uploading, tagging, and classifying), is just an added burden.
Let’s speak frankly: according to the EU’s legal requirements, we should be saving each e-mail attachment, and even each e-mail (if the body text contains records-relevant information) to some Records Management system. But in reality, how many of us do that? It is hard enough to handle all the work that arrives in our e-mail inboxes, without adding records declaration and classification chores.
And that is only e-mail. We haven’t even started talking about the other records-relevant systems.
This is where KORTO’s friendliness and integration capabilities come to the fore. An admin can set rules to determine when e-mails should be classed as records. KORTO will follow those rules, select e-mails accordingly, extract attachments and save them separately, classify them with metadata taken from the e-mail (sender, receiver, date, subject), and use AI to extract even more useful metadata. They will then be securely stored in KORTO, where they can readily be found and used.
If you dock KORTO to a professional document management system such as Microsoft SharePoint, KORTO will take over and understand all the metadata which those documents have in SharePoint, and will convert them to record classifications in KORTO. It will then use AI to find even more classifications within the documents.
For now, KORTO works well with standard file shares, and with Microsoft 365 products Exchange Online (e-mails), SharePoint Online (documents), and Teams (chat messages). Google Mail and Workspace integration will be added soon.
It doesn’t stop there. Through its extensive, open, and secure APIs, KORTO can easily be integrated with any document management or line of business system. If your system produces documents, and if those documents must automatically be declared as records, KORTO APIs will make that a piece of cake. Really.
KORTO is proudly a cloud-native app, but we understand that there were songs before radio, and there was software before the cloud. One of the nuggets that we provide is the KORTO printer driver. Yes, a printer driver. You print your documents directly to KORTO, where they are immediately declared as records. There is no software on this planet which cannot do that!