If your organization is grappling with the challenge of information storage—whether physical, electronic, or hybrid—you’re not alone. Every company is navigating the information management lifecycle and striving for greater efficiency. Daily, we create and store vast amounts of data that need a place to reside, requiring a highly effective storage strategy.

From improving internal efficiencies to supporting remote employees to better-serving clients, there are numerous reasons for wanting to enhance record access. Many organizations have turned to digitization to achieve these goals and discovered that intelligent content management and AI do, in fact, revolutionize records and information management.

Continue reading to learn how embracing new technologies can help you build a content management solution that enhances your organization’s productivity and collaboration.

Different Digital Maturities are Normal in an Ever-Evolving Digital Landscape

Change can be difficult, especially when it comes to new technology. However, while the digital landscape is constantly evolving, it’s normal for different parts of your organization to be at various stages of digital maturity based on each department’s allocated resources, time, and processes. So, embrace this evolution and plan for integration as best you can.

New technologies, like Artificial Intelligence, are continuously evolving to offer enhanced capabilities and improve daily operations. AI tools can revolutionize records and information management by streamlining processes such as document classification, retrieval, and compliance. They can also automate repetitive tasks, ensure accurate data categorization, and maintain up-to-date retention schedules. These benefits significantly increase efficiency, compliance, and risk mitigation.

Create a Roadmap for Adopting New Technologies

Before implementing new technologies, developing a comprehensive roadmap (aka a strategic plan) is essential. A thorough plan detailing the reason and vision for adopting new technologies will allow you to outline your timeline and set goals, metrics, and milestones. A roadmap is critical to guide your digital transformation and help you stay ahead of the curve.

Employee Access to Physical and Digital Records

The struggle for improved accessibility to physical and digital records is real!

Ensuring that employees have access to records when, where, and how they need them is an ongoing area of improvement for most companies. However, this accessibility is essential for maintaining productivity and efficiency within your company. Two game-changers that can revolutionize accessibility are digitization and indexing.


Digitization is vital in enhancing access to information and records, whether to boost internal efficiency, support remote workers, or serve remote clients. It improves access and reduces the physical space required for records, cutting storage costs and administrative time. The backlog of files to digitize can seem too complex or time-consuming, but a records management partner and software that preps, scans, and indexes make it seamless to transform digitally.


The indexing process has seen notable improvements with the integration of newer technologies, mainly through the automation of document categorization, such as:

  • Machine learning can more accurately classify and tag documents, simplifying retrieval and reducing manual efforts and errors.
  • Technological advances also help ensure compliance with regulatory requirements and prevent the storage of information for longer than necessary.
  • Capturing detailed data about each file helps ensure you can quickly find what you need when needed, which means no more endless searches.

Additionally, security should remain a top priority regardless of your reason for embracing digital solutions. Controlling access to records and maintaining a robust chain of custody is essential to safeguarding sensitive information effectively.

Keep Up with New and Updated Laws and Regulations

Compliance builds brand trust and is crucial for managing the information lifecycle effectively. To ensure compliance, organizations must follow and stay up-to-date with regulatory requirements for storing, accessing, and disposing of information. Staying current with laws is vital for building trust and protecting records. Meeting these requirements safeguards information and maintains organizational integrity.

The Path Forward: A Comprehensive, Agile Information Management Program

The next step involves creating a comprehensive, agile information management program, which means you must be flexible and adaptable as new challenges and technologies arise. By focusing on these areas, you’ll be well-equipped to handle the complexities of information management and leverage all the game-changing technology to help drive your organization forward.

For more insights on implementing new technologies in your records and information management program, watch the webinar recording of Intelligent Content Management: Game-Changing Technologies and Strategies (Presented with KMWorld).

As you evaluate new technologies, do your research to find a partner—like Access—who can offer experience and expertise to drive your program forward with solutions like Access Unify™ | Active File Service.

Access Unify™ | Active File Service is designed to streamline your operations by converting your most frequently used paper documents into digital formats, making them easily accessible as needed. Other key advantages include:

  • Access to robust indexing and metadata applications and comprehensive reporting capabilities on strategic initiatives.
  • Advanced analytics and business metrics—such as retrieval frequency, delivery time, access rates, system usage, and more—to help make informed decisions and enhance organizational efficiency.
  • Retrieval of requested records in an industry-leading turnaround time of four hours or less.

Find out how Access Unify™ | Active File Service can help improve efficiencies within your organization. Reach out to get started today.

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