Identify the gaps in your current records management system and gain detailed insights into how a robust EDRMS can help.

1. A Newgen Guidebook for Government Agencies
6 Signs
Your Legacy Electronic
Records Management System
Needs a Digital Facelift
6 Signs
Your Legacy Electronic
Records Management System
Needs a Digital Facelift

2. The bottom line is that your existing system is not enough to meet the
evolving citizen needs. This eBook will help you identify the gaps in your
current records management system and gain detailed insights into
how a modern EDRMS can help.
The last decade was a period of digitisation—a
period that witnessed many government
agencies adopting electronic documents and
records management systems (EDRMS) to
automate and streamline their records.
However, the pandemic made organisations realise
that their existing systems were not equipped enough
to help them ensure business continuity and achieve
broader digital goals. Furthermore, there's a big shift in
the expectations of citizens, especially millennials, who
want to interact via their preferred channels. All this
requires government organisations, like yours, to
democratise their services, i.e., enable citizens with
anytime-anywhere information across multiple
engagement channels while ensuring security and
authenticity of records.

3. Lack of seamless
integration
Tedious manual
classification of
individual records
Lack of control across
multiple repositories
and content sources
Difficulty in managing new file
formats, such as large videos
and social media records
Inability to meet
security and
compliance guidelines
Inability to leverage
modern cloud-native
architecture
1
2
3
4
5
6
Six Signs Your Existing Records Management Process
is Hurting Your Organisation

4. 1. 2. 3. 4. 5. 6.
Lack of Seamless Integration
What Do You Need?
Business users use various tools, such as SharePoint, Outlook, Office,
and Teams. This is primarily due to their nature of work and the
simplicity that these interfaces offer. A legacy EDRMS, which is not
well-integrated with these applications, increases the overheads of
the records management, resulting in low efficiency and productivity.
A modern EDRMS that helps you streamline information while
making relevant content available to the right user at the right
time, regardless of location or channel. The system allows you to
perform various activities, including locating, accessing, and
retrieving metadata, contents of records, or a combination of both.
Furthermore, the system enables seamless management of
records and content across multiple systems, such as SharePoint,
SharePoint Online, Microsoft365, etc.

5. 1. 2. 3. 4. 5. 6.
Tedious Manual Classification of
Individual Records
What Do You Need?
Document classification is a challenging task as you receive a large
number of documents from various sources for further processing.
Manually classifying all the documents as per your record
management guidelines can be cumbersome, error-prone, and
time-consuming.
An in-built intelligent document classifier, powered by cutting-
edge technologies, such as artificial intelligence and machine
learning that enables layout-, object-, and content-based
classification, including capabilities around enriching metadata.
It can offload a lot of work from the end user, making the process
faster and more accurate. Additionally, the classifier allows access
to contextual information to ensure smarter decision-making,
improved workforce productivity, and superior user experience.

6. 1. 2. 3. 4. 5. 6.
Lack of Control Across Multiple
Repositories and Content Sources
What Do You Need?
One of the biggest challenges that government agencies face today
is the proliferation of shared files and ungoverned repositories. The
changing regulations further add to the complexity. There's an
absence of a central mechanism for defining governance policies
and empowering record managers to ensure compliance
consistently—to the extent that during litigations, legal hold can be
enforced on relevant information across systems. Non-governance
increases the risk of penalties.
A federated record management system that offers a unified
view of information, enabling record managers to create a policy
for records across repositories while helping them search,
manage, and view records in a consistent manner.

7. 1. 2. 3. 4. 5. 6.
Difficulty in Managing New File Formats,
such as Large Videos, Social Media Records
What Do You Need?
Content has evolved from paper-based documents, pictures, and scanned
and digital documents to e-mails, web content, social media posts, and
audio and video files. However, your existing system may not be equipped
to support video communications, making it a cumbersome task to stream,
store, and transcode the videos. Similar challenges crop up with other file
formats, including social media records and high-velocity messages, as they
demand special handling, such as managing threaded communications.
An ideal records management system that supports different content
formats, including physical, electronic, email-based, audio, video, and
social records. The system also supports multiple file formats, such as
eml, doc, ppt, xls, pdf, pdf/a, tiff, jpeg, mp4, and mp3. It has audio and
video transcoding support, making it easy to play on various devices.
Furthermore, the system allows for seamless classification and
storage of all these content formats for quick search and retrieval.

8. 1. 2. 3. 4. 5. 6.
Inability to Meet Security and
Compliance Requirements
Managing records and ensuring compliance with government
policies and procedures can be challenging. It is critical to consider
the long-term vision and ensure data privacy and residency while
automating the records management process.
What Do You Need?
A modern digital record management system that provides
centralised security and integrity of records. It ensures compliance
with various records management standards, such as DoD
5015.02, VERS, ISO 15489, and ISO 16175.

9. 1. 2. 3. 4. 5. 6.
Inability to Leverage Modern
Cloud-native Architecture
Due to the inherent monolithic architecture of EDRMS, it poses
difficulties in migrating the systems to the cloud. When such
systems are lifted and shifted, they fail to leverage cloud-native
capabilities, including security, cost-effectiveness, scalable
storage, and optimised content delivery, especially for video files.
Furthermore, the absence of containerisation, support for
continuous integration (CI/continuous deployment (CD through
DevOps, and various other features hurt organisations' day-to-
day operations.
What Do You Need?
A cloud-native records management system that leverages
lightweight container-based microservices architecture and
provides a higher degree of scalability. Furthermore, it enables
simplified operational management, high security, flexibility, and
resilience.

10. How Can Newgen Help?
Newgen can help you build a system that is not only
sustainable and scalable but is also secure and
compliant with all applicable standards. Our electronic
documents and records management system
(EDRMS), built on Ne
wgenONE—a unified low code
digital transformation platform, enables end-to-end
management of both physical and electronic records
while retaining their integrity and authenticity.
Our system manages the complete record lifecycle,
from creation, usage, storage, and maintenance to
destruction or preservation—all according to your
organisation's policies.
Furthermore, Newgen's EDRMS is a
consistent, central information
management system that effectively
minimises the risk of non-regulated
information and content.

11.  In-place records management
 Support for records and content across multiple systems, including
SharePoint, SharePoint Online, Microsoft365, etc.
 AI/ML-powered classifier
 Layout-, object-, and content-based classification
 360-degree integration and segregation capabilities
 Format-agnostic repository
 Extendable platform for value-added services per file format
 Certified with DoD 5015.02, VERS, ISO 15489, and ISO 16175
 Transition from monolithic to
modular architecture
 Centralised IT infrastructure
 24/7 uninterrupted accessibility
 Transparency and visibility
 Compliance and security
Federated Records Management
Governance and Compliance
Modern Cloud-native Architecture
Intelligent Records Classification
Seamless Records Management

12. info@newgensoft.com
August
2022
www.newgensoft.com
About Newgen
Newgen is the leading provider of a unified digital transformation platform with native process automation, content services,
and communication management capabilities. Globally, successful enterprises rely on Newgen’s industry-recognized low
code application platform to develop and deploy complex, content-driven, and customer-engaging business applications on
the cloud. From onboarding to service requests, lending to underwriting, and for many more use cases across industries.
Newgen unlocks simple with speed and agility.
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