Services | TRAC Records

By: Trac Records  09-12-2011
Keywords: information management, Document Management, business process

When you look at the problems you have with finding and generally managing information and know that there are technology solutions out there, you likely feel overwhelmed. We can make it so you have the answers on how to proceed.

We start with assessing your organization’s records and information. Next we identify the gaps and then provide you with a roadmap on where your organization can take advantage of technology to improve its records and information management program.

Electronic Records and E-mails

Organizations turn to us at TRAC to assist them with managing their electronic records and e-mails.  Today document management systems have become a commodity.  The challenge for organizations lies in how to effectively use the technology and how to inspire staff to embrace its use.

This is where TRAC comes in from our extensive experience in developing functional and technical requirements, to implementing over 8 different types of systems; to developing the file plans, security matrices and retention & disposition schedules to support their implementation, and to change management and training users.

Electronic Records Policy

The implementation of electronic records requires that new policy and procedures be developed to be free of paper records.  Our expertise in “electronic records as documentary evidence” has provided us with opportunities to the develop policy and procedures for organizations.

Developing policy and procedures requires a thorough understanding of the technology in place to identify how it will meet the legislative and regulatory requirements to be accepted as evidence in court. Also required are skills of policy development and records management.

Document Centric Processes

Do you get tired of chasing after documents in an approval process?

Do you just wish you could push a button and the document would be on its way and you could look at one spot in your computer and know where it is? That’s possible.

Once an electronic and e-mail document management system is in place the next logical step is to automate document centric business processes. You can also implement document centric processes without document management technology in place.

At TRAC, we achieve this by designing electronic records systems with business process management technology to a) make the records management functions transparent and b) automate document centric business processes.

We accomplish this in one of two ways by using business process management software currently in use or by recommending a provider that will fit into the organization technology infrastructure.  TRAC prepares return on investment calculations and often cost justification for software to automate document centric business processes is less than six months.

File Classification System and Taxonomy

We recognize that, regardless of the level of technology or in traditional paper environment, one of the cornerstones of any records and information management program is the functional file classification system.

We have developed for numerous organizations across various industries, from financial to retail to oil and gas as well as all levels of government, functional file classification systems, taxonomies and records retention and disposition schedules.

Records Retention and Disposition Schedule

We recognize that, regardless of the level of technology or in traditional paper environment, another cornerstone of any records and information management program is the records retention and disposition schedule.

We have also developed for numerous organizations across various industries retention and disposition schedules.

“Electronic Records as Documentary Evidence” Manuals

At TRAC we specialize in preparing manuals to meet the requirements of the Canadian General Standards Board standard “Electronic Records as Documentary Evidence”. Meeting these requirements supports assurance that the documents in your electronic document management system will be accepted as documentary evidence.


We always provide training for any work we do. The training can include teaching the basics to users and the more advanced skills necessary for maintaining any system we develop.

We will also prepare records management courses for specific audiences.

Keywords: business process, Business Process Management, Document Management, Electronic Records, information management, Policy, process management