A Founder’s Guide to Electronic Records Management Systems

Ready to tame digital chaos? The right move is to implement an Electronic Records Management System (ERMS) and delegate its day-to-day administration to a managed virtual assistant. This saves you valuable time, reduces errors, and ensures critical information is always secure and accessible, allowing you to focus on growth instead of context-switching to find a file. If you’re a founder or operator drowning in digital paperwork while trying to scale, this guide is for you.

Key Takeaways

• What an ERMS is: A system for managing the entire lifecycle of your company’s records, from creation to secure disposal. It’s more than cloud storage—it provides control, security, and compliance.
• First Steps: Before buying software, audit your current document workflows to identify bottlenecks and security gaps.
• Delegate Smart: Start by delegating high-volume, low-risk tasks like digital filing, data entry from documents, and organizing shared drives to a virtual assistant.
• Security First: Always use the principle of least privilege. Grant access via a password manager and unique logins, never sharing master credentials.
• Measure Success: Track ROI by calculating hours saved multiplied by your hourly value, minus the cost of the system and support.

Quick Answers

• What is an ERMS?
  An Electronic Records Management System (ERMS) is specialized software that manages your business records from creation to disposal, enforcing rules for security, retention, and compliance.
• What's the difference between an ERMS and cloud storage like Google Drive?
  Cloud storage holds files, but an ERMS actively manages them with features like automated lifecycle rules, version control, and advanced audit trails for compliance.
• What's the first ERMS task I should delegate?
  Start with digital filing. Have a virtual assistant organize chaotic folders, rename files to a standard convention, and apply metadata tags for easy searching.

Summary (TL;DR)

Here’s the executive summary for implementing an ERMS and delegating its management effectively.

• What to do first: Audit your current document process. Identify the top 3-5 bottlenecks and security risks before you choose a tool. This ensures you solve real problems, not just buy software.
• What to delegate: Start with routine, high-volume tasks. Hand off digital filing, data entry from scanned documents, SOP updates, and organizing shared drives to a vetted virtual assistant.
• What to expect in the first 30 days: Focus on setting up the system, granting secure access, and training your assistant on 3–5 core tasks. Expect a brief ramp-up period as you both fine-tune the workflow.
• Common pitfalls to avoid: Don't buy an overly complex system you don't need. The second biggest mistake is failing to create simple Standard Operating Procedures (SOPs) from the start, which leads to inconsistent work.
• Quick timeline: You'll feel the relief of reduced administrative work within the first few weeks. Long-term, a well-managed ERMS ensures compliance, instant document retrieval, and scalable operations.

Step-by-Step Playbook

Follow this 7-step process to move from digital clutter to a streamlined system that makes delegation easy.

1. Select Your Initial Tasks: Before anything else, identify 3-5 repetitive, time-consuming document tasks you want off your plate. Good candidates include processing invoices, filing client contracts, or organizing project folders. This focus prevents overwhelm.
2. Create a Clear Task Brief: For each task, write a one-page brief. Define the goal, what "done" looks like, and provide all necessary inputs (links, tools, examples). This clarity is the foundation of successful delegation.
3. Configure Secure Access: Set up your virtual assistant with their own unique login to your ERMS. Use a password manager like LastPass or 1Password to share credentials securely. Apply the principle of least privilege—grant access only to the files and functions needed for their tasks.
4. Run the Onboarding Week: The first week is for training and calibration. Your goal is to get your assistant comfortable with the tools and your core processes. Don't aim for perfection; aim for progress and clear communication.
5. Establish a Communication Cadence: Set a predictable rhythm for check-ins. A daily asynchronous update (via Slack or a project tool) and a 15-minute weekly sync call are often sufficient to keep work flowing without constant interruptions.
6. Implement a QA and Feedback Loop: Review your assistant’s initial work. Provide constructive, specific feedback. This loop helps them quickly align with your standards and builds their confidence, reducing the need for rework later.
7. Scale the Relationship: Once the initial tasks are running smoothly, start adding more responsibilities. Use your established process to brief, train, and review new tasks, gradually expanding the scope of work your assistant handles.

Simple Onboarding Timeline

• Week 1: Focus on system access and training. Assign 1-2 simple, well-documented tasks. Hold a daily 10-minute check-in to answer questions and ensure they are not blocked.
• Week 2: Add 1-2 more complex tasks. Reduce check-ins to every other day. The goal is for the assistant to begin running the initial tasks with minimal oversight.
• First 30 Days: The assistant should be independently managing all initial tasks. You should be able to measure the first signs of ROI in hours saved. Now is the time to identify the next set of tasks to delegate.

Delegation Assets (Templates + Scripts)

Use these copy-paste templates to provide absolute clarity when delegating ERMS tasks to your virtual assistant. This minimizes back-and-forth and ensures work is done right the first time.

Task Brief Template: Organize Client Project Folders

• Goal: Create a standardized folder structure in our ERMS for all Q4 2024 client projects to ensure consistency and easy file retrieval.
• Definition of Done: Every project listed in the linked spreadsheet has a parent folder named [Client Name]_[Project Name]_[YYYY-MM]. Each parent folder contains five subfolders: 01_Contracts, 02_Briefs, 03_Assets, 04_Deliverables, and 05_Invoices.
• Inputs/Links:
  • Link to Project List: [Link to Google Sheet/Airtable]
  • Link to ERMS Directory: [Link to ERMS Folder]
• Tools: Our ERMS ([Tool Name]), Google Sheets.
• Constraints: Do not move or delete any folders from previous quarters. Do not alter the existing parent client folders.
• Examples: The folder structure for "AcmeCorp_WebsiteRedesign_2024-09" is a perfect example of the desired final state.
• Deadline: End of business day, this Friday.
• Escalation Rules: If a project in the spreadsheet is missing a clear client name, add a comment on that row tagging me for clarification.

SOP / Checklist Template: Monthly Invoice Processing

Task: Process and File Vendor Invoices

1. Open the "Incoming Invoices" folder in the shared inbox.
2. For each new invoice, verify the Vendor Name, Invoice Number, and Due Date.
3. Log these details in the "AP Tracker" spreadsheet.
4. Rename the invoice PDF using the convention: [VendorName]_INV[InvoiceNumber]_[YYYY-MM-DD].
5. Upload the renamed PDF to the corresponding vendor's "Invoices" subfolder in the ERMS.
6. Update the status in the "AP Tracker" to "Processed."
7. Move the original email to the "Processed Invoices" Outlook folder.
8. If any information is missing or incorrect, flag the invoice in the tracker and notify me via Slack.
9. At the end of the day, send a brief Slack summary of invoices processed.

Communication Cadence Template

• Daily Async Check-in (via Slack):

  • Morning (9 AM): Quick message listing top 3 priorities for the day.
  • End of Day (4 PM): Brief summary of what was completed, any roadblocks, and questions for tomorrow.

• Weekly Sync (15-Minute Video Call on Mondays):

  • Agenda:
    1. Review of last week's completed tasks (2 min).
    2. Discuss any process issues or ideas for improvement (5 min).
    3. Confirm priorities for the upcoming week (5 min).
    4. Open Q&A for any other items (3 min).

"What to delegate" Task List

Here are 20+ ERMS-related tasks perfect for delegating to a remote executive assistant:

• Scan and upload paper records (invoices, receipts, contracts).
• Tag documents with appropriate metadata (client, project, date).
• Organize and clean up existing digital folder structures.
• Rename files to a standard naming convention.
• Transcribe meeting notes and file them in the correct project folder.
• Update CRM records with information from new documents.
• Set up and manage user permissions for new team members.
• Archive old project files according to retention policies.
• Create and maintain a master index of key company documents.
• Pull weekly reports on document usage or system activity.
• Process and file incoming digital mail or faxes.
• Gather and organize all necessary documents for upcoming meetings.
• Run quality control checks on newly added records for accuracy.
• Track document versions to ensure the team is using the latest file.
• Maintain and update SOP documents stored within the ERMS.
• Field internal team requests for specific documents.
• Set up simple automated workflows for document approvals.
• Search for and merge duplicate files.
• Prepare document packages for legal, accounting, or compliance reviews.
• Manage the secure deletion of records that have passed their retention date.

Measurement & ROI

An ERMS is an investment in operational efficiency. To justify the cost, you must measure its return by focusing on the value it creates—primarily through time saved, risks mitigated, and improved decision-making.

Suggested KPIs

Track these simple metrics to gauge the impact of your new system and delegated support.

• Hours Saved/Week: The most direct measure. Calculate the time you and your team are no longer spending on manual document tasks.
• Task Turnaround Time: How long does it take to process a standard item, like an invoice, from receipt to filing? This should decrease significantly.
• % Tasks Done Without Rework: What percentage of delegated tasks are completed correctly the first time? This measures the clarity of your SOPs and your VA's effectiveness.
• Time-to-Independence: How long does it take for your virtual assistant to manage their core ERMS tasks with minimal oversight? A shorter time indicates a successful onboarding.
• Document Retrieval Time: The time it takes to find any specific document. This should drop from minutes to seconds.

A Simple ROI Framing

Use this formula to translate saved time into tangible value:
(Hours Saved Per Month × Your Hourly Value) – (Monthly VA Cost) = Net Monthly Value

For example, saving 10 hours a month at a personal value of $150/hour creates $1,500 in productive time. After subtracting the cost of a virtual assistant, the remainder is your net gain. Match My Assistant offers several plans and pricing options to fit different needs.

30-Day Scorecard Checklist

Use this simple "Yes/No" checklist after the first month to evaluate success.

• Has the new system saved me at least 3-5 hours per week?
• Is our virtual assistant independently managing at least 3 recurring tasks?
• Is it noticeably faster for the team to find critical documents?
• Have we documented clear SOPs for the top 3 delegated tasks?
• Have we avoided any "lost document" or "wrong version" errors this month?
• Does the system feel like it’s creating clarity, not more complexity?

FAQs

Here are concise, factual answers to the most common questions founders ask about electronic records management systems and delegation.

1. What tasks should I delegate first?
Start with high-volume, low-risk, and repeatable tasks. Good first choices are digital filing and organization, data entry from scanned documents (like invoices or business cards), and renaming files to match a standard convention. These provide quick wins and help your assistant learn your system safely.

2. How do I give access securely?
Use the principle of least privilege: grant access only to what is necessary. Always use a password manager (LastPass, 1Password) to share credentials, create a unique user login for your assistant, and leverage the role-based access controls within your ERMS to restrict permissions.

3. What’s the difference between a virtual assistant and an executive assistant?
The roles often overlap, but an Executive Assistant (EA) typically provides dedicated, high-level strategic support to one executive. A Virtual Assistant (VA) can perform a wide range of administrative, technical, or creative tasks for various clients or teams remotely. Many of our virtual assistant services include executive-level support.

4. Dedicated VA vs. pooled team—what’s better?
A dedicated VA learns your preferences and business operations deeply, becoming a true partner. A pooled team offers broader skill sets and coverage but less personalized context. For busy founders who need a consistent, reliable right-hand, a dedicated, managed virtual assistant is usually more effective.

5. How does onboarding work and how long does it take?
Our onboarding process is designed for speed and clarity. It typically takes 5-7 business days from your initial call to being matched with a vetted assistant. How our matching process works involves understanding your needs, presenting qualified candidates, and facilitating a kickoff call to ensure a smooth start.

6. What happens if my assistant is unavailable?
Because we are a managed virtual assistant agency, we ensure continuity. Your processes are documented from day one, so they don’t live in one person’s head. If your primary assistant is sick or on vacation, another vetted member of our team can step in to handle critical tasks, preventing dropped balls.

7. Is a VA better than hiring in-house for my situation?
It depends on your needs. Hiring a VA is faster, more flexible, and more cost-effective if you need less than 40 hours of support per week. It eliminates the overhead of payroll, benefits, and office space. An in-house hire makes more sense for a full-time, on-site role that requires deep physical integration with your team.

---

Ready to build a system that gives you your time back? Match My Assistant helps you delegate routine and specialized tasks with confidence. We provide vetted, US-based virtual assistants and a clear process to get work off your plate. To discuss flexible support options, talk to our team.