You’ve convinced the leadership within your organization that a Records Information Program (RIM) offers an array of advantages. You’ve set your program’s goals. Now that you’ve got buy-in, what’s next? Here’s 6 steps to create clarity from business records management chaos.
Find the Right People
Information and business records management employees should have a high degree of interaction with IT/IS departments, legal counsel or legal departments, accountants, auditing, finance departments and disaster planning units. Information and business records managemcent matters should be directed by experienced records professionals which may be already found in-house. According to the non-profit organization, Professional Records and Information Services Management (PRISM), employ individuals who have passed a six-part certification program granting Certified Records Manager (CRM) status. These professionals are required to maintain certification through continuing education.
Identify types, locations, volumes and conditions in which the records are housed. While this may sound obvious, carefully contemplate what is considered a record. This can include anything from e-mail and contracts, to texts and presentations.
Plan the Program
A retention schedule is a document listing all of the titles of the records series as well as the administrative, fiscal, historical, or legal reasons for maintenance. This records schedule also notes the duration for which records must be kept. Other issues to address how to dispose of irrelevant records and how to security procedures related to confidential information.
Determine Department Resources
Business records management is typically housed within Governance and/or Compliance areas. Sometimes, a full-time team is needed to manage the program. Sometimes an organization needs one person. There are cases when records management team members are disbursed throughout departments. Often, a central team manages the program and coordinates with user liaisons within departments. Establish what kind of staffing is necessary as well as how to position these professionals throughout the business.
Formulate a Framework
While information technology enables sharing, employees can become overwhelmed with too much information while others may struggle finding a neighboring colleague’s work. An enterprise taxonomy, or a framework to ensure documents are accurately classified and easily accessible, must be in place for effective retrieval. Retroactively applying taxonomies is extremely painful and costly.
Add an Advantage
According to PRISM, active files typically grow at a rate of 25% annually. Managing the growth, variety of content and possible multi-locations is a complex process. With the high-volumes of content in applications such as Microsoft SharePoint, Microsoft Exchange and internal/external social media sites, you need the ability to manage your information governance ‘in place’ – keeping it in the business system it originated. KnowledgeLake enables you to easily manage complex retention schedules, diverse and high-volumes of corporate information inside and outside of SharePoint and SharePoint Online.
KnowledgeLake Records Manager ensures your organization adheres to immediate and future legal, regulatory and industry compliance policies. With a simplified and automated solution, you can feel confident that your organization is in compliance with industry and government records retention requirements.
We can help you get your Business Records Management program off the ground. Contact us to get started!