Records Management FAQs: It's Not Getting Any Easier

It can be a struggle to wade through the labyrinth of industry regulations that pertain to records management—especially when you are focusing your resources on the day-to-day operations of your business. You might even be tempted to direct your time and energy towards other business-related endeavors that are likely to generate more obvious results. After all, it is difficult to see how prioritizing records management will increase your bottom line.

Unfortunately, that mentality is easily shattered if and when your organization has to undergo a litigation event. Penalties that are levied upon organizations that are unable to produce documents on demand can bankrupt a company. With records management requirements getting more stringent with each coming year, the time to enact a strategy is now. To help you implement a records management strategy that meets industry standards, we’ve included some answers to frequently asked questions.

Where do I start?
The temptation might be to start with the implementation of a software system that will address your records management requirements. Although this is a key component to a robust strategy, there is a critical step that must be undertaken first. Records management starts with a message from your executive leadership that resonates throughout your entire enterprise. This message should outline the need to manage and retain records, and should establish accountability measures. In short, your strategy should incorporate internal controls that are manageable and enforceable.

Make sure that you have a policy that is specific. It should spell out what constitutes a record, and what differentiates records from other documents. Set up classification schemes for your records, and outline measures that your organization will take to enforce your policy. Ideally, your goal is to make information transparent. Establish indexing guidelines to make records retrievable by authorized personnel, regardless of who created your records.

Establishing these rules should be the first step in your strategy. Provide documentation that will confirm that everyone in your organization is aware of your records management rules, and is mindful of the repercussions of noncompliance. Bear in mind, too, that it is worse to have a policy that is not followed than it is to have no policy at all.

I’m in the process of transitioning to EDM. Will that make my records management efforts any easier?
Heterogeneous environments, which contain a mixture of paper and electronic information, often present complications to record management efforts that go beyond those experienced in either a strictly paper or a strictly electronic environment. One way to address this difficulty is to enact policies that address incoming documents—especially paper and semi-structured documents—as they enter your work environment.

Sign up for ITworld's Daily newsletter
Follow ITworld on Twitter @IT_world

• Email
• Print
• Share
  • Slashdot
  • Digg
  • Stumble
  • Reddit
  • Newsvine