Initiating a records management (RM) journey requires meticulous planning beyond mere retention schedules and record locking, especially for organizations in their early stages. In the ever-evolving landscape of records management, the emphasis is shifting toward establishing a comprehensive records strategy before delving into specific tactics.
- Understanding Requirements:
- RM teams must delve into the legal and business requirements specific to their industry, navigating the complexities of varied regulations across locations.
- Aligning legal obligations with operational needs requires negotiation to strike a balance between compliance risk and business priorities.
- Creating an Information Inventory:
- A thorough understanding of stored information is essential before determining retention periods. The IT department offers an overview of existing systems, but the RM team must identify what constitutes records.
- Collaborating with every department ensures a complete inventory, mapping information to defined RM requirements.
- Identifying Incorrect RM Processes:
- Discrepancies between current and ideal RM processes must be identified by questioning how information is managed throughout its lifecycle.
- RM teams need to address critical questions about where and how information is stored, ensuring systems offer the necessary RM features.
- Defining Records Program Goals:
- Informed by requirements and the current state of RM, teams can establish goals that align with the organization’s mission, emphasizing the role of an effective RM program in strengthening the business.
- Establishing a Roadmap:
- The creation of a dynamic records roadmap, involving representatives from across the organization and executive leadership, informs decision-making and guides the execution of the RM strategy.
- Prioritizing compliance and business processes helps in allocating resources effectively and supports digital transformation initiatives.
- Following the Roadmap:
- Regular meetings to review strategy progress, create accountability, and periodic briefings to leadership ensure the RM team stays on track.
- A yearly reassessment of the roadmap adapts the strategy to the evolving business landscape, ensuring relevance and priority alignment.
Commencing with these steps may involve some overlap, but the key is not to delay. As information continues to grow, organizations face increased risks, emphasizing the urgency of implementing a robust records management strategy. By embracing a strategic roadmap, organizations can navigate the complexities of records management, ensuring compliance, minimizing risk, and optimizing the value derived from their information assets.
