Ensuring Records Management Program Success
A well-run records management program ensures that records
and information are not only managed properly, but can be used in a meaningful way. Information is a key asset organizations of all industries need to protect and
use in a way that provides value.
Keeping Users in Mind
While the primary focus of records and information management (RIM) professionals working to implement RIM initiatives in their respective organizations is consistency
and compliance, it is important that they do not lose sight of users' needs for faster access. The way staff members use information and their need for simplicity and
timeliness cannot be overlooked. When organizations have limited resources available for RIM initiatives, straightforward yet noncompliant processes are sometimes
replaced with more cumbersome yet compliant processes.
RIM professionals' intentions may be good when they institute these changes, but they do not typically
result in successful implementation. While it is important for staff to follow RIM policies and procedures, the procedures themselves need to be simple enough that
staff are not burdened with extra work just to achieve compliance. Just as RIM professionals have their own priorities related to RIM, other staff have their own
priorities when they deal with human resources, finance or other operational sides of a business.
The successful implementation of RIM requires staff to shake up the status quo. Coupled with senior management approval and a strong push from the top for staff
to change how they work, the new processes and procedures need to be straightforward and provide value to the business.
Faster access to the right information and the ability to compile, find and review information from one electronic location will improve decision-making and
reduce uncertainty and time wasted searching and sifting. When staff see the new processes are simpler or that they have gained improved usability of their
records and information, they will be much more likely to embrace the change.
Access and usability must be optimized so that the right people have quick access to the right information to facilitate better business decisions. If this aspect
of RIM program implementation is not easy to achieve through internal means alone, working with an experienced
RIM vendor is a viable option. Partnering with an industry expert can help
organizations of in any industry properly plan their records management program, ensure the right steps are taken for successful implementation, achieve compliance
and add value to the organization through the meaningful use of records and information.
Do you have questions about records and information management? Read
additional Knowledge Center stories on this subject, or
contact Iron Mountain's Information Management team.
You'll be connected with a knowledgeable product and services specialist who can address your specific challenges.