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Records Management Guide for the New Year

Records_Management_Guide_2023

It’s official – it’s the New Year. Businesses of all sizes are hoping to conquer year-end goals and be more efficient in the months ahead. With that said, it’s also the perfect time of year to consider implementing, or reevaluating, a records information management (RIM) strategy for your business.

What is records information management?

Records information management (RIM) is the policies, processes, and systems used to help an organization manage its records and information, from creation to destruction. It’s important to have a well-defined RIM strategy in place to ensure compliance with laws and regulations, protect sensitive information, and improve business operations.

Why is records management important?

Records management is an organizational function that is dedicated to the development and maintenance of a system that manages records throughout their lifecycle. While a business’ records management is not directly considered a profit center, it protects institutional memory and provides evidence of business transactions and activities.

Why should businesses have a records information management strategy?

Here are four reasons why your business should have a records management strategy:

1. Comply with laws and regulations

There are several records management laws and regulations that businesses must comply with, such as the Sarbanes-Oxley Act, the Gramm-Leach-Bliley Act, and the Health Insurance Portability and Accountability Act. Failing to comply with these regulations can result in heavy fines and even jail time.

2. Protect sensitive information

Businesses deal with a lot of sensitive information, such as customer data, employee records, and trade secrets. This information must be properly protected from unauthorized access, theft, and destruction.

3. Improve business operations

A well-designed RIM system can help businesses save time and money by improving document management, retrieval, and storage processes.

4. Meet sustainability goals

A records information management strategy can also help businesses meet their sustainability goals by reducing the amount of paper used and storing documents electronically.

Step-by-Step Guide for Successful Records Management

An effective records management program requires careful planning and execution.

From physical files, to digital records and emails, comprehensive records management accounts for archives and records in all forms. Here’s your records management guide to getting your office prepared for the year ahead:

1. Perform a records inventory

Every organization should maintain a systematic control of their records in order to ensure their safekeeping and accessibility. This inventory should include all active and inactive records, as well as their respective type, purpose, storage location and access rights. Not only is this important for organizational efficiency and compliance, it can also help organizations save time and money by avoiding unnecessary duplication of records.

Additionally, having an up-to-date inventory helps organizations identify which records need to be retained and which can be disposed of in accordance with their retention policies. An accurate inventory of records is essential for any organization that wants to ensure that their records are secure and easily accessible.

2. Set retention schedules

Once you have identified what records need to be retained and organized, the next step is to create or identify existing retention schedules. Retention schedules are guidelines that outline how long records should be kept before they are ready for secure document destruction. This helps to ensure that records are not kept any longer than necessary.

In addition, retention schedules make it easier to access and organize records when needed. When creating or identifying existing retention schedules, it is important to ensure that the schedules are up-to-date and in compliance with all relevant laws and regulations. By creating or identifying existing retention schedules, your organization will be better positioned to securely store and manage its records.

3. Develop policies and procedures

Creating, using, storing, and disposing of records are essential tasks for any organization. To ensure that these tasks are carried out effectively and efficiently, it is essential that all organizations have clear records management policies and procedures in place. These policies and procedures should outline the roles and responsibilities of all staff members, as well as the processes for creating, using, storing, and disposing of records.

Furthermore, records management policies and procedures should be regularly reviewed to ensure that they are up-to-date and meet the changing needs of the organization. By taking the time to create and maintain proper information governance policies, organizations can ensure that their records are managed properly and securely.

5. Implement technology solutions

When it comes to information management, the right technology solutions can be invaluable. Document management systems offer an easy way to store, organize, and manage documents, making it simpler to locate records when they are needed. Automation can also help streamline processes, such as filing and retrieval, saving time and increasing efficiency.

Additionally, there are a number of other technology solutions that can be used to support records management, such as enterprise content management systems and workflow automation platforms. These solutions can help provide visibility into how records are being used, as well as identifying potential areas for improvement. With the right tools in place, businesses can manage their records more effectively, saving them time and money in the long run.

This year, make information management a top priority

The New Year is the perfect time to improve your company and ensure your success. To make records information management a top priority, reach out to our team of records management experts. You will be shown everything you need to know about how to make the most out of your company’s files and other documents.

With our support, you can take advantage of comprehensive records management services that allow you to access your data from anywhere. This gives you the freedom to work more effectively and productively. You will also be able to manage your important records with a high degree of accuracy and reliability to help you achieve success.

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