ecords management (RM) is the supervision and administration of digital or paper records, regardless of format.
Records management activities include the creation, receipt, maintenance, use and disposal of records. In this context, a record is content that documents a business transaction. Documentation may exist in contracts, memos, paper files, electronic files, reports, emails, videos, instant message logs or database records. Paper records may be stored in physical boxes on-premises or at a storage facility. Digital records may be stored on storage media in-house or in the cloud.
ICRM will not only conduct their spring Board and Business meetings at the MER Conference next May in Chicago, but will also facilitate a panel discussion “Meeting Evolving Business Needs: A Conversation Between RIM Educators and Thought Leaders.” The panel of experts include: John Isaza, Esq, FAI, Rafael Moscatel, CRM, IGP, CIPM, and Wendy McLain,… Read More »Meeting Evolving Business Needs: A Conversation Between RIM Educators and Thought Leaders
Truth is stranger than fiction… There’s a memorable scene in Back to the Future 3 where Marty receives a Western Union telegraph from Doc almost a century after it was originally mailed, warning him of events to come. Seems an unlikely possibility that any organization would honor such a request to preserve, protect and deliver documents… Read More »Great Scott! A True Story Illustrating the Importance of Ethics in Privacy and Records Management
A Records Retention Schedule is a TOOL that EMPOWERS organizations to GOVERN and DEFENSIBLY DISPOSE of their information. Records retention is first and foremost about complying with laws and regulations. However, a retention schedule, when properly developed and utilized, is not simply a tool that tells you how long you must keep (or when to… Read More »Making The Most Out of A Retention Schedule – A New 7-Minute Master Series from CAPP
What is the CCPA and why should you care? In response to recent stateside efforts to enshrine data protection including the California Consumer Privacy Act (CCPA), organizations are revisiting the efficacy of their Data and Information Governance (IG) programs. Laws and regulations vary by industry and company size. Yet each intend to protect consumer’s personal… Read More »California Dreamin’ – A Free Roadmap For your CCPA Journey
Farmers has been honored with the industry’s highest award for Records Management and Information Governance, “Excellence for an Organization,” by ARMA International. This award recognizes the tremendous achievements that our fine organization has made in the implementation and enhancement of our Records and Information Governance program as defined by the Generally Accepted Recordkeeping Principles® and the ARMA Maturity Model®. In the coming weeks ARMA will be announcing the award in InfoPro Magazine and its Chapter Connections as well as recognition at the ARMA Live Conference in Orlando.
The extent to which any organization can reduce its dependency on paper is largely determined by laws and the industry regulations it faces, the technology available to it and how well its leaders manage change, internally as well as for customers.
Here are some thoughts on how to begin solving the paper problem around your office:
Understand the affordances of paper –One of the most thorough examinations of the issue of paper and its role in our lives and workplaces came in 2002 when MIT press published The Myth of the Paperless Office. The book’s findings make a case for the “affordances of paper” and stress that to reduce paper production and consumption we must understand the underlying habits and processes driving how our clients and colleagues work.
Attorneys for example often require a contextual or “case at a glance” perspective that a chronological or issue focused file offers… a “story telling” approach to presenting information which can’t always be matched even with the best software. Similarly, auditors or project managers will often work with and create aggregated records which serve a specific purpose for which imaging might be overkill or too costly. And contrary to popular belief, there still exist quite a few scenarios where it remains more affordable, practical and efficient to even store information in paper form. Conversion costs and risks required to maintain the digital lifecycle of infrequently referenced documents and avoid bitrot* can often exceed those associated with retaining the same materials in paper form.
Make the right policy changes with executive level support –Every Records or Information Governance policy initiative or project your business undertakes should have senior level executive support and reflect the best practices within your industry.
Here are some policy and procedural ideas to consider that can act as catalysts for change.
Get a Retention Policy / Schedule, implement it and regularly enforce it -A Retention Schedule (often in line with a data map) is the most effective tool for properly managing records and information and its necessity cannot be understated. It not only protects an organization and keeps paper and electronic storage costs low, it gives executives a tool for understanding and navigating the massive network of silos and records their businesses create.
Institute an E-signature Policy for all contracts under a specified financial threshold
De-duplicate emails and all other electronic content repositories systematically
Identify where duplicates are created, determine why and what can be done to prevent them going forward
