Eight Secrets of Effective Records Management 

Implementation of any records management system is a significant undertaking and must be approached with a detailed plan of action and significant buy-in and approval from all stakeholders.

At its core a records management project involves deciding which documents need to be declared as records and why. The e-book – “Eight Secrets of effective records management” published by AIIM (Association of information and image management), lists simple guidelines to achieve your desired goals in implementing a records management system.

Download the e-book - Eight secrets of effective records management

Key points in making records management initiatives a success are:

Build a business strategy and blueprint - Begin by identifying the critical success factors for the initiative, how they will be measured, what the drivers are and how they will be different after implementing the records management system.

Conduct a technology assessment and create a blueprint - This involves gathering requirements, documenting them and getting approval from all stakeholders involved. This includes management, IT and - not to forget - the end users.

Think through a governance structure and approach
- Information governance rules need to be documented. This will comprise a set of formal and documented policies, procedures and rules that control how enterprise content will be managed potentially across its entire life cycle, from the point of creation to ultimate destruction.

Create a roadmap and project plan - A project plan typically should cover how the following activities will be addressed: 1) Project management, 2) Testing and deployment, and 3) Issue resolution.

Build a sound foundation -
Make sure that the appropriate software development environment exists for the project – suitable IT infrastructure is in place.

Design the plan - The design plan covers design of user interface, collaboration, security and similar operational procedures.

Deploy the plan and cycle through phases of assessment and improvement - milestone based implementation followed by testing and ongoing improvement.

Change management – It will be necessary to take a 360-degree approach which covers all factors susceptible to change – technology, procedure, culture and role based changes.

Data Capture Solutions (DCS) have over a decade of experience in helping companies across various industries including councils, government bodies, recruitment companies with the planning and implementation or improvement of records management systems.

To discuss your records management strategy, call us on 01753 616 720, or send an enquiry using our Contact Form .

Developing a records management policy for ISO 15489

DCS clients can rely on the evidential weight of their electronic documents