Building a records and information management program (RIM) shares some similarities to playing a game of chess—although in chess, you can pause to calculate your next move, and the game has a definitive end. RIM, on the other hand, is more like playing chess where every piece represents a different stakeholder, regulatory requirement, or technology. Moves made early in the game influence later decisions, requiring careful planning and strategy. Success depends upon continuous adaptation, long-term thinking, and the ability to see the whole board while managing the details of each piece.
Each part of a RIM program relies on what came before and what happens next; in other words, everything needs to be in sync for the program to run effectively. That’s why viewing your program through the lens of information lifecycle management is essential.
In this two-part series, we’ll review the key aspects of the information lifecycle and guide you through building a comprehensive program that achieves compliance while ensuring your information is created, captured, and used efficiently.
As privacy concerns continue to increase, organizations face difficult questions: Which records do we keep? For how long? And where should we store them?
Records managers must navigate increasingly complex security policies that apply to digital documents and paper records, whether stored on-site, off-site, or in the cloud. A comprehensive retention schedule that covers paper records, electronic documents, and data is the backbone of a strong information management program. Without clear records retention guidelines that meet all applicable federal and state regulatory and operational requirements, you risk facing the consequences of noncompliance.
The first step toward achieving regulatory compliance is having a solid understanding of your organization’s information governance (IG) strategy. This strategy includes the policies, procedures, structures, and processes that must be followed when creating, managing, and sharing information. Once clear policies and procedures are established for every phase of the information lifecycle, your RIM program can be successfully implemented.
Join us as we break down the realities of AI, discuss practical steps to future-proof your governance strategies, and have some fun along the way. You’ll hear from experts who know exactly what’s happening (and not happening) in AI regulation,…
Organizations are continuing to deal with an influx of information—both in digital and physical formats—making IG a significant challenge. When different parts of your organization aren’t aligned on how information is captured, it can lead to an abundance of ROT (redundant, obsolete, and trivial) information, disconnected systems, and increased risk and operational costs that could’ve been avoided. This is why capture is crucial.
Think of capture as making a good first impression—get it right, and everything that follows becomes much more manageable. The entire process risks failing if your information lifecycle doesn’t start on the right foot. As organizations try to manage some of the challenges associated with the digital age, it’s clear that capture is the foundation of successful information management strategies.
As one of the first steps in the information lifecycle, capture significantly impacts each of the following stages. ARMA International defines capture as “any means of adding a piece of information into an information system.” The following are the five modes of digital capture:
To take a deeper dive into record creation and capture processes, download and read a copy of our whitepaper, Effective Capture: The Foundation of Information Governance and Digital Transformation.
Despite the transition to digital, companies today are still managing many physical records—far more than anticipated. The need to keep paper records is often due to regulatory guidelines and the need to keep original records for legal purposes, such as notarized records, property titles, and medical records.
Furthermore, as the hybrid workforce continues to increase, managing physical and digital records has become more complex as information is shared across various locations, devices, and systems. Audits, while time-consuming, can provide a better understanding of what records exist and where they are stored, ultimately increasing efficiency, reducing risk, and conserving space.
As you’re considering your physical records and their storage locations, it’s helpful to bucket them into three categories:
Understanding which records are appropriate for each bucket can help you decide where and how to store them, free up valuable office space, and improve organizational efficiencies. For example, if you have records on-site that are not regularly retrieved or are only stored for compliance purposes, you can clear up significant real estate by moving them off-site.
By managing records and information holistically, organizations can approach information management in a manner that ensures all aspects of the program are considered, including the people, processes, and technology. This will foster cross-collaboration and communication among different departments and stakeholders, ensuring that information is shared and used optimally. Once you’ve built a more integrated information management program, you’ll be well on your way to improving operational efficiency, making better decisions, and gaining a competitive advantage in the marketplace.
To continue learning, read part two of Building a Holistic Information Lifecycle, or watch this video on how Access can help you manage your physical and digital assets throughout the information management lifecycle.
Partnering with a provider experienced in information management, like Access, can significantly streamline the process of capturing, storing, and safeguarding your physical and digital assets throughout the information lifecycle. To learn more about how Access can support you,
Share