Building a Holistic Information Lifecycle: Part 2
For a Records and Information Management (RIM) program to run smoothly and effectively, each stage of the information lifecycle must be seamlessly integrated with the phase that came before and the one that follows. This interconnected approach will ensure your information is optimally maintained and secure throughout its entire lifecycle.
In part one of this two-part series, we covered the initial stages of the information lifecycle, including record creation, compliance, and storage. In part two, we’ll cover the later phases, including scanning and digitization, the implementation of robust security measures, and secure destruction.
Research shows that the average office worker spends about 2.5 hours per day, or approximately 30% of the workday, searching for information that can’t be found. This inefficiency equates to approximately 130 hours per year. This data highlights an ongoing challenge that organizations face due to the constant influx of information and the need to make it more easily accessible and secure.
As remote and hybrid work models continue to rise, colleagues and critical files are no longer just a cubicle or an office away; they may be in different states, or across multiple time zones. This new way of working makes it even more important to provide access to all the information employees need, regardless of where they’re working from. Effective capture and storage processes for scanned and digitized documents and a clear labeling system using metadata indexing are key to achieving this.
Metadata tagging and an organized records inventory will help employees spend less time digging for information and more time using it, improving overall productivity and collaboration. Just as well-managed physical files are stored using helpful categories for future retrieval, such as client name, year, employee ID, etc.; electronic files must adopt a similar approach.
Metadata enables records to be categorized based on key attributes, such as creation date, type of document, and retention information. This enhances searchability and retrieval, making it easier to find important documents on demand as well as during audits or compliance checks, reducing the number of hours employees spend searching for files.
Partnering with a records management company can ease the transition to a digital-first approach and set your organization up for long-term success by providing the following capabilities:
Security, access, and control of information throughout its lifecycle are critical to maintaining operational efficiency and compliance. A strict chain of custody guarantees the protection of your sensitive data, both at rest and in transit, until its secure destruction.
For physical documents, this means safeguarding their integrity and ensuring a controlled chain of custody. Records should be stored in secure environments, limiting access to authorized personnel only, and kept in climate-controlled conditions to prevent damage from environmental factors or natural disasters.
Alternatively, it’s equally important to ensure that digital records are stored in secure, easily accessible systems. Many organizations face the challenge of managing legacy records stored in outdated systems, often isolated from the rest of the business’s information flow. These “stranded” records can create significant risks, so it’s essential to migrate them to modern platforms that offer enhanced security and better accessibility to ensure that critical data remains protected and accessible.
If you aren’t sure what records are stored, where, or how long they need to be retained, your organization is likely at-risk for violating the ever-increasing number of privacy and retention laws and regulations that have taken effect in recent years. Organizations can protect themselves and their clients from potential risks by adhering to the legal and regulatory requirements for physical and digital records and hard drive disposal.
Hard drives and outdated IT assets are just as important as physical and digital files for information management, as they hold vast amounts of sensitive data. To prevent unauthorized access or the loss of data, hard drives need to be properly managed, secured, and disposed of just like paper records and digital files. Additionally, disposing of records and hard drives in a compliant way can help organizations manage their storage space effectively and reduce the costs associated with storing and maintaining records over time. Disposing of records and outdated IT assets frees up valuable space and resources that can be used for more critical tasks.
When choosing a partner to help with secure destruction, make sure they have the following capabilities:
By taking a holistic approach to records and information management, your organization can ensure that all aspects of the program are addressed. This helps foster cross-departmental collaboration and effective communication, enabling information to be shared and used more efficiently.
To learn more about building a robust information management program, check out our roadmap on how to get there, no matter the starting point, or watch this video to find out how Access can help you manage your physical and digital assets throughout the information management lifecycle.
Share