A Strong Information Governance (IG) Foundation to Manage Your RIM Program

To best implement and manage a great records program you need a strong foundation in information governance. An implementation program plan starts with understanding the state of existing IG policies and the degree of compliance with them across the organization. The IG assessment can include in-depth interviews with key stakeholders, and observation and inspection of workflows systems and business processes.

What to consider when building your records management implementation plan:

  • Resources available to implement an IG program
  • Executive leadership involvement and the ability to enforce existing records management policies
  • Presence of training and education regarding records retention and other policies
  • Audits to ensure appropriate change management efforts are in place and administered for records management program success
Team of Records and Information Management professionals gathered around a conference table.

92% of enterprise companies agree that information management strategy must be modernized to meet modern problems.

– “Managing Information Chaos” AIIM, 2019

Information Governance Assessment Recommendations

Even with strong foundational management system policies and procedures, it’s hard to execute an IG (Information Governance) program effectively. That’s why we’ll provide you with a clear action plan to put yours into place. Ideally, we’ll spend time with you and your teams on-site to help with implementation and change management.

A man writing on a white board surrounded by a professional team working on a RIM program implementation plan.

Common deliverables and recommendations:

  • Mission statement to identify a clear and concise set of workforce objectives
  • Training and refresher activities: videos, on-site classes, and e-learning tools
  • Standard records retention scheduling for purge and record destruction, by department or function
  • Improved procedures for records inventory and storage (including packing, inventory and labeling of containers)
  • Controls over the creation and use of data or document repositories (ex. SharePoint or similar ECM systems)
  • Creation and use of standard data structures (taxonomies, metadata assignments, etc.)
  • Secure document retrieval and hold process efficiency
  • Additional records destruction processes to accommodate legal requirements (ex. “right to be forgotten” and other GDPR-related PII requests)

A Full Range of Information Governance Solutions

Creating a records and information management program should take into account a variety of factors related to your overall information governance policies. The process begins with a comprehensive audit and assessment of existing records management policies, processes, and documentation. We then create and implement a unique information governance program to address gaps, shore up weaknesses, tackle change management, and create a roadmap for successful execution.

Records Retention Schedules

The backbone of a defensible records and information management program is a sound retention schedule. We’ll help you create a comprehensive, state-of-the-art schedule that meets all regulatory and operational requirements.

Information Governance Policy

A consistent set of IG policies in support of a retention schedule is crucial to effectively control, protect, and manage your company’s information. Feel daunting? It’s easy to get started with the right people in the room.

Legacy Records Management

Legacy records can create many challenges. Save time, space, money, and headaches with document digitization services that archive paper records electronically. You don’t even have to touch every file.

IG Technology Assessments

With sound information governance plans, policies, and procedures in place, it’s time to make sure you have the right systems in place to manage it. We’ll assess your tech stack to ensure that retention schedules and other key compliance needs are supported.

Regulatory Compliance

The regulatory environment continues to evolve quickly as privacy concerns amplify. We’ll help you create a centralized document management program that ensures compliance with your IG policies, and with regulations like HIPAA, GDPR, CCPA, SOX, and more.

 

 

Your Complete Information Management Solution

In April 2019 Access acquired Montaña & Associates, a leader in information governance (IG) consulting. For more than 20 years Montaña have specialized in retention policy and schedule creation, and holistic IG support including compliance and data privacy. With Access’ expertise in records and information management, this strategic partnership creates a full-service approach to the entire information lifecycle.

Bridging Records Management Software and Retention Scheduling Software

LexiTrac is a revolutionary retention schedule development and management tool. Powered by AI, this software makes the crushing volume of complex data manageable, secure, and legally compliant.

LexiTrac provides:

  • Intuitive and user-friendly retention schedule development
  • Retention schedule management, including ongoing legal and regulatory updates
  • Access to tens of thousands of functionally organized U.S. and global information compliance rules, laws, regulations, standards, and guidelines
  • Coverage in more than 110 countries
  • Information governance reports to show privacy concerns, data location restrictions, media requirements and ethics guidance
  • Electronic systems data mapping
  • Workflow functionality to support internal management processes

FileBRIDGE Records, a cloud-based records management solution, enables organizations to access, protect, and defensibly control both physical and digital documents.

With FileBRIDGE Records, record managers gain access to:

  • Physical and digital document management
  • Comprehensive file security
  • Real-time reports and metrics
  • Project and schedule management
  • Destruction management
  • Intelligent retention and data governance
  • Onsite and offsite inventory management
  • Enhanced inventory search and ordering capabilities
  • Broad range of reporting options at your fingertips
  • Chain-of-custody and governance adherence
  • Capability on any device

Additional Resources on Implementing a Records Management Program

6 Reasons to Consider a Records Management and Information Governance Consultant

Webcast: Total Information Governance

Information Governance in a Digital World

We solve records and information governance problems

See how Access can create a strong and effective records and information management (RIM) program that fits your needs.