Understanding the functions of your agency and the records you should create and maintain. A network of records coordinators will serve as the liaisons between the records management staff and the departments in your organization. This section will cover filing and storage, straight line tabs, choosing the right equipment, and the six steps in the records management procedure. This outlined schedule will help eliminate the risk of older documents causing legal problems and will cut costs by reducing storage needs of old and unneeded documents. A good records management program is systematic. Within minutes of receiving your request we will contact you. A records retention program consists of a method for determining retention periods, a records retention schedule and retention policies and procedures. Indexing accuracy and accessibility of documents. Scheduling the lifecycle of your records. Establish a records management team to develop and implement a strategic plan for the program and to provide a governance structure. Working Papers. The first step in developing a records management program within an agency is the preparation of a records inventory. Training and communication among staff and departments. Making sure that your company records are maintained and stored properly is a project that could be the most important day-to-day work for your business. Assign team responsibilities and authorities: Identify drivers for developing a records management program, and define a strategic plan, goals and objectives that provide your program focus and high visibility and assists in determining the resources needed to support the program. Continued use of this site or closing this bar using the 'X' constitutes your acceptance of cookies. Once you have determined the way you want to manage your records, you need to determine two things: By clearly defining these two things, you can ensure that your system is going to be sustainable with the ability to scale. Verify and Analyze the Results. The inventory is the groundwork for which you will develop your program's records retention schedule in step four below. It provides a clear directive from the senior executive to all staff about what is acceptable recordkeeping behaviour. Accidents and natural disasters happen so make sure you have a disaster recovery plan in place to help eliminate any issues in case of a natural disaster, fire, or flood. 2 1. 1. By creating a thorough procedure for your new records management plan, you can verify that the proper steps are taken in the future and can distribute this knowledge throughout the workplace. Types of Records. Copyright © 2020 Transmit Media. They cover following activities: identifying recordkeeping requirements, setting up recordkeeping systems, developing a records management policy, monitoring practices, training members and staff and making arrangements for archival records. To get started, fill out the form on this page, or give us a call at (866) 385-3706. Analyzing and assessing your records. Establish a records management team to develop and implement a strategic plan for the program … There are dozens of ways to go about an effective records management program, and how you implement it is really dependent on several factors based on your organization’s model. Follow his posts or on Twitter @AllenPodraza. The inventory should include whether records exist in more than one format, media, software and physical location of records. The following list identifies personnel that would be key in having a successful vital records team. And contracts, budgets, bank statements, policy manuals, and meeting minutes are all things that can be considered records. Review organizational repositories checking for records that are stored in: Once a draft list of documents for each department is prepared, it should be reviewed with the department to make sure no records were overlooked. Collecting information about records systems. Implement a records management training program. A records retention program provides for the review, retention and destruction of records received or created in the course of regular business activities. Change Management Processes include a sequence of steps or activities that move a change from inception to delivery. That person (or persons) is usually the expert in the records lifecycle and in how to maintain and protect privacy and data. Each record goes through a documented process that is easy for everyone in the company to follow. To be sure your vital paper records are secure, the first step is to define which records are considered to be vital. The first step in establishing a records management process is to assemble a team whose sole purpose is managing the creation, storage, use, and disposal of all company records. First, top management must be made aware of the goals of the program and the importance of achieving them. Specifically, Section 257.36(1)(a), F.S., mandates that the division will: Establish and administer a records management program directed to the application of efficient and economical management methods relating to the 2.4. 2.3. 2.5. The mission statement, of course, describes the purpose of the program, what it consists of and whom the program serves. Step 1: Assign a team to handle records management. Conduct an organization-wide inventory of the records in your office. The records inventory identifies what information your organization has to manage, including physical and electronic, and is essential to a good records and information management program. You have to consider the size of your office, the laws and regulations that your company has to follow, and the type of management system that makes sense for how you interact with your data. Storing and Retrieving, and Numeric Management. To do this, you need to carefully review operations across your company and look at which records would be required in the event of a disaster – and which records, if destroyed, would bring your operations to a standstill. Establishing an administrative structure. Who is going to manage each step of the process? It should include both paper and electronic information. This content originally appeared on the Allen Podraza's LinkedIn Posts. Organizations should establish a vital records disaster management team. Records (recorded information created or received by your organization in pursuance of legal obligations or in the transaction of business and has value requiring its retention), Non-records (reference materials, personal papers, junk mail, publications, convenience file, duplicate copies), Vital records (records which would be needed immediately after an emergency to continue your organization’s operation), Archival records (historical records of enduring value that are preserved and stored in your organization’s archives), Email and other messaging or collaboration servers, Off-site storage areas for physical and/or electronic records. Is it Time to Rethink Your Enterprise Software Strategy? You can conduct the inventory via physical inventory, surveys, interviews or a combination of these methods. conformity with standards and codes of best practice in records management approved . records management terms, define guidelines for identifying the typical key stakeholders are for an organization’s RM policies, lay out common records management terms, and will also provide some parameters for establishing a records management program within the context of Enterprise Content Management (ECM). Sending or receiving an email, creating a spreadsheet, database or document, or receiving a document from outside the organization all create records. Establish a records management team to develop and implement a strategic plan for the program and to provide a governance structure. A retention schedule is the foundation of a records management program and applies to records in any format, i.e., paper, electronic (disk, CD, database, email, etc.). (NARS) Act 43 of 1996 are required to establish a records management programme in . To succeed, our Records Management program needs continued commitment from all levels of the organization. The guidelines are compliant with the ISO 15489 Records Management standard, and are a companion document to Guidelines for Developing a Retention Schedule for Professional Associations, including a Model Retention Schedule. If you don’t have a documented records management program in place for your organization, you should make establishing one a priority. Establish your organization’s records management policies and procedures. It takes time to build a program, and depending on your resources, it certainly can be accomplished in stages. Department document repositories could include network file shares, SharePoint, employee computers and file cabinets. All staff, contractors and records coordinators need to be trained and know their records management responsibilities. Your policy should include: The records management procedures should describe in detail how to comply with the requirements outlined in the records policy and other instruments. This ensures your organization’s records are kept as long as required to meet regulatory, legal and business requirements; that records are not destroyed too early or retained too long; and that your organization follows systematic retention and defensible records destruction practices. It contains and helps maintain the guidelines for how long certain records should be kept and the conditions in which they should be destroyed. Open each file drawer, each box, etc., and check the accuracy of each label — often old labels are not removed when the contents of files are changed. 3. An information management analyst from ITD Records Management will complete the records inventory with the agency records coordinator or employees appointed by the coordinator. 5. Launch an organization-wide inventory of the records in your office. Benefits of establishing and maintaining a records management program. Once the system is implemented and you’ve completed all your training, monitor and document any issues or inefficiencies that tend to happen with any large-scale implementation. Other companies prefer to utilize a hard-copy storage system through a records management company and secure off-site records storage to manage their papers. While conducting the inventory, create a log of all repositories in your organization. The point of a record management program is to give users the ability to retrieve records. It also helps limit costs and the risks that can come with poorly managed records. with the Interim Records Management Program Policy issued March 30, 2004, electronic records, such as e-mail and word processing documents, must be maintained in an approved Electronic Records Management System meeting the requirements of DOE-STD-4001-2000, or be … 2.1. Select the title of the lesson. Problems Caused by Poor Records Management While establishing a record management system is certainly an initial step in the right direction, a disorganized or poorly managed system for your business documents can lead to a variety of issues. Complete inventory of all records. Maintaining a regular process update and audit procedure will ensure that you correct any problems as quickly as possible. Once you've completed the inventory, you will be faced with a pile of forms organized by the locations and custodians of the files. the development and communication of a successful records management program. It is important to note that every piece of paper or email may not be worth keeping. If your organization does not have a records management program, I cannot stress enough the importance of starting one in today’s world of electronic documents and potential litigation exposure. It provides records management processes for the records staff, recordkeeping processes for the records coordinators and end users and, when applicable, specific procedures for business units. Your organization will reap the many benefits of a records management program and will be glad it started one. A contributing factor of a successful records management … Before you put a new process in place, you should understand the … Secondly, an ongoing relationship between top/mid-level management and records management staff must be 2. The inventory will help you identify which materials your organization considers: Once you have identified all the departments in your organization and begin to get a feel for the scope of records to be inventoried, you will need to consider whether you have the resources to conduct the project or if you should hire a consultant to conduct the inventory. Implement records management compliance auditing. The Vital Records Disaster Management Team. Record retention and management is the effective and systematic control of an organization’s records and important documents. I provide some basic steps in establishing your organization’s records management program based upon industry standards and practices, in addition to my years of experience as a records and information professional. Here are the 8 steps that we believe are the mainstays of a solid records management program. What Types of Scanning Services are Available? Some companies prefer a document management system and a cloud storage service, eliminating the need to store paper files. No matter how you organize your records, an inventory can provide an overview that will help you manage these records in the future. 2. Develop RDAs. 2 Steps involved in planning and developing a records centre 1. The Records Management policy must be supported by documented processes and sets of procedures that govern its implementation. Keeping everyone on the same page with their records management eliminates any mistakes that can lead to inefficiency or loss of data. Establishing a retention schedule is the single most important thing you can do to guarantee the success of your organization’s overall records management program. This is the foundation of every successful records management system. By doing a complete inventory of all the records you want to manage, you will be able to implement processes that coincide with your business and your data management needs of your team. Continuing Maintenance. News reports of records management mishaps at several Fortune 500 companies should have you interested in implementing standardized records management practices within your organization. Training your employees after implementation of your new records management plan is the next step. 3. The 5 Steps to Starting a Records Management Program. The policy should be endorsed at the highest decision-making level, publicized throughout your organization and made readily available to all staff. Developing your records management policy will be dependent on your organization’s culture. The lesson will open in a new window. 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