April is Records and Information Management Month (RIMM)
April is Records and Information Management Month (RIMM), although we probably didn’t need to tell you that. Whether or not you’re planning a vacation around it, at Kelley Connect, we love how it reminds us to consider the significant impact information management has on every organization.
Records Management is now more appropriately referred to as Information Governance (IG).
Every company we work with is constantly inundated with information, both internally generated and from external sources. Be it hard copy records or electronic data and media, all businesses depend on the flow of information and secure, timely access to important data. It’s what we built our own company around.
Keeping information organized, secure, and accessible can be a daunting (or at least annoying) task. Have you been unintentionally neglecting your IG policy or maybe you don’t even have one? Don’t be too hard on yourself, many companies don’t. Let Kelley Connect help you refocus on ensuring there’s a successful and secure long-term IG strategy in place. It’s the month to do it.
Information Governance Best Practices
There are several principles that describe best practices for IG.
This means someone needs to oversee the IG program and publish policies and procedures that allow for regular auditing, training, and updating to meet any new requirements.
Security is perhaps the most critical component of any IG strategy. The protection of confidential customer and business information is the foundation of IG. Your organization needs to establish security and compliance protocols, define an authority to oversee the program, perform regular audits, and ensure a risk management plan is in place. We can help with all of that.
Nearly every organization has a set of state and federal compliance requirements to which they must adhere. Some businesses lack a clear understanding of the compliance regulations in their industry — they certainly can be a moving target. As you research your industry’s compliance requirements, it will help you establish best practices, better train employees, and implement procedures that keep you compliant.
Information needs to be quickly accessible to maintain efficient operation. If you’re wasting valuable time looking for records or duplicating efforts (most companies are), you’re wasting money. Consider implementing a Content Management Platform (CMP).
We’re happy to guide you through it. That way, all information is easily managed, regardless of what it is or where it originated, in a secure repository for immediate retrieval.
Developing a practical document retention and destruction schedule is a critical part of any organization’s overall IG strategy. During the progression through the lifecycle of your information, there are probably a few boxes of documents that have outlived their usefulness. They waste physical space, or weigh additional demand for network storage, and are inefficient. On the other side of the coin, you may find that someone disposed of information too early or in a non-compliant manner. Both are risk factors. Implementing a records retention policy is one of the best, most cost-effective actions you can take to benefit your organization and prevent those occurrences from happening.
No organization can afford to have sensitive data stolen or fall into the wrong hands, inadvertently or otherwise. Your business, your employees, and your clients rely on you to protect sensitive information, and there are plenty of regulations that come to bear if you don’t. Without a comprehensive information disposition process, you’re leaving their confidential data vulnerable and opening your organization to liability. That might sound scary, but one phone call to us can make sure it isn’t.
Kelley Connect can help you and your organization develop and implement strategies to ensure your business and your customer’s critical information is retained, compliant, and protected. For example, among our solutions, offer M-Files – a global leader in meta-data driven document management to support your records and information management needs.
Our initial consultation is free whether its records and information management month or not. Reach out to us today.