Can you find the information you’re looking for?

5 Tips for using records management to find what you need

I was recently talking to my friend Jen who was venting about her work day. (That’s what friends are for, right? Listening to joys and concerns.) Well, it turns out that she spent hours that day looking for a record at her office. The problem wasn’t that she couldn’t find the file she needed. She found multiple versions of the document she was searching for, but wasn’t sure which was the one she should use. Which was the most recent? Which had the right approvals? Which ones should be purged? Why are all these versions available? Shouldn’t she just have access to the one she needs?

The moral of this story is not just to have an ECM system. But rather, to have an effective ECM system with a records management plan. Jen could have the best system in the world, but if it isn’t set up to be used effectively, not only can it hinder productivity, it could cause litigation and compliance issues. The article “Records Management in the Age of Information Overload: 5 Tips for Finding What you Need” addresses five points that will help employees find what they need, when they need it:

1. Digitize your records—ideally at the point of entry into your organization. – Having all your records in a secure repository helps improve efficiency, productivity and management.
2. Categorize your documents – When you put your files into the ECM system, make sure you do it thoughtfully. Remember to identify records as such so they can be easily accessed and moved as necessary.
3. Ensure security – Your electronic records are important. Make sure you keep them somewhere that is secure and that you set up access to them accordingly.
4. Automate retention/disposition strategies – Records have a life span. To avoid noncompliance and/or litigation, it’s imperative that they are not destroyed prematurely or retained beyond their life span.
5. Implement a disaster recovery plan – This may go without saying with recent weather-related events fresh in our minds, but set up a back-up system to recover your information should disaster strike.

Bottom line:

When you decide that it’s time for a records management system, or to improve upon the one you have, keep these important tips in mind. They’ll help you find what you need and avoid litigation and compliance issues. Read the complete article for more details on these 5 tips and more.

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