First, top management must be made aware of the goals of the program and the importance of achieving them. Establishing a Records Management Program. 2.4. You can conduct the inventory via physical inventory, surveys, interviews or a combination of these methods. … 2. It is important to note that every piece of paper or email may not be worth keeping. Establish a records management team to develop and implement a strategic plan for the program and to provide a governance structure. 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. 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 All other components of a records management program rely on the records retention schedule that facilitates your organization’s legal compliance, efficiency and risk management. To be sure your vital paper records are secure, the first step is to define which records are considered to be vital. To get started, fill out the form on this page, or give us a call at (866) 385-3706. A network of records coordinators will serve as the liaisons between the records management staff and the departments in your organization. It contains and helps maintain the guidelines for how long certain records should be kept and the conditions in which they should be destroyed. If you don’t have a documented records management program in place for your organization, you should make establishing one a priority. This can be accomplished via a combination of vehicles: By now, you may be thinking, “This is a huge project.” Starting a records management program is not a one-time single project and then you are done. 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. ESTABLISHING THE PROGRAM To establish a successful records management program, several important tasks must be accomplished. Develop Written Policies and Procedures. Analyzing and assessing your records. 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). Before you put a new process in place, you should understand the … Scheduling the lifecycle of your records. It should include both paper and electronic information. 1. Select the title of the lesson. the development and communication of a successful records management program. Each lesson provides a certificate upon completion which can be downloaded. All their documents are scanned and indexed, making them easier to manage and find. Benefits of establishing and maintaining a records management program. From a high level, the steering committee will direct the program, set priorities for it, and assist in making decisions. Working Papers. No matter how you organize your records, an inventory can provide an overview that will help you manage these records in the future. Change Management Plans are developed to support a project to deliver a change. 2.5. It is critical to ensure that you are retaining and shredding the right documents at the right time, all handled by an employee with sufficient knowledge to do so. 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. The classification system categorizes records based on their functional use, while the retention schedule specifies how … An effective records management program has certain characteristics or attributes; The New York State Archives has identified seven such attributes of an 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. Document Management Systems (DMS) Services. 1. program helps an organization get the most out of its records. 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. During an inventory you will locate, identify, To succeed, our Records Management program needs continued commitment from all levels of the organization. Follow his posts or on Twitter @AllenPodraza. (NARS) Act 43 of 1996 are required to establish a records management programme in . This allows them to have access to their documents any time they need them, and still maintain hard-copy records for legal or regulatory purposes. Whether records will be kept in a centralized area, decentralized within work areas or a combination of both. 4. The Vital Records Disaster Management Team. This will assist in the event of discovery. Sending or receiving an email, creating a spreadsheet, database or document, or receiving a document from outside the organization all create records. Establishing an administrative structure. The policy should be endorsed at the highest decision-making level, publicized throughout your organization and made readily available to all staff. That person (or persons) is usually the expert in the records lifecycle and in how to maintain and protect privacy and data. 5. Secondly, an ongoing relationship between top/mid-level management and records management staff must be 3. It can be a complex process, and once the program is launched, it will regularly need to be worked, updated and grown. Determine what services will be done “in-house” and what services will be done by outside vendors and consultants. The inventory is the groundwork for which you will develop your program's records retention schedule in step four below. An integrated records management steering committee consisting of an executive program sponsor (senior vice president or chief executive officer who reports to the board) and key stakeholders from records management, legal, information technology, compliance and other key business groups, will meet regularly to provide program governance, strategic guidance and support. Accessibility, Indexing, and Storage. 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. 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. With the right program in place, your company will have a road-map that tracks and files all your records leading to a more efficient work environment. A contributing factor of a successful records management … Records retention and disposition procedures to include: how draft documents and working papers will be handled, who will be responsible for maintaining the official record copy and litigation hold procedures. 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. 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. Why Use An Online Document Management Marketplace? These statements will help you prioritize projects and develop an implementation plan based on the resources available. 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. Types of Records. A records inventory is the foundation of sound records management, and is often the first step in establishing a records management program. 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 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. Vital Records Control present the essential components of a records management audit as being: Retention schedule complies with up-to-date laws and regulations. Your organization will reap the many benefits of a records management program and will be glad it started one. The retention schedule provides your organization’s functional groups retention and disposition instructions for related records based on regulatory, legal and business requirements. This content originally appeared on the Allen Podraza's LinkedIn Posts. Verify and Analyze the Results. An effective records management. Record retention and management is the effective and systematic control of an organization’s records and important documents. The Vital Records Disaster Management Team will help prepare, implement and update the Vital Records Protection Plan. A good records management program is systematic. Implement records management compliance auditing. What steps of the process need to be managed. All staff, contractors and records coordinators need to be trained and know their records management responsibilities. 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. Develop RDAs. 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. By selecting the right team and ensuring you have well-defined processes and procedures, your records management will be a success. authority to oversee the records management functions of state and local government agencies. 2. Is it Time to Rethink Your Enterprise Software Strategy? Conduct an organization-wide inventory of the records in your office. 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. Although there are intermediary steps like offsite document storage that can increase workflow and productivity, developing and maintaining a complete records management program will have a size-able impact for your company. While conducting department interviews, you should also check for closets and any unoccupied offices that may be holding stored records. What Is the Lead-Time to Schedule a Service? • Establish ownership and accountability of records management program • Arrange for continuous training and communication throughout the organization • Project an image of good faith, responsiveness and consistency • Review, audit and improve program continuously These features must all exist as part of a compliant records management program. A records inventory identifies: 1. The vision statement describes where you want to see the records management program two or three years down the road and the mission statement describes the purpose of the program, services offered, whom the program serves and guides your program towards achieving its vision. Each record goes through a documented process that is easy for everyone in the company to follow. A solid backup plan will give you the peace of mind in knowing your data is recoverable in the case of any emergencies. 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. And contracts, budgets, bank statements, policy manuals, and meeting minutes are all things that can be considered records. While conducting the inventory, create a log of all repositories in your organization. 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. 3. Instructions on how to download the files. Basic Steps in Records Management Process. Maintaining a regular process update and audit procedure will ensure that you correct any problems as quickly as possible. 2.1. Deciding on a physical site for the records centre. Here are the 8 steps that we believe are the mainstays of a solid records management program. Records management ensures that valuable records evidencing an organization’s activities and that have legal, fiscal, administrative or historical value are protected and accessible while useless records are systematically destroyed. News reports of records management mishaps at several Fortune 500 companies should have you interested in implementing standardized records management practices within your organization. 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. There are many ways to create business records. Obtain senior management support for the establishment and continual management of a records management program. This is the foundation of every successful records management system. The 5 Steps to Starting a Records Management Program. What Types of Scanning Services are Available? The point of a record management program is to give users the ability to retrieve records. Establish a records management team to develop and implement a strategic plan for the program … An information management analyst from ITD Records Management will complete the records inventory with the agency records coordinator or employees appointed by the coordinator. Department document repositories could include network file shares, SharePoint, employee computers and file cabinets. The retention schedule should be tailored to your organization’s needs ensuring all records essential to your organization are retained only as long as needed based on documented research of legal, fiscal, administrative and historical requirements. Continuing Maintenance. The first step in developing a records management program within an agency is the preparation of a records inventory. Establish a records management team to develop and implement a strategic plan for the program … 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. 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 … Most Change Management Models provide a supporting process that can apply to your organization or personal growth. Change Management Processes include a sequence of steps or activities that move a change from inception to delivery. Keeping everyone on the same page with their records management eliminates any mistakes that can lead to inefficiency or loss of data. A records inventory will identify all the types of information your organization has to manage. 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