Let’s face it, most of us have too much stuff. We often struggle with how to manage it. Each day we create, receive, and use a never-ending stream of information in the form of documents, records, photos, emails, tweets, posts, blogs, video, and music, just to name of a few of the main culprits.
- Frustrated by wasting time searching, or recreating, documents that can’t be located;
- Uncertain about what needs to be kept and what can be disposed of;
- Losing documents and information in disasters, or when employees leave; or
- Concerned about information security.
If you answered “yes” to any of the above, then it’s time to Build Your Foundation. Control your information chaos before it takes you over completely. Be prepared for disasters before they happen.
In one year or less, you will understand the major records and information challenges faced by your organization, learn how to mitigate risks, and be able to devise strategic solutions. Plus, you’ll have all the tools you need to start getting your documents under control, emails included!
Sometimes you just know something isn’t working, even if you don’t know what it is. Before embarking on expensive, technological solutions, that may not even improve anything, invest in a Needs Assessment. It’s the perfect starting point to transform your chaos into clarity.
A Needs Assessment is a report that analyzes and evaluates your current Records & information Management (RIM) practices. Recommendations are derived from the findings, ensuring your challenges will be addressed directly. Everything is tied together in a final executive summary presentation, included with the report.
Typically, the report will include the following:
- High-level benchmarking against the Information Governance Maturity Model (from ARMA)
- SWOT Analysis (from a RIM-perspective)
- Evaluation of current RIM practices in the following areas:
- Electronic and Physical Document Management, including offsite and onsite storage
- Email Management
- Information Access
- Staffing & Governance
- Working Collaboratively & Sharing
- Privacy, Security, & Disaster Protection
Assessments are tailored to each organization’s specific needs resulting in variations with the list above.
The second part of the program will develop your customized Clean-Up Tool Kit, which can be used on both electronic and physical documents, in addition to any other recommendations you wish to act on.
The Clean-Up Tool Kit provides the documentation necessary to start purging, in a controlled and structured way that is compliant with applicable legislation. It accomplishes three key things:
- Eliminates confusion and uncertainty about what to toss and what to keep
- Forms the foundation of a compliant Records & Information Management (RIM) program
- Provides the necessary tools to perform legally defensible destructions
|RIM Policy (could also be an Information Governance, Records Retention, or Records Management Policy)
|Establishes the basic principles on how records and information should be governed and managed within your organization, and in accordance with applicable legislation
|Business Classification Scheme
|Provides the framework for all corporate information to be managed consistently in a standardized way
|Records Retention Schedule
|Identifies the company’s business records and determines the length of time to retain them, eliminating confusion and inconsistencies across the organization
|Core Procedure #1: Maintaining the Classification Scheme and Retention Schedule
|Documents the process by which changes are requested, approved, and incorporated into the BCS and RRS, includes a Change Request form
|Core Procedure #2: Using the Classification Scheme and Calculating Retention
|Provides instructions for employees to use the BCS and RRS
|Core Procedure #3: Transfer Records to Offsite Storage
|Standardizes the way in which documents are transferred to offsite storage, includes an Offsite Transfer form
|Core Procedure #4: Records Destruction
|Outlines the steps necessary to perform legally defensible destructions/deletions, including the Destruction Authorization form