Conduct an organization-wide inventory of the records in your office. Develop mission and vision statements in alignment with the strategic plan of your organization. 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. 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. 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. Develop RDAs. 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. Storing and Retrieving, and Numeric Management. Establish a records management team to develop and implement a strategic plan for the program and to provide a governance structure. It provides a clear directive from the senior executive to all staff about what is acceptable recordkeeping behaviour. Here are the 8 steps that we believe are the mainstays of a solid records management program. Establishing an administrative structure. News reports of records management mishaps at several Fortune 500 companies should have you interested in implementing standardized records management practices within 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. Most companies use several different systems to store and manage their records depending on the type of business that they’re in and the workflow of their office. 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.). Establish your organization’s records management policies and procedures. It is important to note that every piece of paper or email may not be worth keeping. Sending or receiving an email, creating a spreadsheet, database or document, or receiving a document from outside the organization all create records. 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. Vital Records Control present the essential components of a records management audit as being: Retention schedule complies with up-to-date laws and regulations. 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. At Record Nations, we can help you create a records management program to manage or store your records, convert to an document management system, or set you up with the proper professional records management company that works best for your business. What Is the Lead-Time to Schedule a Service? Evaluate Current Records System. The point of a record management program is to give users the ability to retrieve records. Select the title of the lesson. Implement a records management training program. Basic Steps in Records Management Process. 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. A records retention program provides for the review, retention and destruction of records received or created in the course of regular business activities. A records inventory identifies: 1. conformity with standards and codes of best practice in records management approved . The mission statement, of course, describes the purpose of the program, what it consists of and whom the program serves. 2. 2. The classification system categorizes records based on their functional use, while the retention schedule specifies how … What Types of Scanning Services are Available? 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. 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. Whether records will be kept in a centralized area, decentralized within work areas or a combination of both. Accessibility, Indexing, and Storage. A records retention program consists of a method for determining retention periods, a records retention schedule and retention policies and procedures. Step 1: Assign a team to handle records management. Who is going to manage each step of the process? 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). 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. 2.5. 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 Develop a classification and retention schedule. Establishing a Records Management Program. 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. 5. 2. the development and communication of a successful records management program. 1. Types of Records. 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. To be sure your vital paper records are secure, the first step is to define which records are considered to be vital. Training and communication among staff and departments. 3. 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. It can be a complex process, and once the program is launched, it will regularly need to be worked, updated and grown. 3. 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. An effective records management program has certain characteristics or attributes; The New York State Archives has identified seven such attributes of an At the beginning of any records management process is the creation of the record. This content originally appeared on the Allen Podraza's LinkedIn Posts. The inventory should be performed by the person within the agency/division most familiar with the records and the filing system. 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. Constructing or adapting a building for use as a records centre. Temporary Records. 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. Verify and Analyze the Results. Training your employees after implementation of your new records management plan is the next step. Deciding on a physical site for the records centre. The records management staff has responsibility for developing, implementing and maintaining the program. Instructions on how to download the files. A records inventory will identify all the types of information your organization has to manage. Continuing Maintenance. Organizations should establish a vital records disaster management team. 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 … During an inventory you will locate, identify, Establish a records management team to develop and implement a strategic plan for the program and to provide a governance structure. 2.4. 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. The Vital Records Disaster Management Team. Implement records management compliance auditing. 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. That person (or persons) is usually the expert in the records lifecycle and in how to maintain and protect privacy and data. The steering committee. Developing your records management policy will be dependent on your organization’s culture. Analyzing and assessing your records. If you don’t have a documented records management program in place for your organization, you should make establishing one a priority. To get started, fill out the form on this page, or give us a call at (866) 385-3706. Change Management Plans are developed to support a project to deliver a change. 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. Your legal counsel will be aware of all responsive systems and repositories. Before you put a new process in place, you should understand the scope of your project. 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. New employee, records coordinator, business unit/department training, Regular all-employee announcements related to records management policies and procedures, Best Legacy Data Modernization Practices for Business Transformation Success, Intelligent Automation Can Fast Track Digital Workflow Transformation for Enterprises, In the sprint towards digital transformation, don’t neglect your 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. 2. 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. The Records Management policy must be supported by documented processes and sets of procedures that govern its implementation. A records inventory is the foundation of sound records management, and is often the first step in establishing a records management program. Collecting information about records systems. All staff, contractors and records coordinators need to be trained and know their records management responsibilities. (NARS) Act 43 of 1996 are required to establish a records management programme in . A contributing factor of a successful records management … You can conduct the inventory via physical inventory, surveys, interviews or a combination of these methods. Is it Time to Rethink Your Enterprise Software Strategy? 5. Your organization will reap the many benefits of a records management program and will be glad it started one. All their documents are scanned and indexed, making them easier to manage and find. 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