It goes without saying that establishing an appropriate records management program is a great challenge for any business organization. It’s clear that it should be planned very carefully without missing essential details. All the organizations greatly benefit from consistent and well-maintained records. But at the same time very few organizations give their records management a priority status. The vast majority of organizations focus mainly on what takes their business forward. But they don’t spend enough time on maintaining, updating, creating their records.
As you know human beings are always notorious for being motivated when it’s urgently required to act. Of course we can try to eat properly, but at first we take action when we clearly realize that our clothes no longer fit us. We are able to study like we should when we are exposed to a strong fear. Unfortunately as usual people don’t do what they should do if there’s no an external motivation. I hope you’ve got a strong motivation to pursuer an appropriate records management policy. Now let me mention some factors for establishing a really successful records management policy.
It goes without saying that the key to an efficient records management program is a well balanced records management policy accompanied by regular records management processes. Certainly a clear policy establishes strict rules informing your staff what to manage, create and even destroy. This policy greatly helps record managers and various agencies letting them know when infringements have already occurred.
To my mind it’s recommended to realize that automation can’t be a true substitute for a policy. So if you are working from paper records, then in this case automation won’t be able to solve your problems. It’s simply impossible if your records management policy is still inadequate. In fact it doesn’t matter whether your records are on paper or stored electronically because the main thing is that there’s an evident need for compliance. A proper records management policy sets quite clear expectations for your records management. Moreover it also helps your employees to follow procedural expectations.
By the way many experienced analysts point out that just automating records management program usually results in automating the currently existing chaos. So if you fail to set up a clear plan for management, creation and purging of your data then there’s a probable risk of getting into trouble very quickly. In spite of the fact that many managers do their best to prove compliance but anyway their lack of a sound policy clearly demonstrates that they have failed to comply. It goes without saying that it spells an undesired trouble for many organizations. As you might have guessed this disaster could have been successfully avoided if they had established a sound policy from the very beginning. I hope your records management policy will be perfect.
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