As the regulations surrounding records management continue to tighten (with pricey consequences for non-compliance), it can be overwhelming to figure out a way to properly store and maintain your company’s records. Professionals are able to simplify the complications of these regulations by designing a records management system that is organized, flexible, and can adapt and adhere to any new regulations. Here are some best practices to help you implement a compliant records management system in your organization.
Identify Categories for Document Retention
Taking the time to identify all the different categories in which your records will be placed is a crucial starting point. This begins with identifying the different file types that will be archived. One thing to keep in mind is the individuals that may need access to certain files at certain times. If you start with researching the types of records that are frequently requested by your employees, you will have a better sense of which files belong in your records and how they should be categorized.
Digitize!
The rapidly growing field of Enterprise Content Management (ECM) is tightly linked with the more traditional field of records management, a field that is arguably the foundation on which ECM has been built. This is where the worlds of records management and ECM overlap. With concepts like Information Architecture, and platforms such as SharePoint, the current age of ECM offers businesses a wealth of user-friendly, accessible services for compliant records management. By properly digitizing and indexing your records, you are allowing your records to be more accessible for your employees and to be more flexible for compliance with future regulations.
Establish Policy and Protocol While Governing Records
Establishing a universal records management policy is a crucial step toward ensuring compliance. See this as simply proof of your business’ and your employees’ accountability. With clearly defined policies, procedures, and roles surrounding compliant records management, you will ensure your entire business remains on the same page and, in the event of an audit, you can calmly and confidently answer any questions that come your way.
Be Aware of Lifecycles
It can be stressful to think about destroying a document that you may need as proof in the future. All documents have a lifecycle, and most records become redundant after a certain period of time. Failing to adequately destroy the redundancies in your files will only create more confusion and white noise in your records management systems.
With ever-tightening regulations, you can lean on an experienced team like Elantis to guide your records management system implementation and to–most importantly–help ensure compliance. Reach out to us today to see how we can support you.
