Records management is a never ending process. It helps to have a clear policy and effective tools that integrate with each other, both within each department that holds records and even across the enterprise. Consider your existing policies before you begin, and rectify weaknesses or inconsistencies so you understand your needs completely before choosing a solution provider.">All organizations benefit from consistent, thorough, and well-maintained records, but records management is rarely given priority status. Most organizations focus on "the next thing" that will take their business forward, without spending enough time on creating, completing, updating, maintaining, protecting, and even purging or destroying their records at the appropriate times. Humans are notorious for being motivated when there is a sense of urgency to act. Many of us can identify with the need to diet or eat properly, but we first take action when we realize in a panic that our clothes no longer fit. We study like we should when there is a fear we might not get into the college of our choice, or might have to repeat a class. Unfortunately, few people do what they should do without an external motivation. Regulatory compliance, and the fear of litigation that accompanies it, have provided the necessity for records management to move up the organizational priority list for many businesses. Factors for establishing a successful policy are outlined below, along with software considerations to make implementation easier. The key to a successful records management program is a well thought-out records management policy that is accompanied by consistent records management processes. A clear policy establishes rules that inform staff what to create, manage, purge, and destroy, and helps record managers, as well as the agencies with whose rules they must comply, to know when infringements have occurred. It is imperative to keep in mind, however, that automation is not a substitute for a policy. If you are still working from paper records, automation will not solve your problems, nor will it improve upon the inherent weaknesses in the policy. The need for compliance is true whether records are stored electronically or are still on paper. A sound policy sets clear expectations for records management, and helps staff to follow procedural expectations consistently. Records management is a never ending process. It helps to have a clear policy and effective tools that integrate with each other, both within each department that holds records and even across the enterprise. Consider your existing policies before you begin, and rectify weaknesses or inconsistencies so you understand your needs completely before choosing a solution provider.
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