You hear it all the time: We live in the information age. But are you ensuring that your information is monitored the way it should be? Establishing a records management enforcement policy is vital to the overall success of your organization. But it’s not enough just to implement proper policies and procedures — you also need to monitor employee adherence to the established records management plan.
71% of respondents to a compliance benchmark survey said that they have an incomplete approach to the preservation of electronic records under the control of end users. It’s essential that your RIM policy encompasses all types of data, from electronic to physical records. Clear expectations that are specific to a variety of data types can improve understanding.
Additionally, your policy should outline the basic requirements for implementing and adhering to the records management enforcement policy. The records management plan should not be excessively long or overly detailed. Not only will people ignore and disregard too many stipulations, but few people within the organization will understand the complex regulations.
As with any effective strategy, management oversight needs to be a priority and employee responsibilities should be assigned accordingly. The organization and its executives need to lead by example and demonstrate how important the records management enforcement policy is to the success and security of the organization. If staff are aware of their individual expectations and the expectations of the enterprise as a whole, they can comply.
Your records management strategy may be thorough, but it’s still necessary to implement the proper safeguards. Sensitive records should be identified and labeled, and access to these records should be highly secured and regulated. With frequent monitoring, your organization can ensure that there are no weaknesses in your security measures or lapses by individual employees.
Every organization needs to establish an effective records management program. Define expectations both for the business and for individual employees. When implementing policies, train staff to carry out and prioritize related tasks.