Why Planning Matters in Records Management
As the amount of content that companies create and are required to maintain continues increasing at a rapid pace, so too does the importance of managing that information effectively. Does your company know how it will manage information long-term? You should.
Be prepared to maintain it
The saying “early and often” doesn’t just apply (jokingly) to voting – it also applies (quite seriously) to records management. As in: plan early and then review and update those plans often. We talk about the importance of records management plans a lot on this blog, and there’s a reason for that: it’s because a robust and current records management plan is the foundation for how your company manages information.
Knowing what content you have, the length of time and the manner in which you are required to maintain it, and how and when to destroy it, are all critical elements. So is understanding the ways in which the amount and types of information you have may grow in the future. A comprehensive records management plan allows you to assess your current content and determine the best way to handle it now – and in the future. A truly effective records management plan is reassessed often and offers the flexibility to make adjustments as needed.
Be prepared to use it
We can’t possibly know today all the ways in which we’ll be able to use information tomorrow. That’s why it’s crucial that you position your company to take advantage of new and innovative technology as it becomes available. Digital records management already allows companies to optimize operations through the use of automated workflows and intelligent forms, and benefit from advanced reporting and analytics. Transitioning wholly or even partly to digital information management helps ensure that your company is ready to adapt to and implement new ways of using information.