“While physical volume of records will continue to be reduced through greater and greater information packing density, the number of records grows faster than the rate of disposal, and the need for maintaining accuracy of information, effective indexing, correct retrievals, and application of retention scheduling does not diminish” (IMA).
The Information Management Associates finding is from 2008. It is still true today!
Why print and scan an email, document or workbook when you could save it into an Electronic/Enterprise Content Management (ECM) program with one or two clicks? If more than one group has copies of the same record set, why not digitize that record set? An ECM allows simultaneous use (no waiting time for a paper file to be copied) but also ensures the most up-to-date information, with current, searchable notes. This means less likelihood of miscommunication, lost updates and relying on outdated information. Another benefit: fewer redundant, obsolete or transitory (ROT) documents to search through.
How do you get there? Build on best practices!
Six Sigma, Lean, Time & Motion, TQM (total quality management), Green are all methodologies from manufacturing that can be applied to records management.
Re-engineer the process first, define and apply business rules, then implement the technology for success!
Ask managers what their teams need to get done in a day, week, month, quarter and year. Does the information gathered get appended through each cycle or is it started over and over because the source materials are difficult to find?
Watch, and listen, to the people who are actually getting the job done. What are the gaps in the current processes? How much rework is being done? Are there near-duplicates across departments where the only difference is the addition of notes from team members? How much time and money can be saved in hourly labor when team members can collaborate, share knowledge and remove redundant practices?
Why is managing your information important? It’s costly if you don’t!
If you don’t have a program in place and you’re found “grossly negligent” in a lawsuit or audit, your insurance company may not cover an imposed fine.
“Failure to adopt a compliant records retention and destruction protocol that permits cost effective access to relevant records and creates an audit trail subjects the non-compliant litigant to sanctions and constitutes spoliation.”
Get rid of the ROT!
Contact Western Integrated Systems today for a comprehensive assessment of your current document management practices. With a roadmap and budgetary estimates to protect your information, make you processes more complaint and move your business forward!