Five ways to make and keep records management a top priority

By: In: Corporate Information Responsibility On: Nov 21, 2014
Five ways to make and keep records management a top priority

Complacency is the enemy of effective records and information managment. Your goal should be to make the business case for records and information management, keep it a key focus area for your business and front of mind for senior management.. Here are five pointers to help you build thebusiness case for records and information management.

  1. Find a champion or advocate

If you don’t have a records and information steering committee, think about who you interact with frequently. Is it lawyers when you have a question about discovery? Perhaps it’s compliance professionls with questions about reports to regulatory agencies? Or it could be your IT colleagues asking for help to decrease storage costs or guarantee that private information is managed correctly. Perhaps sales or marketing managers have asked you how to access customer information to gain insight and achieve competitive advantage.

Reach out to the people in the functions you work closely with and form alliances. Your advocates may have greater access to your senior leadership and can petition for more of a voice, resources, money and involvement in the governance and management of your information.

  1. Create a Roadmap

Determine where you have the greatest exposure to legal risk, data breach, mismanagement of personal information, and other issues. You’ll be able to clearly prioritise which actions are the most important. Keep in mind that not all information is created equal. Depending on your business or industry, some information will have greater associated risk and value.

Create a roadmap in PowerPoint or Visio that shows, based on best and proven practice, what actions need to take place and in what order. Keep In mind they can overlap. Sometimes, a visual representation resonates more with senior leaders than a lengthy document.

  1. Express yourself

Make sure that you sell your programme and your own professional skills to different audiences in your organisation as often as you can. Unfortunately, the records and information management and its leaders are not always a priority for most business units. Do what you can to change the way people see what your do.

  1. Reach out to business units

There are many business units but only one records and information management programme. Work with people across the organisation to better understand their information concerns. Your goal is to help them know when to come to you – and when and where to look for programme-related guidance. They should actively pull information from you rather than you pushing all the time.

  1. Rethink records and information management and introduce information governance

Educate your organisation about information governance. Instead of focusing only on the risks related to information (getting rid of it too soon, keeping it too long and costs), introduce the concept of information as an asset that can be leveraged for competitive advantage.

Get more advice on building your business case  for records and information mangement.

 

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About the author

Sue Trombley

Sue Trombley, Managing Director of Thought Leadership at Iron Mountain, has more than 25 years of information governance consulting experience. Prior to her current role, Trombley led Iron Mountain’s Consulting group responsible for business development, managing a team of subject matter experts, and running large engagements. Trombley holds a Master’s degree in Library and Information Science and is an ARMA certified Information Government Professional. She sits on the AIIM International Board, the University of Texas at Austin of School of Information Advisory Council, and is VP of the Boston ARMA chapter. Sue is a frequent speaker at association events, a published author, and frequent blogger on industry trends and issues at http://blogs.ironmountain.co.uk/author/sue-trombley/ and at http://blogs.ironmountain.com/author/strombley/. sue.trombley@ironmountain.com