Success in records and information management takes planning, organisation and a strategy for taking control of your physical and digital records. In our last post, we looked at why it is so important to develop effective information management policies. Here we examine seven steps your organisation can take towards a universal adoption of its policies.
- Create an Information Governance Board or Committee
The buy-in of senior leadership gives traction to your plans for policy adoption. Your board may not wake up in the morning with information policy as their first thought, but they are concerned with serving and retaining customers as well as balancing costs and revenue.
- Know Your Wider Business Goals and Priorities
The key to successful change is ensuring that your ideas and aims are linked to shared priorities. It’s not just about information responsibility – information is an asset and a resource, as well.
- Assess Policies
Your policy assessment should examine your technologies (including mobile and social), processes and work flows, procedures, resources and education. By identifying gaps, you’ll be able to determine what prevents policies from being adopted.
- Develop Policies
Use what you learned about business priorities and policy gaps to pinpoint where to start making step-by-step progress.
- Plan for Implementation
In order for change to succeed, you should consider the mindsets and priorities of the people you’re asking to adopt your policies. Make them easy to adopt, and ask your business leaders to act as examples and champions. Policies should be clear, applicable and straightforward.
- Communicate and Educate
It’s not enough to tell people what to do. You should also engage them with your aims and ideas. Develop a plan that uses different channels to get your guidelines and processes across. Training can take different forms, including eLearning. Schedule time to answer questions and take suggestions.
- Measure Your Progress
Your plan should include milestones and a detailed approach to measuring how well your policies are being adopted. Consider including analytics connected to secure disposition of documents or files transferred to off-site storage facilities. You can also set up measures for attending training and surveys to get a clearer idea if people are adapting to your policies.
Done well, a clear information policy helps your organisation limit information risk, manage costs and lay the foundation for successful data analytics.
Learn how to successfully balance information risk and information value. Download the free PDF.