How to build Company-Wide Information Management Policies

By: In: Information Management On: Feb 19, 2016
How to build Company-Wide Information Management Policies

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.

  1. 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.

  1. 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.

  1. 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.

  1. Develop Policies

Use what you learned about business priorities and policy gaps to pinpoint where to start making step-by-step progress.

  1. 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.

  1. 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.

  1. 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.

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About the author

Phil Greenwood

Phil Greenwood is Country Managing Director & Commercial Director at Iron Mountain responsible for delivering information and records management solutions into the UK's largest Public, Private and NHS customers. Phil directs and runs specialist sector teams aligned to the sector specific requirements of Iron Mountain's clients. These requirements demand innovative solutions that deliver compliance and governance as well as efficiency and cost cutting in order to transform business results and improve the way organisations use their information. Phil has over 10 years' experience working with UK and International records management. He is involved with the UK Information and Records Management Society. Phil has worked within service delivery and customer facing roles, as well as in general management roles within the outsourcing and information management industries. Legally qualified, Phil has also spent time as a fee earner within law firms and has a strong understanding of the way that information and services drive the core business of client organisations.