In A Records Management Program, what are the two most important factors?

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My company just published an article regarding what we believe are the two most important factors in a records management program. I would love it if you all would spend a few minutes and see if you think we are on the right track. Like you, our personal experiences have shaped what we feel should be the focus points, but I want to know if that is consistent with what you think. I would really appreciate your feedback-whether you agree or think we have missed something important.

Thank you so much!

Kina | In A Records Management Program, Consistency and Classification Are The Most Important

I’d love to have a read of that Erin but I’m struggling to navigate to that link. I’m getting a TLS error indicating the site is using out of date security ciphers. Do you have a copy of the material anywhere else or can you post it here? Think it will be interesting to see what the Users here think are the two key points. I suspect we may get some difference of opinion!

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Attric Limited
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I am in agreement with this discussion but why are we restricting it to “Records Management”? In this time and place we should be talking Information Management to cover off “records” no matter what the medium.

Classification and consistency are fundamentals upon which to build the remaining components of your “Program”. I equate this to the foundation upon which to build your “house”. If this is not well thought out, and accepted, the “house” will crumble and fall down around you.
My 2 cents…

I agree with Kit, although Records Management is an essential element of Information Management, a good records management programme should encompass the wider arena e.g. information creation is often an unrecognised area of concern, but if users don’t understand the long term use of this once it becomes a record, or the security of the location where information is being created, it can lead to problems later on.

So a key element of RM is placing it within the wider IG umbrella of an organisation, not seeing it as a stand-alone. Just my experience, as I fight one fire after another caused by this not being done!

Agree

I would agree that consistency and classification are two very important factors, but I would add a third — simplicity — from the end-users’ point of view. Erin you mention this in your write up, “It needs to be understandable by people otherwise it will not work. They won’t adopt it or they will use it inconsistently” — but you should call it out — consistency, classification, and simplicity. In other words, most user’s only care about completing their tasks that are necessary to “run the business.” So, they only want to know the slice of the file plan that deals with their functions and activities; and they don’t want to be a records persons. My two bits …

CDIC

I cannot thank you all enough for your feedback and honesty. I may call on you all to provide input on other things as well. Be sure to use me for the same if any of you need it.

Thanks again!
Erin

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Kina
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I my opinion your second point is most important:

“understand how information is being used in the processes” (and how you want to create insights from/leverage your Information).

Only afterwards start building your classification (your first Point), keeping in mind that a good classification can serve as an enabler for automation (your third Point ==> users have to participate as little as possible)

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AXA Switzerland
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An additional enhancement that I could suggest would be for organizations to soberly reconsider their Information Architecture and how that relates to records declaration. I freely admit to a very strong bias towards organizing Content aligned to ‘horizontal’ cross-departmental business functions versus legacy ‘vertical’ departmental hierarchies. Doing this can make records declaration quite a bit more automatable as it generally becomes more obvious where in the processes that make up the functions records typically get created (i.e. transitory becomes record). Just my 2 cents ;))

 

Erin, my thoughts are outlined at http://stratml.us/references/AIIM-BP-StratML.pdf & http://ambur.net/CaponeConsultancyMethod.pdf

See also https://en.wikipedia.org/wiki/Machine-Readable_Documents

I am in agreement with this discussion but why are we restricting it to “Records Management”? In this time and place we should be talking Information Management to cover off “records” no matter what the medium.
Classification and consistency are fundamentals upon which to build the remaining components of your “Program”. I equate this to the foundation upon which to build your “house”. If this is not well thought out, and accepted, the “house” will crumble and fall down around you.
My 2 cents…

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Gibson Energy
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I completely agree – and it is straight to the point and easy for people not in our industry to understand – which makes it easier to sell. Well done!

I think there are 3 key points: simplicity, classification and consistency. Once those decisions have been made, ensure you have the resources to maintain and follow-through.

Navy Federal Credit Union

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