There is much more to being a successful Records Manager than meets the eye. Unfortunately, many organizations tend to dismiss Records Managers as “glorified librarians,” a sentiment that Steve Weissman strongly opposes.
According to Steve Weissman, a four year President of the AIIM New England Chapter, Records Managers are the linchpin of successful information governance. In a recent blog article, Mr. Weissman detailed 8 important things that a Records Manager must know in order to provide quality information governance.
Collaborate: You can’t have a successful governance plan without it being a collaborative exercise. Successful information governance requires that rules are followed and enforced.
Maintain Control: While collaboration is important, you should also ensure that control over your governance is maintained. Leadership roles should be predetermined and not evolve out of necessity.
Manage Excitement: There are few people who will be thrilled over the protections or benefits you will find in great information governance. Make sure you manage your expectations and the interest of others.
Not Just Paper: Paper does not make a record. In fact, the medium in which data is held is irrelevant. Instead, the content of a record is what determines its value, and in turn its worthiness of information governance.
Use Electronic Documents: Using electronic tools, such as an ECM system, will help you better manage your records.
Move it or Lose It: Magnetic media, such as hard disks or backup tapes, tend to degrade over time and will eventually become unreadable. If your data cannot be migrated, it will not stand up in a legal discovery. If you can’t move it, it might be time to lose it.
Destroy: Record destruction is extraordinarily important, especially when discussing a strong information governance program. In addition to potential legal liabilities, keeping everything will only add to the burdens of information governance.
Record Record Destruction: If you are going to destroy your records, you should record the details. This includes keeping a complete audit trail including the date, time, and means by which records were destroyed.