A body can’t very well manage without its head. The heart might be beating and the lungs may be pumping and the legs might still seem strong enough to run a marathon. But, without a head atop even the healthiest body, the whole thing will just fall down. And so it is with your business. Not to suggest that the head is, in this hypothetical, the leadership within your organisation. It is, rather more importantly, the information centre. The brains, the memory, the knowledge to move you forward. Your organisation will struggle to function without its information, and so, it is of the utmost importance that your information is well looked after.

It’s an increasingly cluttered world. The vast volumes of data created every working hour need to be managed and stored accurately to avoid an overwhelming “headache” of information. Poor data management can cost you severely. Perhaps the organisation’s equivalent of a brain haemorrhage, or severe injury meaning loss of cognitive function: an ineffective system means operational inefficiencies, lost opportunities and in the most extreme cases, susceptibility to regulatory litigation and issues of compliance. Furthermore, maintaining an ineffective system could mean that you are vulnerable to security breaches, jeopardising both your own business or that of your clients.

Consider this a reminder to have a check up. If your organisation is running with ineffective records management, it may be time to make some changes for the better.

 

Four Ways You Can Start to Makeover Your Organisations’ Records Management:

  1. Maintain a Holistic Point of View:
    1. Develop and strengthen the centre of information in your organisation. Maintaining a central focal point of information allows for flow-on programs that benefit the entire organisation. For this to work, both IT and business staff need to effectively embrace new policies.
  2. Know when your information presents as either Asset or Liability:
    1. Information Management leaders should set aside any pre-conceived notions that are bogged down by the conventional “engineering mind set”. Instead, their focus should shift to the tactics and techniques needed to assess both the value and risk of their organisation’s information.
  3. Look after your data:
    1. Maintaining an ‘Adaptive Information Infrastructure’ can be crucial to protecting your information. This program allows you, essentially, to keep your finger on the pulse. You can be across all your information throughout the organisation, know where, how and in what form it’s been produced, stored or if any changes occur.
  4. Review new conduits for your information infrastructure:
    1. Your organisation is now able to access a multitude of options, for example, cloud computing. It’s important to make the most of these options to maximise your ability to implement new facilities and policies quickly and with minimal cost.

 

Implementing a new Records Management Plan? Keep these pointers in mind!  

  • Cost Savings
    • According to IDC research, an organisation maintaining inefficient records management could be losing up to $14,000 per year, per worker in productivity costs. These costs are primarily related to information retrieval.
  • Compliance
    • When it comes to information management and storage, compliance is a non-negotiable necessity. By maintaining policies that comply with state, federal and industry-level regulations, your organisation will be safeguarded against legal risk and unwanted costs.
  • Efficiency
    • In order to boost operational efficiency, you need a sound information distribution and access plan. It is essential for your organisation’s reputation to be able to respond both quickly and accurately to client requests of access or retrieval.

 

With those key pointers at the front of your mind, it is time for action. The following instructions, or, guidelines if you will, represent the first steps you’ll need to take to implement an effective records management plan:

  • Get rid of any unnecessary information. Clearing out any information that is no longer needed by your organisation will minimise your storage costs and lessen the risk of any breach of information.
  • Improve accessibility and availability. This will save you the cost of locating information or, if the need arises, recreating misplaced information.
  • Implement a tiered storage process to reduce your average storage cost.
  • Control your volumes. Cutting down the clutter of both paper and electronic records will naturally lend itself towards increased efficiency.
  • Apply effective policies. Policies, communicated thoroughly throughout your organisation, determine your retention and access to information and should be built for flexible use and to guarantee your records management program looks after itself moving forward.

 

If you’ve diagnosed yourself with a bad case of poorly managed information, it may be time to implement some important changes. You can improve your efficiency and ability to function by addressing these key, central issues. ZircoDATA can help you assess where you’re at and help you get to where you need to be.