Have you developed a new Records and Information Management (RIM) policy to tackle the ever-increasing volume of your organisation’s data? Is it effective? Securely in place? Working for you?
If yes, great. But can you be sure that your brand spanking new policy adequately matches your old data? Both stored and archived?
Committing time and resources to organise old, haphazardly stored data is vital in making sure all data is kept in an orderly fashion, ensuring it effortlessly matches your new RIM policy.
Five Reasons to Transform Your Old Data
- Without proper management, older, dated records can get lost in the ever-increasing volume of new data, no matter how important they might be. Over time, old data is pushed aside to make room for the new and oftentimes is forgotten. This negligence coupled with a lack of proper systematic preservation can easily lead to the destruction or loss of critical data.
- Maintaining an outdated RIM policy for older data can be burdensome and expensive. It’s much more cost effective to integrate old data to ensure it is compatible with your most up-to-date RIM policy.
- Neglecting old data could put your organisation’s regulatory compliance at risk. The information kept by certain organisations, particular those in the healthcare industry, are considered to be confidential according to the HIPAA. With regulations constantly changing within certain industries, it’s imperative to ensure even your older records comply to the latest standards.
- Maintaining ineffective RIM policies could make you vulnerable to data breaches. The Ponemon Institute estimates a data breach could be an average cost of 5.5 million. You could be vulnerable not only to loss and a damaged reputation but huge costs.
- If you can’t access data, you can’t make it a part of any data recovery efforts. There may be times when your organisation needs to access specific data for reference or management purposes however if this data cannot be traced, it may as well be lost. At this point, all disaster recovery efforts will be null and void.
When it comes to “data migration”, there are some key points your organisation may need to consider:
- Develop a single RIM policy for all types of information, both physical and electronic. Maintain this policy consistently throughout your organisation, set realistic and achievable time goals and make sure they are met.
- Know the relevant laws. Make sure you have a clear understanding of pertinent industry regulations while staying across any changes.
- Organise your data. When you need it, the last thing you want is to waste hours and dollars trying to locate data that has been poorly stored.
- Set and enforce data destruction and retention schedules in your organisation. The retention schedule will help you identify crucial information that needs to be kept while helping you separate and remove data that is ready for destruction.
- Explore the benefits of secure document destruction. Keep track of document destruction processes to have confidence knowing your most sensitive information has been destroyed in the most secure manner.
- Index all your documents. When your data is organised, it is much easier to locate whatever you need. This is especially important when responding to customer or client needs in an impressively timely manner.
Finally, transform your outdated policy and incorporate your processes in to a new, effective RIM policy. ZircoDATA can help pave the path between your older systems and the new policies you wish to implement. The process should be smooth and seamlessly connected, working to save you time and money.