Download Records Management Consulting Best Practices

In the words of Jeff Bezos, founder of Amazon and noted strategist, "If you build a great experience, customers tell each other about that. Word of mouth is very powerful." In his succinct wisdom, Bezos brings to light the need to manage a rapidly evolving digital landscape marked by dynamic customer behaviors and interactions, information surges, along with statutory compliance and competitive pressures.

Companies thrive on their ability to access and interpret data. A type of information that often gets overlooked is Records. Deloitte reports that 96% of information within businesses is unstructured - it exists in varied formats, locations, and systems. This chaotic landscape of information increases the need for effective Records Management.

In essence, Records Management involves the organization's control of its information throughout its lifecycle. From the moment information is conceived until its final disposition – through deletion or permanent preservation, it involves every aspect of information handling. It can be asserted that its benefits extend to areas of Strategic Planning, Operation Excellence, and Risk Management of any business.

Key Principles in Effective Records Management

Establishing an efficient system for Records Management is no light task, and requires stringent adherence to certain key principles:

• Accountability: A clear line of responsibility should be defined within the organization for efficient and legal handling of records.
• Transparency: Procedures and policies should be documented in an understandable format and should be accessible to all employees.
• Compliance: Records Management programs should comply with relevant laws and other regulations, including statutory, regulatory, and procedural rules.
• Integrity: A sound Records Management system should be robust enough to ensure the authenticity and reliability of records.
• Protection: Records should be protected and stored properly, ensuring that they are accessible only to authorized individuals.
• Efficiency: Records Management systems should allow timely, efficient, and accurate retrieval and disposal of records.

Records Management and the Digital Ecosystem

With Digital Transformation taking over 70% of all strategic agendas across Fortune 500 companies, according to PwC, Records Management is no different. The transformation from mere data hoarding to a strategic Records Management approach requires not just technological solutions but, as Gartner puts it, a fusion of 'people, processes and technology'.

Accenture reports that developing a strategic Records Management system is a high-impact, low-risk strategy to create significant business value by increasing operational efficiency, facilitating compliance, and reducing costs. Therefore, adopting a comprehensive Records Management strategy is no longer a choice but, indeed, a business imperative in today's digital age.

The importance of Records Management extends beyond its conventionally known benefits, forming a strategic bridge between knowledge management and information governance, assisting in Strategy Development, Change Management, and overall Business Transformation. Therefore, as decision-makers in the world's leading organizations, it becomes our prerogative to drive this Records Management revolution with the intelligence and strategic prowess that has always set us apart.