What Is ‘Records Management’? Part 2

Any records management program, if it is going to be successful, looks at three basic questions:

1. What are you doing?
2. What does it cost?
3. Is it working?

The answers to these three simple questions are as varied as the companies that answer them. This is because every organization has different needs. These needs are based on three basic variables:

1. What does the company do? (What is its core competency?)
2. What technologies are available to the company?
3. Who works at the company?

The first two questions are easy enough to answer. It’s the third question that causes the most variance between even like companies in the same industry. For example, one accounting firm may keep all of their hardcopy records for seven years, though they may be operating within the regulations of their industry if they destroy these records after only three years. This would be a function of the decisions of people who work at the firm. A firm across town may decide they will keep hardcopies for only three years, and then scan them and destroy the hardcopies. This process relies more on technology to maintain the record electronically, whereas the other process relies on the paper itself. Is either one wrong? No, not necessarily. These two different processes that employ different technologies are functions of people making decisions that they feel are in the best interest of the organization and their clients.

Records management applies a process of assessment whereby the best solutions are applied to the current organizational conditions while keeping the future of the organization in sharp focus. This assessment process is designed to ask all of the relevant questions about a company’s current practices, find out what the goals of the company are, discover reasons for doing things the way they are doing them, and then planning and implementing a pathway that enables the company to maximally leverage its resources (money, people, technologies) to the greatest benefit of the company and its clients.

To find out more: www.MorganRecordsManagement.com



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