8 Tools for Getting Corporate Buy-In on Your Records Management Program

8 Tools for Getting Corporate Buy-In on Your Records Management Program

• 1.
  8 RM Toolsfor Getting Corporate Buy-in on Your Records Management Program
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  Successfully developing anyrecords management program requires buy-in from all levels of the organization.
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  These 8 toolswill help you get what you need to develop your RM program – whether it is:  Annual budget dollars to continue offering resources and service levels  Additional resource investment to expand service levels, program offerings and staffing complement  Active input and participation from business units in records management initiatives  Formal executive endorsement of RM policies, tools and initiatives
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  Legal Compliance What areyour organization’s compliance objectives? Present the RM tools used to keep your company in compliance with legal requirements, such as a records retention schedule. Tool #1
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  Tool #2 PrivacyLegislation Records management improves an organization’s ability to comply with privacy legislation.
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  Tool #3 AuditFindings It is typical for audit reports to list “improved records retention” and “information retrieval” as gaps to be addressed at the corporate level.
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  Read all informationavailable on past audits and look for opportunities to improve your company’s compliance position and overall business efficiencies.
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  Tool #4 Return-on-Investment RecordsManagement can improve your company’s bottom line in several ways. Show how your program will save more money that it costs to develop and run.
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  A well-designed and up-to-dateRM program helps an organization avoid legal sanctions and fines by remaining in compliance using a records retention schedule.
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  You can alsoreduce office space and real estate costs for your organization by: • Purging non-record material and records scheduled for destruction; • Moving inactive records to offsite storage; and • Replacing outdated equipment & supplies with lateral filing, end tab folders and high-density mobile shelving.
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  Tool #5 RMCommittee Develop an RM committee to provide a direct channel into other departments – Improve compliance and other RM functions in their departments – Show them what records management has to offer and gain supporters for your department!
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  Tool #6 Lunch& Learn Take the message of records management to the people! Host lunch-n-learns for staff in other departments, explaining RM’s role in compliance, space management, cost savings and other best practices.
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  Tool #7 Communication Providesenior managers and frontline staff regular reminders of your RM program and its role in managing risk, optimizing cost and supporting business through a newsletter or regular emails.
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  Tool #8 Universal Records Management Getinvolved in professional associations within the field of records management (ARMA, AIIM, etc.) and be in a better position to show the potential of your program for adding value.
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  The key forRM professionals is to take the message of records management’s value proposition to the people. Employ these 8 tools and you’ll easily prove to your organization the value of your RM program. For more records management resources, visit www.tab.com.