How to Create an Effective Records Information Management Program

Posted on September 27, 2016

Having an effective records information management program (RIM) in place is vital for any organization. Many business owners, however, often underestimate and/or misunderstand just how important it can be for their companies. Failing to develop a successful RIM strategy can lead to fines, lawsuits, and missed opportunities. Here are some helpful tips on how to start your own records information management program.  

Develop a Clear Outcome for Your effective Records Information Management Program

For starters, you will need to gain some insight as to where you are now. You can’t put a thorough file management plan together if you don’t know where to begin. Understanding your business’ strengths and weaknesses will help point you in the right direction.

When you’re ready, you’ll want to develop a clear vision of what your records management program outcome will eventually look like. Getting from point A to point B is going to be a challenge, especially if you haven’t got a clue what the end results will look like. Also, make sure to break down the process into easy, manageable steps. That way, you won’t feel overwhelmed and throw in the towel.

Assess Your RIM Resources

Once you know where you are going, it’s time to assess the type of resources you’ll need to get there. There are several factors to consider when creating your effective records management program, including people, cost, space, infrastructure, and know-how, as well as which services will be done “in-house” and which services will be outsourced. What’s the point in developing a plan if you don’t have or can’t get the proper resources? That said, even if you have limited resources, you can still have an effective RIM program, as long as you use what you have wisely.

Create a Records Storage Plan

Then, you’ll need to plan. The more you prepare, the better equipped you’ll be for what’s around the corner. The last thing any business owner wants to do is unnecessarily burn through precious resources and valuable company time. Make sure you do a complete records inventory to able to identify what information your organization has to manage, including all physical and electronic data. Create a prioritized list of items and services you’ll need, and then start moving forward on your document file management program.

Having an effective records information management program requires time, planning, and persistence to see it through. And with so much riding on the success of your plan, it is always a good idea to get help from an offsite records storage provider. They have the skill, infrastructure, and proper systems in place to ensure the utmost security for all your critical information.  

For information on how we can help turn your vision of an effective records information management program into a reality, contact us today!