This week AENC members had the chance to hear from fellow member’s with DataChambers to discuss Records Management.
In the past few years the IRS has really scrutinized organizations on their records management, going as far as actually asking on the new 990 if the organization has a document retention policy. And even if you have a policy, are you really following it?
In addition, weather related disasters have also caused organizations to look inward and ask the question, “What would happen if our building were destroyed in a flood or tornado?” How would your organization rebuild if it lost everything?
There are many reasons to delve into records management. And whether it’s because you are running out of space or you are worried about losing those critical association documents, developing a process to manage the organizations records is crucial.
Some of the objectives for creating an effective records management program is to control cost by providing efficient access to information. Or, it’s a way to increase the value of the organization because you can easier leverage information. It’s also, as we mentioned with the IRS, a great way to mitigate risk. It can also enhance your organizations image and potential reduce litigation expenses. So, there are many great reasons why an organization should have an effective records management process in place.
The session gave a great process to go about developing a records management program and the complete presentation can be found here.
During the presentation, the speaker, Chris Kelly, COO, DataChambers, also discussed some the advantages and disadvantages of creating a records management program.
Chris also gave a sharp look at the future. He mentioned that while we are seeing an increase in digital records, printed paper is beginning to see a gradual decline. It’s not, however, going away anytime soon. And the thing about information, according to Chris, is that expectations continue to rise about getting information faster and there is a lot of pressure on organizations to keep that information private and confidential.
The session ended with some great access to additional information –
The Association of Records Mangers and Administrators
National Association of Information Destruction
Professional Records and Information Services – Professional Records and Information Services Management
Association of Information and Image Management