It contains and helps maintain the guidelines for how long certain records should be kept and the conditions in which they should be destroyed. This outlined schedule will help eliminate the risk of older documents causing legal problems and will cut costs by reducing storage needs of old and unneeded documents.
Some companies prefer a document management system and a cloud storage service, eliminating the need to store paper files. All their documents are scanned and indexed, making them easier to manage and find.
Other companies prefer to utilize a hard-copy storage system through a records management company and secure off-site records storage to manage their papers. This allows them to have access to their documents any time they need them, and still maintain hard-copy records for legal or regulatory purposes. By creating a thorough procedure for your new records management plan, you can verify that the proper steps are taken in the future and can distribute this knowledge throughout the workplace.
Keeping everyone on the same page with their records management eliminates any mistakes that can lead to inefficiency or loss of data. Research information integration requirements for existing sys- tems, for example, by compiling a list of the existing information systems that may affect the need for and use of records.
Any requirement for integration between these existing systems and the Records Management Program is identified. Staff, space, equipment, and materials are necessary to implement a Records Management Program.
Management cannot establish a firm budget on the Program level until it develops the individual Records Systems comprising the Program. However, management is able to define the type of resources that will be required and to allocate start- up Program funding. The current and projected space availability directly influences the types of Records Systems that can be developed and how quickly they can be implemented.
Supplies such as folders and labels are often used. The choice of records management equipment and materials is very much dependent 1 d. It is based on the information gathering and decision making that occurred during the Program Planning process.
The most effective Program Execution Plan also includes details on the Program's goals and priorities, general policy guidelines and require- ments. These components of the plan provide a framework for developing each Records System. Management prioritizes the Rec- ords Systems to be developed, based on resource availability and the overall priorities of the waste management program.
W hat Is the Focus of Program Execution? The primary focus of the Program Execution activity is the creation and management of the individual Records Systems included in the Program. All five phases of a Records System's life cycle occur during the Execution of the Program. Directive Evaluation and Archiving Make the Records System fully available to the users and evaluate it. Many of the tasks associated with each phase can be successfully carried out using contractor support.
Contractor activities should be evaluated against the overall goals, budget, and schedule of the Program Execution Plan. H ow is a Records System Initiated? And it will result in defining the scope of the program and the development of a high-level program charter. This assessment has a number of goals and purposes. First, the assessment allows the project team to understand what the organization looks like in terms of its functional structure. This might be provided in the form of an organizational chart, or the assessment could result in the output of an organizational chart.
Next, it attempts to determine how the organization actually works. Often, organization charts are either out-of-date or do not reflect the reality of how work gets done. The assessment seeks to determine which roles and groups perform which tasks and processes. It results in a requirements document that can be used as the basis for designing the records system. This document will be based on a number of sources depending on the organization and the approach it takes to develop its requirements definition.
Some of these will be records repositories, but many of them will be line of business applications which may create records but not manage them effectively. The assessment looks to determine whether records are being captured correctly, and if not, what needs to happen to ensure that they are. Non-compliant data disposition. Often, data and other records are disposed of without consideration of potential consequences, sometimes as a way to avoid maintenance costs.
This can present create legal or regulatory exposure and the potential for significant fines and other penalties. Get in touch. Latest news from DeloitteRiskFin Sharing insights, events, research, and more. Join the conversation. Did you find this useful? Yes No. Five questions about books and records compliance A conversation with Bart Siegel and Paul Yackinous. Global information governance case study Cross-border records management the hard[copy] way.
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