Records and Information Audits

 

Why do you really need an audit? According to R.D. Behn, (2003), ‘Why measure performance? Different purposes require different measures’, Public Administration Review, 63:5, 586-606 “What gets measured gets done” is a famous adage of performance measurement. If you do not know the size of the problem then there is no way you can determine the resources needed to fix it. Audits should identify the risks, current costs, lack of internal controls, and work practices likely to lead to senior management embarrassment or help decide what could be done to streamline work processes and save costs. When is an audit needed? Usually it is required as the organisation is getting ready to implement a formal records management programme or is preparing for the implementation of new policies and procedures.  Or more likely, prior to adopting electronic solutions to records management problems. The main findings of the audit will determine the strengths/weaknesses of the current system and measure compliance with legislation. Experience has shown  that each organisation has different requirements hence tailor made solutions are required.

 

Business Continuity/Disaster Recovery

Has your company ever considered what would happen should for some reason either man made or natural, access to your building or information systems was not possible? Are your premises on a flood plain? Most  people would say, “great a few days off work!”. More likely it would mean job losses as recent  flooding, hurricanes and fire stories abound would prove that inadequate preparation to overcome that disaster would inevitably mean severe problems for any organisation. Discuss with IMC the possibilities of a review by contacting lpr@info-mgmt-consultants.com .

 

Records Management Strategies

A strategy is a long term plan of action designed to achieve a particular aim or set of goals. With records management it is the vision of how an organisation is to undertake the management of its records and how it will best reap the benefit of that management.

The best explanation of a strategy IMC have come across is as follows: “A business strategy is a set of guiding principles that, when communicated and adopted in the organization, generates a desired pattern of decision making. A strategy is therefore about how people throughout the organization should make decisions and allocate resources in order accomplish key objectives. A good strategy provides a clear roadmap, consisting of a set of guiding principles or rules, that defines the actions people in the business should take (and not take) and the things they should prioritize (and not prioritize) to achieve desired goals.” Michael Watkins Business Week September 27 2007

It is very important that you the records manager understands the goals and aims of your organisation are and to write a records management strategy which supports those aims as well achieving the legal responsibilities. IMC are skilled in the creation, development and provision of information, records and knowledge strategies.

Records and Information Management Policies

One definition of a policy is “ a high-level overall plan embracing the general goals and acceptable procedures...”

Once your organisation has decided on a records or information strategy, it will need policies developing to ensure the strategy will progress along known lines. Implementing a records or information management strategy is no small task with considerations involving hardware, software, information and more importantly people to incorporate. Help is at hand with IMC.

 

Training

IMC are currently developing records management training courses which can be be of any length and presented to any level of staff. If you have a training requirement, please contact IMC.