Learn some strategies to involve and collaborate with your staff, customers, suppliers, auditors, and regulators in your records management process and policy.

Ensure that a documented workflow is finalized, digestable and easy to obtain by multiple stakeholders. Review annually and ensure stakeholders are included for any updates and edits.

What are some strategies for records management that include all stakeholders?

Records management is a vital function in any office that handles information, documents, and data. It involves creating, organizing, storing, retrieving, and disposing of records in a way that meets legal, regulatory, and operational requirements. However, records management is not a one-person job. It requires the involvement and collaboration of all stakeholders, such as employees, managers, customers, suppliers, auditors, and regulators. In this article, we will explore some strategies for records management that include all stakeholders and help you improve your efficiency, compliance, and security.

Key takeaways from this article

Establish a clear policy:

Create a comprehensive records management policy that outlines roles, responsibilities, and procedures. Share this policy with all stakeholders to ensure consistency and compliance across your organization.### *Ongoing staff training:Regularly train your staff on how to handle records effectively, from creation to disposal. This continuous education ensures everyone is up-to-date and proficient in managing records securely and efficiently.

This summary is powered by AI and these experts

1 Define your records management policy

The first step to include all stakeholders in records management is to define your records management policy. This is a document that outlines the purpose, scope, roles, responsibilities, and procedures of records management in your office. It should also specify the types of records you need to create and keep, the retention periods and schedules, the storage methods and locations, the access and security controls, and the disposal and destruction methods. Your records management policy should be aligned with your organizational goals, legal obligations, and industry standards. It should also be communicated and distributed to all stakeholders, so they understand what is expected of them and how to follow the policy.

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Lyndsey Wurst, CEDS
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Ensure that a documented workflow is finalized, digestable and easy to obtain by multiple stakeholders. Review annually and ensure stakeholders are included for any updates and edits.

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HR Soniya Kaur 🧿

12K Followers Senior Human Resource at Cords Cable Industries Ltd | Ex- Rallison 👩💼 Recruitment Specialist 🌟 | Influencer 🎤 | Explorer 🌏🏃 |
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Establish clear roles and responsibilities for each stakeholder. Provide comprehensive training on records management practices. Foster open communication channels for feedback and collaboration. Implement regular reviews and updates to ensure alignment with stakeholder needs.

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Tanica Markland Heath

Records Management|Virtual Assistant|Human Resource Management
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When developing the policy or conducting updates and reviews it is good to have a RIM Committee in place that is made up of individuals representing the different aspects of the organization who can best provide insight on their activities and needs to ensure that the policy just meets legal requirements but also helps to drive organizational goals

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Renee Wisniewski

Records Management
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Train your staff so they understand what is expected of them on the records process. Offer them training materials to get them started

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2 Train and educate your staff

The next step to include all stakeholders in records management is to train and educate your staff. Your staff are the ones who create, use, and handle records on a daily basis, so they need to have the skills and knowledge to do so effectively and correctly. You should provide regular and ongoing training and education to your staff on records management topics, such as how to identify and classify records, how to use the records management system and tools, how to store and retrieve records, how to protect and secure records, and how to dispose and destroy records. You should also monitor and evaluate your staff's performance and compliance with the records management policy and provide feedback and support.

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Matthew Birnbach, PMP

Command Records, Information, and eDiscovery Manager at NORAD and USNORTHCOM
(edited)
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Training, with a good File Plan, is probably the most important part of a solid Records Management Program. Having the best software, the most comprehensive AI, the best Records Professionals in the world will only get you so far if your end users dodge your controls or don't know how to engange in meaningful RM. I like to create training based on roles: supervisors, program managers, executives, etc. By creating training that is both sufficientl focused on the real world requirements each group will need, I find the training provides greater value to everyone involved - myself included - and the discourse can teach me a lot about areas I'm otherwise not an expert in.

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3 Engage and consult your customers

The third step to include all stakeholders in records management is to engage and consult your customers. Your customers are the ones who need and use your records to make decisions, solve problems, or complete tasks. They may be internal or external customers, such as other departments, partners, or clients. You should engage and consult your customers on records management issues, such as what records they need and expect from you, how they prefer to receive and access records, what quality and accuracy standards they require, and what feedback and suggestions they have. You should also ensure that your records management policy and practices meet your customers' needs and expectations and enhance your customer service and satisfaction.

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Tanica Markland Heath

Records Management|Virtual Assistant|Human Resource Management
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Consultation with stakeholders is critical in helping to manage the life cycle of the records. In this way you will better understand how long each record is relevant and useful for meeting the needs of the stakeholders while managing space, accessibility and customer satisfaction.

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4 Collaborate and coordinate with your suppliers

The fourth step to include all stakeholders in records management is to collaborate and coordinate with your suppliers. Your suppliers are the ones who provide you with records or services related to records management, such as software vendors, hardware vendors, cloud providers, or outsourcing firms. You should collaborate and coordinate with your suppliers on records management matters, such as what records they deliver or receive from you, how they ensure the quality and security of records, what service level agreements and contracts they have with you, and what issues and risks they face or pose. You should also ensure that your records management policy and practices are compatible and consistent with your suppliers' standards and systems and that you have clear and transparent communication and reporting with them.

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Matthew Birnbach, PMP

Command Records, Information, and eDiscovery Manager at NORAD and USNORTHCOM
(edited)
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The Federal RM has been through a chaotic series of RM changes over the past decade and as I've transitioned through software, I find that spending time with software reps is invaluable. As a Command Records Manager, I have to know the software and its various use cases like the back of my hand and I need to be able to provide immediate support. Having a good relationship with software vendors helps to minimize downtime and ensure we receive the highest level of service for our dollar.

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5 Comply and report to your auditors and regulators

The fifth step to include all stakeholders in records management is to comply and report to your auditors and regulators. Your auditors and regulators are the ones who verify and monitor your records management compliance with laws, regulations, and policies, such as tax authorities, industry associations, or accreditation bodies. You should comply and report to your auditors and regulators on records management aspects, such as what records you keep and for how long, how you store and protect records, how you dispose and destroy records, and what evidence and documentation you have. You should also ensure that your records management policy and practices are up to date and adhere to the relevant legal and regulatory requirements and that you are prepared and responsive to audits and inspections.

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6 Review and improve your records management process

The sixth step to include all stakeholders in records management is to review and improve your records management process. Records management is not a static or one-time activity. It is a dynamic and continuous process that needs to adapt and evolve with the changes in your office environment, needs, and goals. You should review and improve your records management process on a regular basis, such as annually or quarterly, by gathering and analyzing data and feedback from all stakeholders, identifying and addressing gaps and issues, implementing and testing solutions and improvements, and measuring and evaluating the results and outcomes. You should also involve and inform all stakeholders of the changes and updates in your records management process and policy and seek their input and support.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are some strategies for records management that include all stakeholders?

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1 Define your records management policy

2 Train and educate your staff

3 Engage and consult your customers

4 Collaborate and coordinate with your suppliers

5 Comply and report to your auditors and regulators

6 Review and improve your records management process

7 Here’s what else to consider

Office Administration

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What are some strategies for records management that include all stakeholders?

1

2

3

4

5

6

7

1 Define your records management policy

2 Train and educate your staff

3 Engage and consult your customers

4 Collaborate and coordinate with your suppliers

5 Comply and report to your auditors and regulators

6 Review and improve your records management process

7 Here’s what else to consider

Office Administration

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