Records Management

THE DOCUMENT AND RECORDS MANAGEMENT MYTH

 

We don’t know what we don’t know!

 

There are so many misconceptions about Document, Record and Information management across the globe.  So, before we even touch on Enterprise Content Management or better known as ECM, it is time for a reality check!  Let’s go back to basics first. 

 

People are mostly left to their own devices to file and manage information as best they know, whether it exists electronically or in physical paper form.  How often have YOU filed something on your computer and a week later you were searching for it because you forgot what you called it, or where you put it.  You are not alone!  This is happening in some of the most structured organisations around the world!

 

Strangely enough, how to file is one of the most basic fundamentals in administration, which we should have been taught at school already, as we require that knowledge in business of any shape or form.  As technology evolves, record and information creation becomes faster and easier, yet, for example, a lot of IT users still print their e-mail and work with paper.  The main reason we are often told, “we need to keep the paper as evidence”  Maybe you need to look at your own Business Processes, as it is inefficient!  Those printed e-mails cannot be accepted as authentic or reliable evidence of business transactions. For what reason can you not keep the electronic version?  Work with the paper if you want to, but make sure the electronic one is safe as that could in fact constitute the only authentic version.  So what we are really saying is, retain the electronic version if it was born electronically, and get rid of the paper once you are done with it.  Please do not keep both!

 

The risk you are exposed to is not limited to losing information, but it is more in managing it throughout its entire lifecycle, in a legally compliant manner, to avoid nasty costly legal surprises.  Your organisation can actually save money in unnecessary storage, furniture and stationery, and at the same time, be fully compliant!    

 

We can assist.  A simple Information Management Review (IMR)  or Records Management Risk Analysis, will tell you a lot about your own organisation and the risks you are exposed to. 

 

Importance of Compliant Records and Information Management

 

Compliant Records and Information Management cannot be achieved by only using EDRMS or ECM software applications, it is in fact a process.  It needs to be understood and practiced by all role players in an organisation, throughout the information lifecycle!

 

Every company in South Africa needs to retain between 170 and 450 different records in a compliant manner, for various periods. 

 

Failure to comply, can expose directors, officers and management, to imprisonment ranging from a few months up to 10 years, or fines of up to R15 Million.  Discovery costs excluded!

 

E-mail has grown to a staggering 80 billion messages a day.  Many of which are regarded as RECORDS.

 

Over 90% of information in business is born electronically.  Wouldn’t it perhaps be more practical and cost effective to retain it in that format.  Is it possible?

 

Disturbing facts about how employees manage and treat information in organisations are regularly discovered.  For example, more and more companies are scanning documents and throwing away the hard copy paper based on advice received from some uninformed people, stating that electronic images are legally acceptable.   This could be non compliant and reckless if one doesn’t understand the legal and compliant requirements of Records Management.

 

In order for these scanned images to be legally acceptable, there are a number of requirements that must first be met.  

 

YOU could be held liable for their actions and should therefore understand how to control it!

 

 

CSD Technology can help you through this technological maze.  We design, specify and assist you the client, to understand your Information Management needs and how to implement such critical solutions as EDRMS.  CSD Technology is Vendor Neutral and do not sell EDRMS Solutions. We are therefore completely objective in advising the client on a best fit solution.