Contact Us (905) 847-2583

Records Management Services Guide – Overview

The Records Management Services guide helps organizations understand what is involved in creating and maintaining a records management program. This final installment provides an overview and summary of each of the 5 chapters. Click here to see how Blue-Pencil helps organizations develop a tailored and cost-effective records management strategy and storage solution.

“Service was outstanding. They provided a 3-hour time frame so I could plan my day plus they called 1 hour in advance of arriving. Technicians Adam and Lenny were professional and efficient. All was done at a very reasonable price and I highly recommend this company.” – Barbara
Click here for more customer reviews

Records Management Services Guide

Chapter 1: What is Records Management

What: A Records Management Service supports all of the processes required in utilizing electronic and physical information assets through their entire lifespan within an organization while meeting business and legislative requirements.

Why: 
A service provider can help support a client in achieving  efficient, precise, and timely orchestration of information creation and availability for business success. Information that is available at the right time to the right individuals, in the right way, helps create value and establishes the information as assets rather than liabilities. For information on key areas of information lifecycle management and best practices, click here.

Takeaway: Organizations should consider a records management service if they have limited space or office storage, if they are operating under regulatory requirements for information management, or if their core business is not managing information.

Read more:  Records Management Services-What Are They?: Records Management Services Guide Chapter 1

Chapter 2: Creating An Effective Records Management System

What: Article features 7 keys to creating an effective records management system, helping organizations overcome the main barriers to generating value from their information assets.

Why: Organizations face a number of challenges when creating a records management system. Overcoming these can make the difference in unlocking competitive edge, operational efficiency, and regulatory compliance, while also safeguarding stakeholder information.

Challenges:

  • Balancing compliance and efficiency when managing records
  • Limited awareness of when information should be archived or disposed
  • Difficulty in locating records
  • Employees spend too much time looking for information
  • Inability to utilize existing knowledge or information

Takeaway: Organizations should be diligent in employing the following strategies to ensure their records management offers a meaningful contribution to their business:

  • Develop or hire information management professionals
  • Create an information classification scheme
  • Develop a metadata model
  • Ensure records management representation
  • Leverage broad staff quality control
  • Invite regulator input
  • Create buy-in by engaging stakeholders and invite on-going feedback

Read more: The 7 Keys To Creating An Effective Records Management System: Records Management Services Guide Chapter 2

innovating beyond just shred itChapter 3: Handling the Challenges of Information Management

What: The information generated by businesses continues to grow, bringing numerous challenges in deriving value (insights, searchability, sharing) from it.

Why: 
These challenges are tensions between compliance and efficiency, showing up specifically in employee negligence in disposing of and archiving information, lack of resourcing and skills, trying to serve information requests while adhering to confidentiality requirements, managing explosive data growth,  and ensuring the secure disposal of information. Here  are  7 challenges faced when companies create or operate a records management strategy.

  • Need for balance of compliance and efficiency when managing records
  • Limited awareness of when information should be archived or disposed of, and lack of action
  • Lack of adequate resources or skills
  • Meeting information requests while preventing violations of client confidentiality
  • Managing exponentially multiplying information
  • Managing secure, timely disposal of information assets

Takeaway: The challenges faced by an organization when creating and operating a records management strategy include people, process, and technology. Having the competency or working with an experienced advisor can help bridge these to inform and synergize records management.

Read More: 7 Tips To Handle Challenges Of Information Management: Records Management Services Guide Chapter 3

Chapter 4: Create And Implement A Document Destruction Policy for Risk Management

What: An information destruction policy is a necessity for any organization looking to safeguard its competitive position and stakeholder confidence. The most effective policies are part of an integrated information strategy. Click here to get started integrating sound risk-management measures.

Why: 
Information destruction is a key step in ensuring compliance and competitive or sustainable positioning. This is part of an organization’s approach to risk-management, proactively limiting potentially damaging situations to the organization, its stakeholders, and reputation.

Takeaway: Information destruction is a key measure in ensuring information security and is an organizational best practice. Knowing where, what, and how much to shred will make the difference between piecemeal shredding versus an information destruction program that has a lasting impact and continues to safeguard and improve your organization’s interests.

Read More: How To Create And Implement A Document Destruction Policy: Records Management Services Guide Chapter 4

mobile shredding unfair feesChapter 5: Tips to Managing Costs of Records Management Program

What: One of the main reasons an organization utilizes a records management program is to control cost and create business efficiency. Costs associated with a records management include shredding, storage, and information lifespan management.

Why: 
In early 2000, companies spent at least $91 billion in records management (The Myth of Paperless Office, 2002). With this figure growing ever year, organizations must know the best practices for managing information and costs. Here are 6 tips to managing the costs of a records management program:

  • Utilize full-cycle data-driven decision making
  • Optimize office file storage
  • Schedule time for records management
  • Review vendor invoices and understand line items
  • Convert information into insights
  • Move records to lower-cost storage sites

Takeaway: One-off tactics may provide short-term cost savings and insights, but having a long-term information strategy is what will ensure sustainable improvement. Partner with a trusted advisor that can help you end-to-end while scaling alongside your organization.

Unlock cost savings of up to 400% with these best practices: Tips To Keeping Your Costs Low: Records Management Services Guide Chapter 5

Blue-Pencil Goes Beyond Giving Advice and Partners with Clients for Success

Blue-Pencil partners with organizations that are serious about information security, safe guarding their competitive position and stakeholder  information. The focus isn’t just on shredding documents but on ensuring the effectiveness of an overall information management program that can help bolster the success of an organization. Blue-Pencil helps organizations focus on their core business while our team of qualified professionals guards your most valuable information assets and your business reputation.

pipeda-compliance-info-destruction-1Expert advisor in strategic information management with proven hands-on experience
pipeda-compliance-info-destruction-1Ability to deliver compliance while managing organizational efficiency
pipeda-compliance-info-destruction-1Proven systems and methodology for managing information retention schedules
pipeda-compliance-info-destruction-1Training, resources, and support for your staff to become adept at information management
pipeda-compliance-info-destruction-1High standards in information destruction services with NAID AAA and Privacy+ certification