Create a records retention policy for your records management program. This is essential for protecting your company and data from potential security breaches like data theft, which could result in penalties. The retention policy will be based on industry standards for the required period of retention and when and how those records should be disposed of. It will depend on the types of records that your company has to manage. All authorized employees should be trained in how the records management program works, the appropriate protocol, and the necessary steps for accessing and handling company records.
Further, a DPRP should be reviewed and tested on a regular basis to make certain it is an appropriate plan. Disposition: Disposition is the final administrative action taken by an organization with regard to a records; these actions typically fall into two categories:.
When one regularly deals with the disposition of their records, they "lighten the load" of what they need to retain and manage.
A policies and procedures manual encourages consistency in how one handles their records. The manual should be vetted on a regular basis to determine whether it is still effective, and if not revise and adapt it. In addition, the manual may address items such as business processes and workflow and the role of records management within them. Ask Us. My Account. About Us. Search this site.
Maintaining a regular process update and audit procedure will ensure that you correct any problems as quickly as possible. At Record Nations, we can help you create a records management program to manage or store your records, convert to an document management system, or set you up with the proper professional records management company that works best for your business. To get started, fill out the form on this page, or give us a call at Homepage » Record Nations Articles » How To Create An Effective Records Management Program in 8 Steps Making sure that your company records are maintained and stored properly is a project that could be the most important day-to-day work for your business.
Here are the 8 steps that we believe are the mainstays of a solid records management program. Step 1: Complete inventory of all records Before you put a new process in place, you should understand the scope of your project. Step 2: Determine who is going to manage the process and records Once you have determined the way you want to manage your records, you need to determine two things: Who is going to manage each step of the process?
What steps of the process need to be managed? Appropriate for preservation means documentary materials made or received which in the judgment of the agency should be filed, stored, or otherwise systematically maintained by an agency because of the evidence of agency activities or information they contain, even though the materials may not be covered by its current filing or maintenance procedures. Question 3: What are your responsibilities?
Some of these responsibilites are laid out in DM 1, Records Management Program and Responsibilities, as follows: f. All Agency staff and agents of DOI shall: Conduct work in accordance with Federal records management regulations and the Agency's records management policy and procedures. Create and manage the records necessary to document their official activities.
This includes creating appropriate records documenting meetings, conversations, electronic mail messages, telephone calls and other forms of communication that affect the conduct of official Agency business. Only destroy records in accordance with approved records disposition schedules and never remove records from the Agency without authorization.
File personal papers and nonrecord materials separately from official Agency records. Question 5: What is a Records Series? Each record series should be located separately from all other records. Each record series must be covered by a records disposition schedule see Question 6. Question 6: What is a Record Disposition Schedule?
Other benefits of using the DOI Record Disposition Schedules are: Ensures that the important records are organized and maintained in such a way as to be easily retrieved and identifiable as evidence of the programs activities especially in the event of an audit, a FOIA request or a discovery for a lawsuit.
Conserves office space and equipment by using filing cabinets to house only active records. Saves money by the regular transfer of inactive files to less costly Federal Record Center FRC storage areas for subsequent disposition. Helps preserve those records that are valuable for historical or research purposes.
Stabilizes the growth of records in offices through systematic disposition of unneeded records. The Agency, its Program Offices, Staff, and Agents must: Identify the functions and activities for which each program is responsible and determine what records are needed to document those activities and functions.
Create sufficient records to document those activities and functions. Maintain those records in a way that allows all persons who need access to find and retrieve what they need. Remove or destroy records only with authorization; don't retain records authorized for destruction. Keep official records separate from non-record materials. Make someone responsible for the records program. Transfer records identified as permanent to the National Archives as required.
Protect vital records appropriate to their value. Protect records that contain security classified, confidential business, or other types of sensitive information with appropriate safeguards.
Do all of this in a manner that is as cost effective as possible. This is all we "have to do" in records management. Everything else is either: Definition of terms Procedures for consistently carrying out those ten steps Sample best practices don't reinvent the wheel. Designate a record copy of each document, deliverable, product, or other record and keep it in an official file. Make someone responsible for the official file and put that responsibility in his or her performance standards.
File records according to the Agency file plan. Break your files at the end of each year and start new files.
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