Three Ways To Encourage Everyone To
Understand And Take Responsibility
For Managing Records And Information
Not every aspect of records management is an opportunity to experiment with
your latest stand-up comedy routine. But that doesn’t change one important
fact: your records retention schedule is essential to the health of your records
management programme and the well-being of your business. A solid strategy,
considered planning and clear goals will all be essential to your success.
But there’s another challenge you should take into account: the people all around
you. If they actively support your programme, you stand a much greater chance of
success. How can you engage people in contributing to information management
to ensure you reach goals?
Define Your Metrics
It’s easy to find yourself defending your programme
to senior executives and the people around you.
But Information leaders as well as stewards should
be clear and confident; never reticent or uncertain.
By agreeing what you’re measuring and how
you’re measuring it, you’ll be able to explain to your
colleagues in business terms why behaviours need
to change. You’ll also be able to demonstrate value
during a budgetary review.
Key Performance Indicators (KPIs) will demonstrate
and measure your progress. When you define your
records management KPIs, consider:
- KPIs should align with
Your planned objectives< li>
- KPIs should be realistic
- steps to your KPIs
should be actionable.
Work With People
Records retention and disposition is based on policy.
And policy is a formal business process. Develop
awareness and training materials that are tailored to
different business areas. You’ll get a better sense of
what works and what doesn’t. Training isn’t a perfect
science, and you may find that some people are
happy to attend online training, while others will need
a conventional course. For example, customer service
teams may benefit from more formal training on
managing customer information followed by regular
refreshers while other business areas will need a
Keep in mind:
- Transition Processes
- You need people in each
Business area to act as
- Don’t try to transform
Everything at once
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A solid strategy,
And clear goals will
All be essential to
But there’s another
Challenge you should
take into account:The people all
Socialise Your Policies
Policies are the bedrock of planning.
And communication is the foundation of change. But
the simple truth is that you can tell people things, but
whether they’re paying attention is another matter.
At every point in your awareness and education
programme, make what you’re trying to achieve and
why you’re trying to achieve it as relevant and human
as possible. Reminding people what fines for noncompliance
can cost your business and that records
past their retention period take up space and clog
up business processes – and expose you to privacy
regulation violations - could be important.
Make the case that records retention
Make the case that records retention is relevant and
responsibility rests with people as well as processes
- Start during employee
- Engage Managers
- Remember your teams
Once your teams are
engaged with your
Ideas, you can try
Try A Video
- By all means use your intranet to host your records retention guidelines,
but don’t forget to ask people to visit it.
Emails can help, but consider getting people’s attention in other ways.
For example, create a mouse mat with a mini retention schedule
and a web address..
- An employee acknowledgement form can help you to gauge
and track people’s responses.
- There’s no reason you can’t publicise records management policy
through a witty poster, a coffee cup or just a laminated factsheet.
Humour and relevance can draw attention to your concerns and remind people that records retention is important.