Ensuring compliance and security of business information is essential for keeping track of your records throughout the information lifecycle. Having an information management strategy in place allows your organization to keep up with the increasing demands and changes in rules and regulations. Secure information management solutions allow your organization to adapt in a world more heavily reliant on technology for secure record-keeping and information storage.
We’re sharing the ten ways organizations are investing in information management to protect business information and maximizing compliance simultaneously. At ARKIVE, we want to give you the tools to help you be proactive in improving your information management policies.
1. Create a Schedule
To begin improving your current information management policies, develop a retention schedule which shows the length of time each document will be kept on file. A retention schedule should be crafted to satisfy the needs of the organization and meet legal and regulatory requirements. On the retention schedule, there should also be a maximum period for which the organization’s employees will keep information on hold.
After the retention period is finished, there should also be a process in place to securely destroy the information. Having a retention schedule implemented will give your organization a greater edge in sufficiently managing information. Accountability should be the priority when developing a retention schedule that makes most sense for your organization. Leaving information around too long which no longer serves a viable purpose for your organization unnecessarily increases operating expenses and costs.
2. Assign Duties and Responsibilities
For an information management strategy to work, everyone in your organization must understand what’s expected out of them for keeping information safe. Appoint a trusted member of your organization that understands information & records management to assess your information management policies and procedures. An information manager will conduct an audit to find areas of improvement as well as help with training employees to get up to speed on the new measures your organization will enact in response to changes in information management policies.
By having an information manager on your team, creating new strategies for managing, storing, and destroying information securely will present less challenges and allow you to focus on growing your organization instead of worrying about vulnerabilities in your organization’s information management processes.
3. Upgrade Security
Everyone in your organization should have access to vital business data and records. However, you also need controls in place to protect sensitive corporate information from falling into the wrong hands. For these reasons, working on improving the security and transparency of information sharing will be essential for getting your information management strategy to work. Each piece of information and how it was accessed needs to be tracked. When it’s time for an external audit, you’ll have ways to retrieve your information and view the records of how the information was stored, secured, and protected.
4. Information Governance
Information governance is the broader piece of the puzzle when creating a new information management strategy. Information governance refers to the processes and rules your organization needs to follow in all information creation, destruction, sharing, and management. Strong information governance policies should span throughout the entirety of your organization along with established procedures to most effectively manage your information.
5. Document Your Information Management Policy
Everyone in your organization needs to have a clear idea of the new information management policies. Devise a document highlighting all the procedures your employees need to take throughout the lifecycle of business information, data, and documents. An information management policy should include best information management practices for employees to follow. The policy should also include information about:
- Information Maintenance
- Employee Responsibilities
- Information Ownership
- Access Controls
Make sure all this information is clearly communicated to members of your organization. The information can also be used to train future employees who will help keep a smooth information lifecycle going.
6. Strengthen Processes
The reason many organizations struggle with keeping information management costs down lies in the systems they’ve established to keep information secure. Relying on outdated paper-based records information management causes inefficiencies and make expenses rise faster. We recommend switching to a cloud-based information management system which automates many of the most time-consuming tasks involved in keeping accurate information secured. You won’t need any offices filled to the brim with paper flying everywhere when you make the steps necessary to digitize your information management process and workflow completely.
7. Limit Information Overload
Sometimes, organization managers find themselves overwhelmed by how much information exists. Information is prevalent everywhere in many of the mediums people use to communicate from email to phone conversations at the office. You can limit information overload by making your information processes consistent and developing specific use cases for managing different types of information and data.
8. Embrace Automation
To ensure the greatest chances of having a successful information management strategy, automating as many manual processes as possible should be one of your primary focuses. Think about how long it takes your employees to do certain tasks and then look for an information management vendor that offers services to streamline your organization’s information workflows. You must constantly ask yourself whether your organization is ready to make great strides in solving the inefficiency problem. While automation might sound intimidating at first, technology has grown to the point where it makes sense to update business processes accordingly.
9. Opt for a Gradual Transition
Before overhauling your entire information management process, create a plan to make a gradual transition to the changes you want. Give your employees enough time to digest the new strategies which will be implemented overtime. Confide in stakeholders at your organization about what the changes will be and what must be done to get everyone on board with the change of direction in how information is managed, stored, and distributed.
10. Anticipate Change
Change will be difficult, but you can make the transition easier by evaluating how your organization’s information management processes hold up now and considering the challenges of changing processes your organization’s employees have grown accustomed to. Think about the perspective of each party in your organization and how they might react to the changes in procedures. Develop a time table with milestones of when and how each change will be made and give everyone ample time to prepare.
Investing in your organization’s information management processes will give you an advantage. Information will be secured and distributed more efficiently, leaving less room for costly errors. Furthermore, changing organizational processes and workflows will take time and will need support among your organization’s members and employees.
ARKIVE is an experienced information management company with powerful tools to supercharge productivity and compliance in all aspects of your organization. MyKloud, our most innovative cloud-based information management tool, gives your employees a smarter way to work. Contact us at (844)-927-5483, Option 1 or get a free quote from our website if you’re interested in working with our information managers.