The starting off of an ERM initiative requires one to look into a feasibility study. One need to do a study of his/her own agency in order to know and compile relevant information on the status of records management. The assessment being made will shed directions of where ERM should go and where it should start off. Otherwise, it will just another blunder! Some good tips are:
Developing RIM (records information management) Programs
This foundation is critical to ensure a successful implementation of an agency's records management program:
Communications and formal training (live and computer-based)
Taxonomy and file plans
Records and electronic information cleanup
Software evaluation (ECM, EDRM, RMS)
Offsite storage vendor negotiation
Staffing and support
Merging/Simplifying Records Retention Schedules
Without a clear path, compliance by internal staffers is impossible. A current Records Retention Schedule is a critical component of any records management program. The primary objective of Records Retention Schedule Development Methodology is to support simplified records retention practices, so that employees can easily use, and management can easily administer, the schedule. The ERM Task team experts can quickly assess and align schedules to streamline business processes and improve compliance.
Legal Research into Records Retention and Privacy Law
Cleanup of Inactive Records
Documents and data have a way of accumulating. It is important to clean out the obsolete information, but need to do it in a compliant manner. There is a need to identify and destroy as many eligible records as possible, based on a risk and retention policy. Destruction strategies that comply with relevant Acts are critical to quickly reduce risk associated with growing stockpile of physical “records” and the digital wasteland of electronic content and email.
Operational Integration of RIM Policy and Procedures
Strong programs are effective when they align with real-world business practices—great RIM programs do not operate in a vacuum but rather in each and every work station. Each department has their own business processes; and these must be aligned with RIM policies. By carefully developing protocols that keep the end-user in mind, the ERM software easily become a seamless part of daily operations, assuring compliance and delivering increased efficiencies for the organization.
Additionally, an enterprise-wide RIM audit compliance review makes departments aware of the importance of following the RIM Policy and Procedures. Comprehensive or random office inspections, analyze the results, summarize the findings, recommend steps toward compliance, develop future audit focus point areas, must be employed and these can support training and cleanup activities.