How can you create an inclusive and diverse records management program?

1 Assess your current situation

Before you design or improve your records management program, you need to understand your current situation. This means identifying the types, volumes, and locations of records you have, as well as the policies, procedures, and systems that govern them. You also need to evaluate the strengths and weaknesses of your current program, as well as the opportunities and threats that may affect it. A SWOT analysis can help you with this task. Additionally, you need to consider the needs and expectations of your internal and external stakeholders, such as employees, customers, partners, regulators, and the public. You can conduct surveys, interviews, or focus groups to gather feedback and insights from them.

2 Define your objectives and standards

Based on your assessment, you need to define your objectives and standards for your records management program. Your objectives should align with your organizational goals and values, as well as the best practices and regulations in your industry. Your standards should specify the criteria and metrics for measuring the quality, performance, and compliance of your records management program. For example, you may want to set standards for records retention, disposition, security, accessibility, and usability. You should also ensure that your objectives and standards are inclusive and diverse, meaning that they respect and accommodate the different needs, preferences, and perspectives of your stakeholders.

3 Implement your program

Once you have defined your objectives and standards, you need to implement your records management program. This involves creating or updating your records management policies, procedures, and systems. Your policies should outline the roles and responsibilities of your records management team and other staff members, as well as the rules and guidelines for creating, organizing, storing, and disposing of records. Your procedures should describe the steps and methods for performing records management tasks, such as classification, indexing, archiving, retrieval, and destruction. Your systems should provide the tools and technologies for managing records, such as software, hardware, databases, and networks. You should also ensure that your program is inclusive and diverse, meaning that it supports the different formats, languages, and cultures of your records and stakeholders.

4 Train and communicate

A key factor for the success of your records management program is the training and communication of your staff and stakeholders. You need to provide adequate and appropriate training for your records management team and other staff members who handle records. Your training should cover the basics of records management, as well as the specific policies, procedures, and systems that apply to your organization. You should also communicate regularly and effectively with your staff and stakeholders about the goals, benefits, and expectations of your records management program. You should use various channels and methods, such as newsletters, emails, webinars, and meetings, to inform, educate, and engage them. You should also ensure that your training and communication are inclusive and diverse, meaning that they cater to the different learning styles, abilities, and feedback of your staff and stakeholders.

5 Monitor and improve

The final step for creating an inclusive and diverse records management program is to monitor and improve it. You need to collect and analyze data and information on the performance, quality, and compliance of your records management program. You should use the standards and metrics that you defined earlier to measure and evaluate your results. You should also solicit and incorporate feedback and suggestions from your staff and stakeholders on how to improve your records management program. You should review and update your policies, procedures, and systems regularly to ensure that they are relevant, effective, and efficient. You should also ensure that your monitoring and improvement are inclusive and diverse, meaning that they reflect the changing needs, expectations, and opportunities of your records and stakeholders.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?