How do you demonstrate the value and impact of records management to your stakeholders and senior management?

For me - it’s take 3 to do IG - Legal/compliance to set the rules for retention- IT to provide the tools to manage the records/ information through its lifecycle and the Business who are creating and receiving and using the records/ information. All 3 needs to work collaboratively together

For my group, I developed a SharePoint Page for easy reference. Now, my internal stakeholders, records management team, and senior management team can see our progress, find answers, resources and training, and timeline.

It is a good idea to engage stakeholders and senior management by providing regular updates on the progress of your records management program. This could include reports on compliance rates, progress toward goals, and any challenges along with proposed solutions.

One thing I have found helpful is to use practical examples that will bring in uncomfortable truths to management during meetings or any engagement when I get an opportunity to speak about the value of Records Management. A perfect example comes in during disasters where questions start like who licensed the illegal business? Who authorized? What is the EIA report saying and all ... the wake up call comes in when Records don't add up to standard procedures of renewal or adherence to current laws in place and so on!

Algo muito importante a ser acrescentado e a importancia que deve ser dada aos instrumentos de pesquisa e a classificao eficaz dos registros!

In the era of Digital Transformation, most companies are migrating from paper-dependent processes to digital workflows. Tangible metrics can be tied to each strategic objectives to (1) develop digital first processes that do not introduce paper that must then be managed, (2) establish a targeted plan to digitize existing records that justify the substantial cost, (3) ensure that legacy paper records are properly classified according to a retention schedule, allowing their defensible disposition when eligible, and the ability to search and access them if they are needed during their inactive lifecycle, at which time they can be digitized on demand. Each of these objectives can be tracked and measured over time to demonstrate results.

Align with the cloud. It's a top goal for most companies. To be fully on the cloud. So, tell them the problem with the cloud. Cloud is risky. 82% of all breaches happen there. Average breach costs $9.44M in US. 58% of the cost is from PII. Cloud is expensive. 2-3X more expensive than your data centers. Then show how records management can help. No more ROT. Less data on the cloud. Less money wasted. Far less PII exposure. All important documents are encrypted. Far less breach costs.

Aligning records management with strategic goals is crucial. It involves demonstrating how managing records aids in achieving the organization’s mission, vision, and values. Effective records management can improve efficiency, reduce costs, enhance quality, mitigate risks, increase customer satisfaction, and foster innovation. Tools like SWOT analysis, balanced scorecard, or logic model can help in aligning objectives with these overarching goals, ensuring that records management activities are strategically focused and contribute to the organization’s success.

Focus on the basics. The metrics everyone can understand. This is quite easy, if you take my previous recommendation to heart (align with the cloud). TB of data deleted x $2400= Yearly storage cost saved % of PII purged = % of breach risk removed x 2

In my experience, metrics are an effective way to measure the success of your records management program. You can use metrics such as compliance rates, retrieval times, and storage cost reduction to demonstrate your program's value and impact.

To demonstrate why records management is so important to stakeholders, metrics can provide the evidence needed to persuade staff to support changes to an existing records management program. The appetite for change is often minimal - a thorough understanding of potential risks to the organization, supported by metrics that reflect the current state of the records management program, will help in demonstrating the value of continuous improvement.

Measuring and reporting on records management is vital to showcase its value and impact. It involves collecting data and analyzing evidence to reflect the program’s effectiveness. Key aspects to measure include record volume, quality, accessibility, compliance ratings, cost savings, revenue generation, and customer satisfaction. Utilizing tools like KPIs, dashboards, and case studies can effectively convey the positive outcomes and impacts of a well-managed records system, demonstrating tangible benefits to the organization and stakeholders.

I would add the importance of collaboration. Working in collaboration with other departments within your organization to promote records management can enhance and promote best practices, generate new ideas and approaches, create opportunities to share success stories, and plan strategically for training sessions.

The #1 communication tool for our organization is a vibrant intranet site with up-to-date information and resources. This ensures that our customers are receiving a single source of truth and they always have ready access to essential records information and training.

Effective communication and engagement are crucial for demonstrating the value of records management. Tailor your approach to meet stakeholder needs with clear, concise messaging and compelling visuals. Utilize newsletters, presentations, and webinars to convey your message. Tools like a communication plan and storytelling framework can guide your strategy, ensuring stakeholders understand and appreciate the importance of efficient records management in achieving organizational goals.

If you want your voice to be heard you need to get some wins under your belt. Then, you can educate and train anyone. The easiest win is ROT clean-up. Especially on the cloud. After a successfull clean-up, you need to convince 3 groups. Convince IT People are not asking for more storage, since we delete ROT. You don't have to run searches anymore, because everything is organized. Also, breaches. They are far less headache now. Convince Legal Keep track of review costs. Show them how ROT clean-up cut it in half. Convince Finance You save at least $2400/TB every year. Tell them what you save the other 2 departments too. The world is your oyster if you can get these 3 teams to support you.

The lack of contribution within this subtopic itself is proof of how little we care or give importance to the training & education regarding IG & records. No one goes to work to do the wrong thing. Most of the time, they just don't know what the right thing to do is. Employees are so focused on getting their day to day activities done that workarounds become norms and they have no clue on the impact of the information they work with. They are unsure of the responsibility & accountability that comes along with it. A good RM & IG Program ensures that this education, training, & awareness is imparted all the way to each and every end-user. There are several creative ways to do this as well. A well-educated workforce can go a long way for RM.

Educating and training stakeholders in records management is essential. It involves imparting knowledge, skills, and tools to engage them in the process. Methods like workshops, courses, and guides are effective. Using learning objectives and evaluations ensures stakeholders are well-informed, appreciative, and active participants in managing records, which is vital for an organization’s efficiency and compliance.

Another important aspect of an RM/IG Program that seldom gets utilized. How about combining the metrics along with these rewards & recognitions to add more substance & meaning?

Highlight the efficiency gains, cost savings, and risk mitigation achieved through proper records management. Present case studies or examples showcasing successful outcomes, emphasizing how it aligns with organizational goals and compliance requirements.

Be sure to leverage technology to streamline your records management processes. This can include implementing a records management system that automates tasks, provides better visibility into records, and improves compliance.

We have protocols in place for when records and data are hacked or inadvertently shared without authorization. Where I work, for instance, there has been increased awareness of phishing activities in the offices by guiding how to handle attachments and hyperlinks in emails, even if they appear to be from a familiar sender. Understanding IT and cyber remediation assessment would be valuable to stakeholders whose objective is to prevent both "soft" and "hard" threats to data security while safeguarding the record systems. I am interested in hearing about any incidents of cyber threats or data breaches in your office and what measures your stakeholders have taken to lessen them. Thank you for sharing your insights.