How do you foster a culture of records management among your employees and stakeholders in a digital context?

I concur with the opinions expressed so far and am convinced that showcasing the value of records management to the organization, business unit, and individuals is key to realizing our goals. There's truly no substitute for a practical demonstration of the advantages brought by efficient records management.

Creating a records management policy was transformative. It clarified roles, streamlined processes, and aligned with our mission. Communication was key, ensuring everyone understood their part in safeguarding our records’ integrity and accessibility

I agree though once the policy is developed ensure that all employees are trained and made aware of its existence. Emphasis to be made on the role of each employee as far as Records are concerned.

To foster the culture pf records management in the organisation. Engage staff in continuos training programs highlighting to them that they too have a responsibility to records as creators and users of records. The Records Manager is there to guide on the technical bit of managing records!

This can be well achieved through use of EDRMS (Electronic Document and Records Management Systems) systems as opposed to EDMS (Electronic Document Management Systems) systems which focus in document tracking more. A dedicated Records Manager should be trained on skills of Digital Appraisal of Records so that they conduct periodical appraisal of Electronic Records.

Implementing a robust RMS/DMS/CMS greatly assists an organization in fostering the best practices in Records Management by facilitating a structured and efficient approach in managing your Information. - Uniformity and Standardization of Naming Conventions, Retention Policies. Reduces confusion and errors. - Automation: Workflows assist in faster operational activity around documents and Information approvals. Reduces time taken in customer facing and internal processes - Advanced Information Security: Access permissions can be automated in most solutions making it easier to manage data privacy/security - Compliance Management - Managing compliance is more effective on a platform where rules can be defined

Implementing a records management system revolutionized our workflow. It seamlessly integrated with our operations, offering robust features like metadata tagging and audit trails, enhancing security and efficiency.

Sistemas Eletr?nicos de Gerenciamento de Documentos e Registros dever?o cumprir requisitos técnico-funcionais e n?o funcionais advindos da área de Arquivologia. Obrigatoriamente deverá ter funcionalidades para reten??o; organiza??o, classifica??o, avalia??o - tabela de temporalidade de documentos, contendo prazos de guarda e elimina??o; preserva??o digital de documeentos.

Training should be a continuous and well defined program in the organization. Dynamics of managing Records keep changing in an organization. This scenario is especially noticed in times when there is change in leadership at organization or Government level. There is therefore need to keep training staff in a regular basis.

Empowering our team through training was pivotal. It equipped staff with the expertise to manage records effectively and motivated users to adhere to protocols, fostering a proactive records management culture. Regular feedback and shared experiences further solidified this practice.

In instances where organizations have not yet adopted the use of electronic Management Systems and tools like in most developing countries, it is important to ensure that your manual systems are in place and organized and followed. This is preparation of the case where once you get to implementing and automation the records management system, you do not have a scenario of "garbage in, garbage out"

Monitoring our records management was crucial. By tracking KPIs, conducting audits, and updating policies, we ensured compliance and continuous improvement. Celebrating successes and addressing gaps kept us aligned with our goals and responsive to change.

In my experience, it is in most cases difficult for many records professionals to develop measurable KPI and metrics for records management. This ends up making the records management function to look like it has no impact or does not contribute immensely to an organization's existence. It is important for the records managers to always look at indicators that are measurable and develop metrics that are acceptable even in the Boardroom.

Effective records management requires a proactive approach that engages both internal and external stakeholders. By fostering a culture of records management, an organization can optimize its operations, reduce risks, and enhance decision-making processes. Through internal collaboration, clear roles and responsibilities, technology solutions, and stakeholder engagement, we can collectively achieve information governance excellence. It is only by recognizing the value of proper records management and empowering every stakeholder that we can succeed in this digital era. Embracing this culture will ensure records management becomes an integral part of your organizational DNA, driving us towards enhanced efficiency, compliance, and success.

It is important to provide Records Management as an Experience to your users. Accepting and taking feedback from stakeholders in good faith is important. This is what keeps improving records management and therefore providing a Records Managment Program that is responsive to your users while addressing the pains of your staff.

At the end of every training session, I end with the quote "The records we create and manage today, are not for us but for those who are coming after us" I.e. Develop a vision/mantra for the culture that you want to develop and continuously promote it. It's also important to ensure that the culture being created or promulgated is being lived and breathed by those responsible for the organisation's records. If you and your team do not "practice what you preach" then the culture will never take root. I.e. make sure everyone's on board. The design, implementation and reinforcement of good recordkeeping culture isn't a one man job. Remember: Culture is a set of shared beliefs and practices. So everyone must be on the same page.

A partir da minha experiência, acredito que o caminho mais assertivo para institucionalizar a cultura de gerenciamento de documentos é aplicar os conceitos "Governan?a da Gest?o de Documentos", compreendida enquanto macrovis?o que tem por finalidade orientar "um conjunto transversal de diretrizes estratégicas, táticas e operacionais de modo a provocar sinergias interativas e relacionais entre pessoas, processos de negócios, solu??es tecnológicas, fluxos de trabalho, documentos, dados e informa??es, ajudando assim as organiza??es corporativas alinharem os seus programas de Gest?o Documentos em conformidade com pilares que sustentam a Governan?a Corporativa: transparência, equidade, presta??o de contas e responsabilidade de seus negócios.

Incorporating change management strategies into your planning phase This ensures those operational staff who were not born in a digital era, can embrace digitisation and grow with the organisations innovative solution moving forward. Change management is critical if the business is well established or carries vast amounts of physical records, and if the business holds employees of substantial working years with them, set in a physical world.

Records Managers in the Caribbean need to ensure that their programs are a best fit for their environment, Organisation and Society. What may work for some metropolitan societies may not necessarily work for us here. E.g. culture and weather can and will impact how records are managed. Therefore, we should use the existing international standards and best practices as a foundation upon which we can build our RIM programs. Do not be afraid to develop your own standards, draft your own legislation etc. We are a creative people, so let's use the opportunities before us to create and be innovative.