What are the best strategies for managing records across multiple locations?

1 Define your records policy

The first step is to establish a clear and consistent records policy that applies to all locations and types of records. A records policy should outline the purpose, scope, and responsibilities of records management, as well as the standards, procedures, and tools to be used. It should also specify how long records should be kept, how they should be disposed of, and how they should be protected from unauthorized access, loss, or damage. A records policy can help you create a common framework and language for managing records across multiple locations.

5 Monitor your records performance

The fifth step is to monitor your records performance, which is the evaluation of how well your records management meets your goals and expectations. Records performance should measure the quality, quantity, and impact of your records, and identify any gaps, issues, or opportunities for improvement. You should use relevant and realistic records performance indicators, such as timeliness, accuracy, completeness, usability, and compliance, to assess your records management across multiple locations. You should also use regular and systematic records performance reviews, such as audits, surveys, or feedback, to collect and analyze data and information about your records management.

6 Communicate your records practices

The final step is to communicate your records practices, which are the ways you inform and involve your stakeholders in records management. Stakeholders are the people who have an interest or role in your records, such as staff, managers, clients, partners, or regulators. Records practices should ensure that your stakeholders are aware of and understand your records policy, format, system, processes, and performance, and that they can access and use your records as needed. You should use clear and consistent records practices that promote collaboration, cooperation, and coordination in records management across multiple locations. You should also use responsive and respectful records practices that address any queries, concerns, or feedback from your stakeholders.

7 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?