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What is the best way to evaluate records management improvement initiatives?

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Records management is the process of creating, maintaining, and disposing of records in a way that supports the goals and obligations of an organization. Records management improvement initiatives are projects or programs that aim to enhance the efficiency, effectiveness, and compliance of records management practices. But how can you measure the success of these initiatives and evaluate their impact on your organization? In this article, we will discuss some of the best ways to evaluate records management improvement initiatives, including:

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1 Define your objectives

Before you start any records management improvement initiative, you need to have a clear idea of what you want to achieve and how you will measure it. Your objectives should be SMART: specific, measurable, achievable, relevant, and time-bound. For example, you might want to reduce the volume of paper records by 50% in one year, or increase the accuracy of records metadata by 80% in six months. Your objectives should also align with your organizational strategy and priorities, as well as the legal and regulatory requirements for records management.

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Angela Charis

Information Professional || PhD Student || Peer Reviewer || GRC Analyst || IT Auditor || Lupus Warrior and Advocate
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Before starting a records management improvement initiative, there is the need to know and understand the information culture of the organisation. Identifying the norms, values, attitudes and behaviours of the people towards information within the organisation will have a direct impact on records management improvement initiatives.

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2 Choose your methods

When evaluating records management improvement initiatives, there are various methods to consider, depending on your objectives, resources, and stakeholders. Surveys and interviews can be used to collect feedback from staff, customers, and partners about their satisfaction and challenges. Audits and reviews can be conducted to assess compliance, performance, and risks of records management practices. Additionally, metrics and indicators can be employed to monitor progress and report on outcomes of records management initiatives. Quantitative metrics measure volume, cost, and efficiency of records management activities. Qualitative indicators measure quality, value, and impact of records management outcomes.

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Rebecca Bloodworth

Senior Records and Information Management Specialist | Specializing in the creation and restoration of records management systems
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You can design the best records management system the world has ever seen but if your users refuse to use it, you've failed. In simple language, an effective system is one that users feel comfortable utilizing, is accessible, properly tracks records throughout their lifecycle, provides proper levels security, and isn't overburdened with jargon or unnecessary workflows. Basically, can you find what you need, track it, and protect it, without making anyone want to smash their computer? Great - that's an effective system.

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Isaac Issah Armstrong

CIP| PMP | IGP | Document Control | Veeva Vault Specialist | Business Analyst | Technical Writing | Project Coordination | QMS Amin | SharePoint Admin | Info Governance | Data Privacy | Records Retention Expert |
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In my experience, I have found that defining what success means and setting criteria for measuring it way before the project starts is very important. Success will be defined by how much of your goals was achieved, what are the pitfalls and what is the total cost of resolving them, and how easy is the user adaptability. When you have these parameters in place, you can use both quantitative or qualitative approaches to measure the success of the project, depending on the variables to be measured. Quantitative methods like user analysis, system analysis, surveys, etc. help to understand system performance and user adoption. Qualitative methods like observations, audits, user group discussions, feedback boards, and surveys help a lot.

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3 Analyze your data

Once you have collected your data using your chosen methods, you need to analyze it to draw meaningful conclusions and recommendations. To do this, you can use descriptive statistics to summarize and display your data numerically, while inferential statistics can be used to test hypotheses and make generalizations about your data using probability. Additionally, qualitative analysis can be used to interpret and explain your data using themes, patterns, and narratives. For example, descriptive statistics can show the average, median, range, frequency, and distribution of your data; inferential statistics can determine if there is a significant difference or correlation between two or more variables in your data; and qualitative analysis can identify the common or divergent views, experiences, and opinions of your data.

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4 Communicate your results

The final step in evaluating records management improvement initiatives is to communicate your results to your stakeholders and audiences. You need to tailor your communication to the purpose, format, and tone of the message. Reports and presentations are a great way to document and showcase your evaluation findings, conclusions, and recommendations. Visual aids such as tables, charts, and graphs can also be used to highlight key points. Stories and case studies can be used to demonstrate success stories, challenges, and lessons learned. Feedback and dialogue should be used to solicit opinions on evaluation results and implications, as well as foster a culture of learning and improvement for records management. Ultimately, these methods can help build trust and collaboration with stakeholders and partners.

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5 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?

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What is the best way to evaluate records management improvement initiatives?

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1 Define your objectives

2 Choose your methods

3 Analyze your data

4 Communicate your results

5 Here’s what else to consider

Case Management

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What is the best way to evaluate records management improvement initiatives?

1

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1 Define your objectives

2 Choose your methods

3 Analyze your data

4 Communicate your results

5 Here’s what else to consider

Case Management

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