GETTING STARTED WITH A RIM PROGRAM

Once you have made the decision to improve your records and information management program, you will need to get started in taking a systematic approach to implementing change.

• Inventory the records. After you have reviewed the filing system, it is time to examine what you're working with. Develop a list, or inventory, of all records existing on all types of media. Identify the "who, what, where, how and why" of the records. Who creates, receives and uses the records; what records are kept; where are they kept; how long are they kept; how are they kept; and why are they kept? By answering these questions you will find it easier to categorize the records and keep related records together. Also, categorize the record according to it's stage in the life cycle. Is the record actively in use or has it served its purpose and is ready to archive or destroy? This can be a daunting task and working with an outside, experienced consultant can get you where you need to be.
• Appoint a records manager. It is important to designate an appropriate individual to oversee the records management function. A smaller organization may not have the luxury of assigning one person the sole responsibility of acting as the records manager. Consider training someone from an administrative department to handle the duties. In a large organization, a small staff may be needed. If electronic filing is a consideration for the future, the records manager should work along side the IT/IS manager in making decisions.
• Develop a records retention plan. It is important to follow the necessary legal regulations that pertain to your type of business. Medical, legal, financial, insurance, professional services - all industries have guidelines and requirements stating how long they must keep their records. It is also important to follow your schedule to maintain a neat and orderly filing system. When a record has served its purpose, it should be archived, either permanently or until it is ready to be destroyed.
• Identify your storage approach. There are many types of storage options available for implementing and maintaining your RIM program. Examine your current needs and consider the rate of growth of your business to plan for future needs. How much physical space does your office allow for records storage? Paper storage will occupy more space, but can be less costly to maintain. Digital media such as CDs or external drives provide a larger capacity while utilizing less space, but can be prone to equipment failures. Offsite storage, through a web-based host, provides unlimited space and is accessible to multiple users at different locations, but incurs a monthly charge.
• Protect your vital records from disaster. When we think about a disaster that could destroy a business, we normally think of major disasters: fire, tornado, earthquake or flood. Smaller-scale disasters can be just as destructive, such as a computer virus, hardware failure, human error or carelessness, as well as theft or vandalism. It is essential to have a recovery plan in place to protect vital records and keep you up and running in case of disaster.

A wealth of resources is available to help educate you and establish a thorough RIM program to fit your company's needs, including the ARMA and AIIM organizations. For information and assistance on everything from filing products to professional services, turn to the experts. The SYSTEC Group (www.systecgroup.com) provides consultation, as well as a whole suite of storage systems, software and filing supplies.