Creating an information management program for your business may not be rocket science, but it isn’t a walk in the park either. Serious thought should be given to how and when your business information is created, maintained, protected and destroyed. Here we share the key ingredients for a successful information management program.
Releasing confidential information to anyone other than the authorized recipient isn’t an option. A successful information management program needs strong verification processes to prevent unauthorized access to confidential documents and data. However, verification processes often fall by the wayside when your business is short on time and administrative resources. Fortunately, an information management provider can establish a verification protocol for every single records request, retrieval and delivery. With that in place, only pre-designated individuals may request documents from the records centre, and a full audit trail of all records activity is logged and maintained indefinitely.
Technology isn’t the end-all-be-all solution for a successful information management program, but it plays an important role in reducing the burden of keeping up with a growing inventory of documents and data. Not every business, however, has the budget for advanced IT resources. Fortunately, working with the right records management and data protection partner gives your business access to technology for tracking your information and making it more accessible. For example, when your documents are stored in a records centre, they are tracked with barcodes and your retention data is entered into a database. Through a secure web-based interface, you can view your inventory and request services. Your files can also be professionally digitized and added to an electronic document management system.
An information management program can’t be successful without a reliable team in place to keep your records safe. From the time information is created until the time it’s destroyed, everyone in your organization needs to take an active role in following established policies and procedures. The stakes are especially high if your business needs to follow federal and provincial statutory requirements. Failure to have a cohesive information management strategy can create legal liability risks.
Naturally, the clearer your information management processes are, the easier they are for your staff to follow. Keep in mind, teamwork extends from your business to your strategic partners, including your records storage, data protection and document storage vendor. After all, they’re key components in providing your organization with information management support.
Part of establishing a successful information management program means holding your team accountable for how they handle business documents. And when you establish clear standards for roles and responsibilities related to how information is stored, handled, distributed and destroyed, you create a culture of ownership and accountability.
When you combine the ingredients of verification, technology, teamwork and accountability, you get a recipe for information management success!
FileBank offers information management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.