Records and Information Management (RIM) transformation is the means by which an enterprise's records program can improve how records and information are created, accessed, managed, retained, stored and disposed of in accordance with legally compliant business practices.
Is your RIM program transformation overdue?
- Audits and research reveal that the enterprise is not meeting the growing need to leverage and manage both records and information, whether internally generated or externally acquired.
- With recent legal cases demonstrating many of today's firms are navigating increasing liability and exposure concerns, the requirement to improve information archives, information governance policies and practices becomes a high priority, focusing on the exponentially increasing intellectual capital that makes organizations vulnerable.
Today, more and more organizations are taking a RIM transformation journey.
Goals of this journey are to significantly improve how records and information are managed by assessing an organization’s current state, defining the future state based on industry Information Governance best practices and standards and outlining a roadmap to transition the business to that future state.
Additionally, many enterprises are looking to develop a global RIM organization across all operational business units and departments - introducing a consistent, harmonized approach to the creation and support of records and information between geographically dispersed teams.
Driven by increasing corporate compliance goals and operational quality objectives, today's progressive companies seek to leverage the investment in RIM technology infrastructure and adopt a future state vision alongside actionable activities that deliver advancement to a strategic RIM program.
The First Steps
A compliant RIM strategy and program implementation is imperative for organizations to proactively manage all business record content, including data and information.
Why? An organization with a solid foundation of successful RIM practices will foster collaboration among key stakeholders in an environment of comprehensive information governance focused on ownership and accountability of data.
Three first steps in starting a RIM transformation journey include:
- Create a Task Force: An enterprise-wide RIM program steering committee consisting of eight to ten people, composed of the designated Chief Information Governance Officer (CIGO) and/or C-Level records manager, as well as strong representation from legal, IT, Compliance, Tax, Human Resources, Risk Management and other key business units that will be responsible for oversight of the operational RIM program, high-level governance and strategic insight to its foundation.
- Assessment & Structure: In the beginning, assessment of the current program and applied processes is essential, as well as documentation of the current state and future state recommendations. Definition of the governance structure of the RIM transformation, as well as the roles and responsibilities for critical team members and managers, should be defined, with attention to optimizing policies, procedures and workflows to meet existing and escalating business and regulatory obligations - including a communications strategy to raise awareness, encourage adoption and help drive desired behaviors.
- Evaluate Current Enterprise Capability: Evaluate the organization’s current RIM capabilities and implement a RIM governance program through both policy enforcement and technology solutions, and provide detailed recommendations to enable the program and staff the operational service. Development of a work breakdown structure for the tactical execution of the recommendations is required. An organization’s RIM program should be supported by an enterprise-wide policy and associated procedures that address each component of the RIM program in accordance with operational and legal requirements.
Compliant RIM Practices
Today, the growing requirement for compliant RIM best practices is demonstrated daily in enterprises in all industries and markets, both public and private.
Escalating fines and sanctions for poor corporate recordkeeping are evidence that a compliant RIM program is no longer simply a good idea - it is a mandate.
While taking the first steps in an enterprise RIM transformation journey may seem, at times, overwhelming, the need to institute a compliant RIM program is simply too great. With the purpose of achieving a cohesive and strategic program for governing both information and records throughout an enterprise, the RIM transformation journey is a journey well taken - and highly advised.