Paragon Solutions’ recently published whitepaper, “A Field Guide to Enterprise Records Management,” provides a great deal of useful information that today’s records managers need to know. The whitepaper serves as an all-in-one resource with information, tips, strategies, technology recommendations and much more. If you are working in the records management industry and have not yet cast your eyes on this helpful, handy text, it’s about time you give it a careful read.

The whitepaper begins by explaining the importance of Enterprise Content Management (ECM) to enable information governance in modern businesses, which is an important consideration considering how complex records management is today. Records managers are charged with much more than simply keeping records – they are responsible for developing and maintaining policies regarding the company’s ECM system that will help achieve its organizational goals. At the same time, there are local, state, federal and industrywide regulations that records managers must ensure the company is complying with. Paragon’s whitepaper makes this complex issue clearer before moving on to the role of records managers in proliferating ECM policy.

As the team at Paragon knows too well, it is often necessary to integrate content from several different sources in order to achieve a streamlined file-sharing system with one set of official Enterprise Content Management policies. This detailed whitepaper explains the complex nature of integrating information into a central repository while simultaneously implementing more effective collaboration tools, considering all the challenges of compliance, preventing risks and ensuring efficient electronic discovery processes in the event of future litigation. This is why it can be so vital to have the assistance of a knowledgeable consulting firm that understands the complexities of information governance.

As the whitepaper goes on to explain, migrating content into a new Enterprise Content Management system may be a shaky experience for the people who use that information on a daily basis. Employees are often required to familiarize themselves with an entirely new system or make other changes to their routine in order to access data and records from the central repository. Records managers are charged with developing and enforcing the policies for this new system, and ensuring that everyone has enough information to use this system successfully and follow all the rules expected of them. This whitepaper provides a series of tips for records managers to achieve this ideal state of information governance with an effective set of policies, method of communicating information about them and a system in place to enforce them.

One of the most important aspects of enabling ECM governance is implementing the right technology tools to achieve the organization’s goals. “A Field Guide to Enterprise Records Management” highlights two popular systems, Microsoft SharePoint and Gimmal Information Governance Suite, which are commonly used for enterprise content management and a number of additional records management solutions and strategies. With the help of an experienced consulting firm, records managers can make the most of these platforms with customized features designed to help their company reach a number of important goals.

The whitepaper ends with recommendations for the best approaches to achieving information governance, including the development of a wide-ranging roadmap that is designed to address all the issues of compliance, eDiscovery, overhead costs, risk management, collaboration and efficient work processes, which may arise at various stages of implementation. And, perhaps most importantly, organizations should have a system in place to make necessary data accessible only as long as it needs to be, rather than keeping every solitary document forever and ever.

The tips and strategies presented for achieving these vital goals and creating this ideal kind of information governance and ECM system are not only useful, but for some companies they may even be critical for survival.

A Field Guide to Enterprise Records Management