The Problem Many organisations are swamped with unstructured electronic information that is neither properly filed nor securely managed from creation through to appropriate disposal. More than 80% of this information is unstructured and often locked inside desktops and electronic file systems, embedded in e-mail systems and integrated into business processes, creating a significant challenge to information governance and risk management initiatives. Traditional approaches to records management have required the manual identification of records and the movement of these into a stand alone repository - a costly and time consuming approach reliant on users' willingness and discipline. Often this results in records being overlooked, either in error or as a result of a deliberate act. Today's regulatory environment demands a more consistent, verifiable, repeatable and automated approach.
What is a Record?
There is a great deal of confusion about what constitutes a Record and while it may differ from organisation to organisation, it may be easiest to apply a general ‘rule of thumb’ that says, regardless of format (hard copy document, electronic document, book, video, DVD, photograph, digital image, etc) if the item has been sent or received or will be read, copied, edited, forwarded acted upon or used for decision making purposes or in the course of conducting business/doing your job – it should be treated as a record and managed accordingly.
How can WindowLogic help?
Achieving and maintaining good records management systems is not about technology. It is about establishing and maintaining policies, procedures and standards that explain and facilitate record keeping as intrinsic to business processes.
In keeping with AS ISO 15489, WindowLogic can assist with the eight steps of designing and implementing a records system, namely;
WindowLogic has been instrumental in many successful Records Management projects. From initial investigation and strategy development right though to design implementation and post implementation review. WindowLogic believes that communication and change management are critical to the success of any Records Management programme. Entry level staff right through to senior management need to understand their obligations and must be suitably enabled to achieve them.
We work with private enterprise as well as Local, State and Federal Government agencies to establish and support the systems and tools they require to ensure they create and manage records to effectively and efficiently support business activities, meet legal and regulatory obligations and negate exposure to the risks associated with poorly managed information assets.