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How Records Managers can Enhance Information Governance

How cooperation will lead to better Information Governance?

Records Managers are r the safe and efficient operation of organisations when it comes to the use of records and data. In an increasingly data-rich world, the role of the Records Manager is becoming more prominent yet tougher too.

There are many pressures placed on Records Managers both by data and records usage and also Information Governance requirements. Balancing the two is not an easy task.

It is true that Information Governance policy can sometimes be at odds with the day to day use of data and various types of records. For many business units, data hoarding is seen as necessary, while Information Governance policy in most cases frowns on such practices.

On one hand, Marketing insists on keeping client data for analysis while the Information Governance unit expects the data to be purged after several years. This is perhaps one of the more common conflicts, and stuck in the middle is the Records Manager.

So how can the Records Manager smooth things?

Communication is the Key to Enhancing Information Governance

Communication is the means to bring about an agreement and solve problems. By maintaining regular lines of communication with business units and Information Governance stakeholders fewer conflicts are likely to arise.

Activities such as records and data transfers and destruction should be communicated to relevant business units well in advance. Policy creation and modification should take into account the needs of an organisation’s various business units. The needs and wants of each unit should be made clear as well as how they use records and data.

By keeping up communication all parties can better work together to build a thriving organisation that is also compliant and kept safe.

Records Managers should take an active role in Information Governance

Another valuable way for Records Managers to improve Information Governance is to participate as a member of a governance advisory board. This is valuable not only for the Records Manager but also for those who already serve on the board.

Records Managers will be able to learn more about the strategic need for legal compliance and risk management regarding data and records. While board members will gain insights from the Records Manager about the actual implementation and execution of policy.

Once again two-way communication will be at play and the organisation will be the winner along with its employees.

Observation & Documentation

Lastly, we come to a Records Manager task that should be carried out as regularly as possible. If one supposes that Policy is defined by what works best, then it is safe to say that what works best is what can be observed to work best.

Thus, a Records Manager must constantly be observing how records and data are used and note whether such usage is effective or not. Additionally, these observations should be documented as well as the use of existing data and records usage protocols

This way it can be seen that policy rules are being followed or not and it can be made known where rules require reassessment or enforcement to improve effectiveness.

For more information about the role of a Records Manager and Information Governance, or to request a quote for related services, please contact Iron Mountain South Africa today.

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