What are some best practices for managing records and disposition schedules?

When assessing your records inventory, particularly, a digital inventory, go beyond conventional methods and leverage new technologies like machine learning algorithms which can be used to automate categorization and classification of large volumes of digital records. This not only reduces the possibility of manual errors but also optimizes precision. Evaluate each technology in the context of the needs and constraints of the organization. Don't forget about the human-psychological dimension. Recognize the behaviors and motivations of those managing and accessing the records. By grasping the psychology behind why certain records are stored or accessed in specific ways, you can develop more intuitive and user-friendly disposition schedules.

Assessing your records inventory is a crucial step in effective records management. Start by identifying and classifying all records, noting their storage locations and responsible parties. This initial assessment helps determine the scope and complexity of your records management schedules. Utilize a records inventory template or software to systematically collect and organize details about each record, including its format, location, owner, function, value, and retention period. This organized approach ensures you have a clear understanding of your records, enabling efficient management and compliance with retention policies.

Try not to have more than 150 records categories. This is usually a breaking point for most records schedules. You need exponentially more resources to manage anything more. And some tools/Technology can't scale well beyond this point.

In my experience you need a clear view and understanding of the processes as well. Using that as context will greatly facilitate classifying records and determining their retention status & schedules.

Effectively aligning schedules with business needs and legal obligations requires a strategic approach. I have successfully defined retention and disposition rules for various record types, considering their purpose, use, and relevance. By consulting with key stakeholders, including records managers, legal counsel, and external auditors, I ensured our schedules were compliant with applicable laws and regulations. This collaboration resulted in a consistent and compliant records management program that supports both operational efficiency and legal accountability, safeguarding the organization against potential risks.

Usually I start with what the legal & regulatory requirements are and work back from there, seeing as they are usually non negotiable and can complicate the overall management, making sure those requirements are met as well as using it as context while gathering information from all other stakeholders. And the last step the classifiaction and design rules required.

When making records and disposal schedules, you can also make use of networks and colleagues. Schedules from similar organisations can serve as a reference point. There may also be recommendations for schedules that can be used.

Many of us retain data for too long, especially for business purposes. And legal usually loves hoarding. So, try to delete as fast as you can. This way, you can balance the bad habits of business users and legal. Chances are, they won't let you delete early either way. So, you will be the voice of reason.

Additionally, by documenting and getting C suite or board approval the organization will ensure compliance as well as legal protection from liability from negligence claims.

It's hard to automate each data source one by one. Most companies have 6+ data sources and hundreds of deployments in need of proper records management. Don't try to wrestle them one by one. Categorize your data sources by similarity and business purpose. This way, you can apply your schedule to multiple sources at once. Bonus perk, you won't have inconsistent retention.

Just make sure your data and the scheduling are up to date and correctly classified according to your Retention plan & schedule.

Simple is the goal. As simple as possible, but not more. Try to manage as much data as possible, while keeping it simple. Many check records schedules based on locality (state laws, country laws) and take the longest. Usually, it ends up being 7,10 or 20 years. You can check each regulation to see if you should keep data for 5, 6 or 7 years. Or you can settle on 7 years for all and tame a new data source that is not being managed at all. Second one will have a bigger impact on your organization.

To effectively manage records and disposition schedules, start by developing a comprehensive Records Management Policy outlining procedures for creating, storing, retrieving, and disposing of records. This policy should align with relevant laws and regulations to ensure compliance. Implement a Records Management System (RMS) to track records throughout their lifecycle, from creation to final disposition. Utilize metadata to categorize records and assign retention schedules based on their importance and legal requirements.

Sometimes, especially for smaller sized organizations, technology and automated retention & disposal solutions can create its own issues due to their investment requirements. Sometimes it’s worth considering and employing less tech and more practical practices.

Here are some best practices 1. Establish clear retention and disposition policies based on legal requirements and business needs. 2. Regularly review and update records inventory to ensure accuracy and completeness. 3. Implement a records management system to track records throughout their lifecycle. 4. Train staff on proper records management procedures, including classification, storage, retrieval, and disposal. 5. Follow a consistent process for records disposition, including secure destruction or transfer to archives. 6. Conduct regular audits to monitor compliance with records management policies and procedures. 7. Maintain documentation of all record actions, including disposal approvals and tracking reports.