22 Ways to Improve your Information Management Program
Paper is piling up. From overstuffed file rooms to outdated digital systems, many organizations are drowning in records, struggling to manage what they have—let alone improve how they handle it. As regulations tighten, data grows, and hybrid workforces stretch the limits of access, the need for a modern, strategic approach to information management has never been more urgent.
Continue reading for 22 actionable ways to improve your information management program. Whether you’re just starting to assess your current state or looking for innovative strategies to take your governance to the next level, you’re sure to find a few helpful tips.
If you haven’t recently, consider benchmarking your information management program. Check out ARMA International’s Information Governance Implementation Model (IGIM) for a powerful standardized tool that can help you gauge your program’s performance across seven key areas.
Commercial real estate can be an extremely expensive line item in your budget. Maximize your existing footprint by moving inactive paper files offsite and repurpose the space for revenue-generating activities. There’s no need to keep a records storage room and hold onto boxes of paper that may only need to be accessed once a year, if not less.
You can get an immediate productivity boost by giving your employees access to physical files no matter what location they’re working in. With a digital delivery service, documents stored offsite can be made accessible in record time.
The key word here is “carefully”. After you’ve done some level setting in your organization, you should have an idea of where you could use a boost from information technology management tools.
With so many regulatory changes happening in privacy, retention, and disposition laws, your retention schedule needs updated frequently. Moreover, it’s nearly impossible for a person or team to keep up with these changes. Consider whether a records retention schedule software like Virgo would be right for your organization.
The real power of an information management program can only be unlocked by involving stakeholders from across the organization. If you haven’t already, consider starting a cross-functional group focused on Information Governance or Information Management to help drive adoption across all departments.
Don’t just scan every piece of paper you find. You should first carefully consider the retention schedule, disposition dates, and how often the file may need to be accessed. An incremental or phased digitization approach may be the best way to make progress without breaking the bank.
As laws, industry standards, and business practices shift, outdated policies can expose organizations to legal, financial, and operational risks. Frequent reviews help identify gaps, reinforce accountability, and ensure that records are managed efficiently and securely throughout their lifecycle.
Information management doesn’t have to happen in a silo. Building relationships with peers in your industry or professional networks can offer fresh perspectives and practical solutions to the challenges you face. Whether through conferences, local meetups, or a live webinar, these connections allow you to exchange ideas, benchmark practices, and learn from others’ successes (and mistakes). A single conversation could help you uncover a new tool, streamline a policy, or avoid a costly misstep.
Whether it’s your onboarding plan, refresher courses, or simply a change that you’re rolling out in the organization, be sure your training plans are solid. Training should never be cut out of the equation because it can help reinforce adoption and engagement.
Privacy is an area that’s evolving rapidly. If you don’t have privacy incorporated into your information management program, check out our eBook, Data Privacy for the Information Management Professional for ways to get started.
Is there a lot of paperwork involved in a particular process? Consider ways it could be automated using technology like robotic process automation (RPA), AI and machine learning, or simply by digitizing the paper.
Share your successes loudly and proudly in front of the whole organization, especially those in other departments. One of the most effective keys to enacting change is celebrating successes, especially when you can prove a return on investment.
One of the biggest struggles our clients face is knowing what’s in their boxes. Consider embarking on an inventory audit so you can have a better understanding of what is stored, where it is, and in what format. This information will allow you to apply governance and retention policies much easier.
Whether you’re a part of ARMA, AIIM, IAPP or otherwise, consider confirming that your membership is up to date and that you’re engaging with them. It’s important enough that it bears repeating: a problem you may be having might be the same as another member’s, and you could help each other. You won’t know until you ask!
Has your organization shifted into a remote-first model? Maybe that real estate investment would be better spent elsewhere. If that’s the case, start making plans for real estate divestiture.
Storing documents properly is one thing. Retrieval is another issue entirely. Take a look at your indexing, taxonomy, and metadata to ensure you have the right labels on all your records. You want to be sure that the right record can be found the first time you look, not the seventh time.
Regulation changes and case decisions can be an early warning sign that updates are needed to support a successful information management program.
Whether you’re thinking about your internal or external customers, think about how you can help make their lives easier by getting them access to the information they need quicker and easier.
The best time to figure out that a process or piece of technology has privacy issues is before it’s implemented and in use. If you haven’t already, check to be sure your IT team is prepared with the knowledge they need to properly assess any privacy impacts a new process or solution may have.
When people talk about offsite storage for records, the first thing that comes to mind is paper. Keep in mind that microfiche, film, tapes, and more can also be stored offsite, and be much more safe and secure as a result.
If you’ve got to balance multiple providers for information management services, you could be saving valuable time and budget by partnering with a single provider for a consolidated approach and reduced cost. Reach out to one of Access’ information management experts today for the best options.
Even if you already have a detailed plan, it’s worth revisiting your information management program plan as business needs evolve throughout the year. Don’t tie yourself to a plan that’s no longer relevant!
By no means should this list be considered a checklist of action items that need to be completed as soon as possible. Instead, focus on just a few of these items that are top priorities for your team and based on your time and budget resources.
If you’re looking for a place to begin based on where you are in your information management journey, you may find our Integrated Information Management Roadmap quite helpful.
Share