David Canton – For the London Free Press – October 14, 2006
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Businesses can accumulate large volumes of both paper and electronic information.
Collecting and retaining too much information can create a storage and logistical nightmare, and possibly violate privacy laws.
So how does a business decide what to keep and when to get rid of it?
Documents must be retained for various reasons. They may be needed to service customers, comply with legal requirements or as evidence in litigation. The best way to manage large volumes of information is to take a systematic approach through a records management policy.
A policy will make document management easier, cheaper and more effective.
A policy will reduce retention and storage costs, cut access time and costs, and foster compliance with statutory retention requirements.
Policies guide employees so the business collects and records only the information it needs, keeps information only as long as it is needed, and uses the information only for the purpose for which it was collected. A policy will help prevent inadvertent destruction of documents while they are still needed.
Confidential information is an aspect of document management that is often overlooked. Many businesses are bound by contract, law, or practice to keep certain information confidential. Special measures may be required for the handling of such information.
The first step in developing a policy is to organize a team to design and implement a records-management system. It should include those at senior levels and those who deal with the information on a routine basis.
The team starts by determining what types of activities the business conducts, the types of information generated and received by the business and how that information is used within the organization.
Once that inventory is done, the team should assess the business’s legislative and regulatory environment, as well as the business’s uses and needs for the information. It also should consider contractual obligations.
An overall review of industry practices and expectations and confidentiality obligations is important to direct the focus of the retention policy.
A retention policy should consider:
* Collection, use, disclosure, format, storage, access and security of documents
* Limiting collection and saving to only what is needed.
* Determining when and how to destroy documents.
* Implementing a mechanism to protect records the business must keep.
* Retrieval, review, and proof if a dispute arises.
Once a retention policy has been established, it must be put in writing and employees must be trained to implement, oversee and instruct other employees in the policy.
Establishment of an effective policy will help allow the business to focus its time and energy on the actual business, rather than the volumes of information associated with it.