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Email and network chaos

Do staff at all levels spend a significant amount of time looking for information? Can you find the latest version of a document? Have you had to approach a third party to get a copy of a contract because you could not find it in your system? Do staff use the organisations email system as a recordkeeping system thereby restricting access to business records to the owner of the inbox? Do you title network folders by staff names? Do some staff members carry around thumb drives as a backup measure?

If you have answered yes to more than one of these questions than you probably have email and network chaos.

One of our clients answered yes to all of these questions. After a strategic review undertaken by RKI, that highlighted the significant risk to the organisation due to poor recordkeeping practices, the client decided to adopt our recommendations for:

• 1. The establishment of a recordkeeping governance framework within the organisation, which included:
  • a. Development of a recordkeeping policy to establish accountabilities for records management.
  • b. Development of recordkeeping control tools, such as classification and disposal;
  • c. Development of business rules to ensure that records are created, maintained, and legally disposed.
  • d. Implementing structured folders, based on the classification scheme, on the shared drive to enable greater control over electronic documents as an interim solution prior to implementation of an electronic document and records management system.
  • e. Evaluation and selection of a best fit software solution.
• 2. Implementation of the selected software, incorporating the governance framework, across the organisation.