• Home
• Problem Solved
• Where/how do I start?

Where/how do I start?

When the NSW Bar Association ran out of room for records storage, they called us for advice. What should they throw out and where should they start?

Decades of records had accumulated in their compactus store. Some of it was labelled, but the backlog was poorly labelled and staff simply didn't have the time to evaluate and shift volumes of records. They needed a plan to determine what to do, in what order and how much it would cost.

Many organisations face similar backlogs after years of neglecting the basics of office housekeeping. The temptation is to roll up and hold a onetime 'clean out', which will deliver immediate results, but doesn't manage records for the long term and future needs of the organisation.

Organisations are now operating hybrid systems, partly paper and partly electronic, but the potential for going fully electronic is easier than ever, so organisations are missing out on opportunities to use their information for better business intelligence and operating efficiency.

Our strategic planning takes the systematic approach. This means:

• Identifying who is responsible - for system management, control, registering, classifying, determining access protection and ultimately disposing of time expired records
• Developing a strategy for information technology - managing systems and formats to ensure records are accessible over time
• Having a clear implementation plan, with a schedule without trying to tackle everything at once
• Monitoring performance and seeking continuous improvements
• Managing electronic records to minimise the quantity of paper
• Having disposal guidelines so everyone knows how long to keep records.

Developing a strategic plan for records and information means that tasks can be defined and work towards a strategic vision, a vision that includes managing digital records and reducing paper holdings.

Recordkeeping is a fundamental aspect of an effective organisation, so it makes good business sense to manage records, to manage them with a long term view in mind, and ensure that important information is preserved.