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Records Management Consulting

Records management is “responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”.

Now imagine the risk associated with not having a designate records management officer, unit or champion technically capable of enabling your organization to comply with legal and regulatory laws/standards/guidelines/policies

RIM Consultancy Services

Our consultants cultivate management-level support by presenting records management as part of the business strategy, assess current procedures, develop classification schemas, research retention policies, manage records management projects, and recommend implementation techniques.

A RIM Program Foundation is critical to successful compliance and includes 1) Policy, 2) Records Retention Schedule (RRS) incorporating legal and business requirements, and 3) Guidelines and Procedures that outline physical and eRecords best practices. Learn more about our Records Schedule tool.

 

Developing Records & Information Management Programs Records Management Unit:

The management of records and information is integrated with program planning and other business processes. RIM practices are a component of program and project management.

RIM is integrated across the organization to support organizational objectives.

Setting up Records Centers and/or setting up Archives

 

Developing Records Management Policies and Procedures:

All the elements in the Policies and Procedures are to ensure that adequate records are created, captured and managed. It further determines responsibilities for the organization of records and development of records policies, procedures, systems and processes.

Developing and review the organizations policies and procedures (across all departments)

 

Conducting Records Survey and Inventory:

One of the most important elements in gaining control of your records is the records and information inventory.   Simply put, you need to know what records and information you have before you can manage it.  This ties in directly with one of my favorite general management principles – “you cannot manage what you don’t know about”.

Identify records needed to document the activities and functions of your office.

An inventory is a systematic process for identifying all of the records and non-record information in your organization, who creates, uses, or receives the information, and where users store it.

A completed inventory provides a complete picture of the information environment.  This picture is very helpful for assessing the needs of your RIM program.

 

Conducting a Records Audit:

Auditing your records management process ensures that your business meets legal and regulatory requirements. The process also provides a window into the effectiveness of your operations.

Ensuring that financial, legal or administrative requirements and regulations are complied with

 

Handling the Records Disposition:

Understanding what information to keep and disposing of information that is no longer needed is an important part of effective information management. In fact, disposal is something that you are required to do under legislation.

Authorities should define how long they need to keep records, should dispose of them when they are no longer needed and should be able to explain why records are no longer held

Developing Records Retention Schedules

 

Staff Training:

Providing training to staff who require access or have responsibility for maintaining records: Board, Management, Staff

 

Document Management System:

Develop a strategic plan to guide the switch from paper to electronic record-keeping

 

eBoard Solution:

Implementation of an Internal eBoard Solution to be able to manage meetings paperless (departmental, management, board)

 

Should You require any of the above services, please contact the Consulting team on consult@rimeastafrica.org