April is Records and Information Management Awareness Month
(Updated September 2024)
We bet you didn’t know this — April is National Records and Information Management Month!
Records and Information Management Month (RIMM) is celebrated internationally during the month of April to highlight the significant impact records management has on organizations. The purpose is to emphasize the value and importance of organizing and maintaining records and data for the efficient and effective management of information.
RIMM was first observed in 1995 as National Records and Information Management Day, through the efforts of members of the Association of Records Managers and Administrators (ARMA).
Every organization, regardless of industry, is overwhelmed by a constant influx of information—from physical documents to digital data and media. Our businesses rely heavily on the smooth flow of information and access to critical data. However, maintaining organized, secure, and accessible information can be a formidable challenge. If your organization has inadvertently overlooked its records retention policy or neglected information management, now is the ideal time to prioritize developing a successful and secure long-term document management strategy.
A multifaceted information management strategy can mean the difference between a successful organization and one riddled with disorganization, inefficiency, and security issues.
ARMA identifies several principles that describe best practices for records management. We’ve compiled a brief overview of them for you here.
- Accountability
This principle requires that one point person oversee the information governance program and that there are policies and procedures in place that allow for regular auditing. - SecuritySecurity is arguably the most critical aspect of any information management strategy. Protecting sensitive customer and business data is paramount. Implementing robust security and compliance protocols, defining clear access controls, conducting regular audits, and establishing a comprehensive risk management plan are essential components of a secure information management strategy.
- Compliance
Virtually every organization has a set of state and federal compliance requirements to which they must adhere. Some businesses lack a clear understanding of the compliance regulations in their industry — as you research your industry’s compliance requirements, it will help you establish best practices, better train employees, and implement procedures that keep you compliant. - Accessibility
Records and information need to be quickly accessible to maintain efficient operation. If you’re wasting valuable time looking for records or duplicating efforts, consider implementing a scanning and electronic document software solution that allows you to keep all documents organized electronically in a secure repository for immediate retrieval. - Records Retention
Developing a practical document retention and destruction schedule is an important part of an organization’s overall document management strategy. During the progression of lifecycle document management, you will find yourself holding onto documents that have outlived their usefulness. Implementing a records retention policy is one of the best, most cost effective actions you can take to benefit your organization. - Document Destruction
Document shredding ensures sensitive data cannot be stolen or fall into the wrong hands. Your clients rely on you to protect their personal information. Without a comprehensive document destruction process, you’re leaving their confidential data vulnerable to theft and opening up your organization to liability should a security breach take place.
