Getting to Paperlite: Strategies for More Efficient Records Management Part 1
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This document outlines strategies for achieving a paperlite office through effective records management. Key best practices include implementing a corporate classification system, developing records retention schedules, creating a disposal policy, and having a records disposition process. The document emphasizes the importance of reducing paper volume and managing records efficiently to meet organizational demands and minimize costs.
Getting to Paperlite: Strategies for More Efficient Records Management Part 1
- 1. Placeholder slide Event title Getting to Show logistical info such as dial in number, information about handouts or anything to help them prepare for the presentation Paperlite. Strategies for More Efficient Records Management Part One: Records Management Best Practices
- 2. Everyone wants to work with less paper, but very few people know how to make that happen. Today, we’re going to change that… We’re going to give you a plan that will get you to a paperlite environment.
- 3. You’re likely painfully aware that managing records is more complex than ever before. Records volumes and formats continue to grow exponentially. Information must be accessible, any time, anywhere, across a number of formats and devices. There is a growing desire to take everything electronic on a day forward basis. Then there is the challenge of what to do with our existing, paper-based records collections. And all these challenges are set against the constant requests from management to “do more with less”. In other words, most organizations agree that reducing the amount of paper is good, but they don’t have an action plan to get there. A recent AIIM whitepaper provided some good numbers on this challenge.
- 4. AIIM White Paper Study: Paper Focused Business Processes For 74% of participants, paper reduction was a business process priority. But only 24% of these companies actually had policies and procedures to reduce the amount of paper they are working with.
- 5. Using records management best practices goes a long way to getting your organization to a paperlite state. Let’s take a how they can help you reduce the amount of paper you work with.
- 6. Implement a Corporate Classification System. Taking a careful, structured look at your official records is essential, and it starts with corporate records classification. This establishes organization-wide categories for records, preferably based on the business functions supported by the records. The different elements that make up the records classification all play an active role in making your office paperlite.
- 7. The office of record, medium of record and records retention schedules are just some of the elements to consider including when it comes to your organization’s corporate records classification. Let’s have a quick look at each. Office of Record Medium of Record Records Retention Schedules
- 8. Office of Record Many records classifications designate a department or other organizational group responsible for creating and retaining records of a given business activity. Provided this designation is accurate and up-to-date, it can also provide a signal to other departments that any copies of the records they hold are in fact transitory and thus subject to clean-up mechanisms.
- 9. Medium of Record Increasingly more organizations are making determinations that the official record of a given business activity should be kept in electronic form, as opposed to paper. Where this is the case, consider having a “Medium of Record” field as part of the classification. Then, when users encounter records categories that are designated for electronic retention, they can better identify and purge paper convenience copies that are no longer needed. Better yet, it can lighten the volume of paper copies that are created in the first place!
- 10. Records Retention Schedules A good retention schedule is your best friend when it comes to creating a paperlite office. In fact, an effective retention program can help you reduce the amount of paper you store by one-third. How? Because your schedule details exactly what you need to keep and for how long, you are in a position to control the growth of your records collections. This way you ensure that you aren’t keeping paper records you don’t need. And even if your retention schedules dictate long retention periods for some categories, they are important to the paperlite office for two main reasons…
- 11. THE FIRST REASON is that eventual disposal is better than never disposing at all. Some classification categories may have retention periods of 10, 20 or even 30 years, but that time will come. Established companies dispose of longer-term records every year, allowing for direct cost savings that comply with all applicable requirements. 10 YEARS 20 YEARS 30 YEARS
- 12. THE SECOND REASON is that without a retention schedule, typically everything gets kept – including records with short retention periods. Some organizations are hesitant to pursue records retention scheduling at all because of the vague sense that some items need to be retained for many years. By not identifying those items and treating them accordingly, organizations without retention schedules end up spending several years worth of resources storing and managing content that could have been disposed of as little as one year after it was created.
- 13. Create a Disposal Policy A clear records disposal policy is critical for getting to paperlite. It sets the overall mandate, enabling the implementation of records retention schedules. From a paperlite office perspective, it is essential to have a directive authorizing secure destruction of non-record, transitory materials. So the policy itself dictates regular, timely purging of these materials.
- 14. Records Disposition Process So now that we know what to do, how do we do it? This is where the implementation of a records disposition process comes in. Once a record has reached the end of its scheduled retention period, it is usually eligible for destruction. All record destructions should be accounted for via a documented approval process. Once disposal sign-off is obtained, records can be destroyed using shredding, or another method, which provides reasonable guarantee against information being recoverable. Records management staff should certify the destruction. All records disposal documentation should be retained permanently in case any of the destructions are called into question.
- 15. Thank you! In conclusion, Part One of “Getting to Paperlite” covers four records management best practices that are critical to achieving a paperlite office: implementing a corporate classification system, developing a records retention schedule, creating a disposal policy and implementing a records disposition process. In Parts Two and Three we’ll discuss tools to manage your existing collection for paperlite and strategies for handling your day-forward records. Look for these Slideshare presentations in the coming months! Visit us at www.tab.com/paperlite for more resources!
Editor's Notes
- #2: Welcome to today’s webinar, Getting to Paperlite: Strategies for More Efficient Records Management. <click>
- #3: Everyone wants to work with less paper, but very few people know how to make that happen. Today, we’re going to change that. We’re going to give you a plan that will get you to a paperlite environment. I’ll bet everyone attending this webinar is painfully aware that managing records is more complex than ever before. Records volumes and formats continue to grow exponentially. Information must be accessible, any time, anywhere, across a number of formats and devices. There is a growing desire to take everything electronic on a day forward basis. Then there is the challenge of what to do with our existing, paper-based records collections. And all these challenges are set against the constant requests from management to “do more with less”. In other words, most organizations agree that reducing the amount of paper is good, but they don’t have an action plan to get there. A recent AIIM whitepaper provided some good numbers on this challenge. <click>
- #5: Recently AIIM sponsored a paper which looked at paper focused business processes. One of the findings was the practices needed to deal with the increasing volume of paper were just not there. Specifically, a study that formed part of the paper found that for 74% of the participants paper reduction was a business process priority, <click> but only 24% of these companies actually have policies in place to reduce or eliminate the amount of paper in their collections. Sound familiar? If so, you’re in the right webinar, because we’re going to give you a plan for getting to paperlite. <click>
- #6: Using records management best practices goes a long way to getting your organization to a paperlite state. Let’s take a how they can help you reduce the amount of paper you work with. <click>
- #7: Taking a careful, structured look at your official records is essential, and it starts with corporate records classification. This establishes organization-wide categories for records, preferably based on the business functions supported by the records. The different elements that make up the records classification all play an active role in making your office paperlite. <click>
- #8: The office of record, medium of record and records retention schedules are just some of the elements to consider including when it comes to your organization’s corporate records classification. Let’s have a quick look at each. <click>
- #9: First of all, the Office of Record. Many records classifications designate a department or other organizational group responsible for creating and retaining records of a given business activity. Provided this designation is accurate and up-to-date, it can also provide a signal to other departments that any copies of the records they hold are in fact transitory and thus subject to the clean-up mechanisms described further along in the presentation. <click>
- #10: Next is the Medium of Record. Increasingly more organizations are making determinations that the official record of a given business activity should be kept in electronic form, as opposed to paper. Where this is the case, consider having a “Medium of Record” field as part of the classification. Then, when users encounter records categories that are designated for electronic retention, they can better identify and purge paper convenience copies that are no longer needed. Better yet, it can lighten the volume of paper copies that are created in the first place! <click>
- #11: A good retention schedule is your best friend when it comes to creating a paperlite office. In fact, an effective retention program can help you reduce the amount of paper you store by one-third. How? Because your schedule details exactly what you need to keep and for how long, you are in a position to control the growth of your records collections. This way you ensure that you aren’t keeping paper records you don’t need. And even if your retention schedules dictate long retention periods for some categories, they are important to the paperlite office for two main reasons: <click>
- #12: The first reason is that eventual disposal is better than never disposing at all. Some classification categories may have retention periods of 10, 20 or even 30 years, but that time will come. Established companies dispose of longer-term records every year, allowing for direct cost savings that comply with all applicable requirements.
- #13: The second reason is that without a retention schedule, typically everything gets kept including records with short retention periods. Some organizations are hesitant to pursue records retention scheduling at all because of the vague sense that some items need to be retained for many years. By not identifying those items and treating them accordingly, organizations without retention schedules end up spending several years worth of resources storing and managing content that could have been disposed of as little as one year after it was created.
- #14: A clear records disposal policy is critical for getting to paperlite. It sets the overall mandate, enabling the implementation of records retention schedules From a paperlite office perspective, it is essential to have a directive authorizing secure destruction of non-record, transitory materials. So the policy itself dictates regular, timely purging of these materials. <click>
- #15: So know we know what to do, how do we do it? This is where the implementation of a records disposition process comes in. Once a record has reached the end of its scheduled retention period, it is usually eligible for destruction. All record destructions should be accounted for via a documented approval process. Once disposal sign-off is obtained, records can be destroyed using shredding, or another method, which provides reasonable guarantee against information being recoverable. Records management staff should certify the destruction. All records disposal documentation should be retained permanently in case any of the destructions are called into question. <click>