Since the onset of the COVID-19 outbreak, much of the labor force is working remotely to comply with state and local regulations and ‘flatten the curve’ of infections. While the current level of remote work is a short-term response, COVID-19 is going to require long-term strategies long after businesses re-open. Our current ‘new normal’ will change to other ‘new normals’ for the foreseeable future. As the health pandemic continues, employers must unlock vital work efficiencies and improve access to organizational information assets. In other words, organizations must develop a digital transformation roadmap based on a sound Information Governance Framework.

The great news is that the steps outlined below can be accomplished in a remote environment. In fact, engaging your departmental teams in this process may even help fill slack time while social distancing restrictions are in place.

Building Block 1 of your Information Governance Framework: Program Governance

Like any major initiative, leadership support is a prerequisite for success. The Information Governance program is no different, as it cannot launch and thrive without the explicit support of executive management. To maintain this support, the Information Governance framework and program needs a champion at the top, commonly known as the Executive Sponsor. The Executive Sponsor not only provides material support to the program, but he or she also champions the strategic initiatives that link the program’s success to the organization’s success.

The Executive Sponsor is also responsible for building support throughout the organization by establishing the governance infrastructure. Many successful programs are supported by a cross-functional Steering Committee, chaired by the Executive Sponsor, that periodically meet to develop and update policies, as well as coordinate major program initiatives. Records and Information Governance expertise is needed to guide the steering committee in industry best practices and emerging technology trends, and to provide leadership and practical guidance for the departments.

At the operational level, the program is supported by departmental points of contact (liaisons). Each liaison is responsible for communicating program objectives, providing end-user training support, and monitoring departmental compliance. The liaisons should meet periodically to support program objectives, share best practices and address compliance challenges.

Building Block 2: Records and Information Management Policy

A successful Information Governance Program also needs a policy backbone that drives compliance throughout the organization. The major governing document for the IG Program is the Records and Information Management (RIM) Policy. Signed by an officer of the organization, The RIM Policy provides two major benefits to the program:

1. It provides the internal authority to administer the program, including all related policies and procedures, throughout the organization.
2. In conjunction with the Records Retention Schedule (the next topic in our series!), it enables the legal defensibility of your records retention and destruction program.

The RIM policy should include, but not be limited to, the following topics

• Definition of a “Record”
• Ownership of Records
• Securing Records
• Access to Records
• Format of Records
• Acceptable and Unacceptable Use of Records
• Management of Electronic Records and Communications
• Vital Records
• Historical Records
• Destruction of Records
• Legal Holds

For more details on building your organization’s IG Program, download our Whitepaper, “Setting up a Compliant Information Governance Program: Where Do You Start.”

What’s Next in our Series

The Records Retention Schedule guides the organization’s retention and destruction activities and is a critical component to a legally defensible RIM program. We will outline how to build and administer the Records Retention Schedule in the next installment of this series. If you haven’t already, make sure to subscribe!

Need Help Getting Started?

With over 25 years of experience in helping public and private sector organizations build and update their Information Governance Programs, Cadence Group’s team of certified consultants is here to help! Contact us to start the conversation or learn more about our Information Governance Framework services.

About Cadence Group

Cadence Group, a certified woman owned small business, is a user-centric information management consulting firm with 30 years of experience in information management services. Headquartered in Atlanta, GA, with an office in Washington, D.C., Cadence Group provides services to corporate, non-profit, and government clients. By creating structured, compliant, and sustainable information management strategies for web and content management, records and information management, libraries, collaboration and knowledge management, technical assistance and training, and information technology, Cadence Group helps clients easily acquire, organize, and disseminate information. With the help of our Information Governance expertise, clients optimize information assets, maintain compliance, and acquire information experts through our consulting and placement services.

For more information, check out Cadence Group’s RIM and Information Governance Practice Pages.

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