In a short time COVID-19 has significantly changed how many businesses operate. Remote access has become essential to the function of an organization. Giving that this pandemic is a new phenomenon which has caught us all off guard, we have to continually adjust to a “new normal” that in some cases may become the actual “norm.” Now more than ever, a remote Records Manager is needed.

With the disruption of COVID-19, working remotely is becoming less of a trend and more so our way of life. Remote work can be a much more effective process if certain parameters and supports are set in place. That is what we aim to offer.

In the first article of this series, we established the importance developing a digital transformation roadmap based on a sound Information Governance Framework to survive business disruptions. In the next article, we highlighted the importance of a Records Retention Schedule in reducing information. The Records Retention Schedule is the driving force of any legally compliant Records and Information Management (RIM) program; it guides the organization’s retention and destruction activities. Today’s article is “Introducing the Remote Records Manager – The Lifeline to your Organizational Lifeblood.”

Building Block 3:  The Remote Records Manager

Due to Covid 19, many organizations have become disjointed and unable to maintain the workflows that are central to their everyday business activities. However, organizations that adopt or develop strategies to remain agile are able to recognize extraordinary benefits that can mitigate disruptions. While Records Managers are oftentimes seen as the gatekeeper of all things physical, successful programs understand how the modern Records Manager or Information Governance Manager enable organizations to operate in rapidly evolving environments.  By adopting a Remote Records Management strategy, organizations should not only be able to maintain their RIM programs during business disruptions, but can also enhance them during “normal” times because the Remote Records Manages can:

• Operate in any environment
• Provide virtual support to the RIM program, projects and strategic initiatives
• Deliver on-demand support to address departmental RIM issues
• Provide access to RIM communication tools outside of the traditional avenues
• Leverage modern collaboration tools for RIM development

In addition to providing organizations access to the information that the organization needs to operate, the Remote Records Manager can:

• Provide virtual staff training and support
• Lead records classification and cleanup activities
• Develop and maintain the Records Retention Schedule
• Lead RIM initiatives and keep them on track
• Support the compliant management of the records lifecycle

The ability to maintain a records program during a time of uncertainty is not only critical to the survival of the RIM structure, but it can have an enormous impact of business performance and sustainability. The Remote Records Manager provides a vehicle for organizations to transition seamlessly from the traditional office based model to a virtual environment, thereby ensuring program continuity.

For more details on how Cadence Group can provide remote records management support to your organization, please check out our Compliance Helpdesk.

What’s Next in our Series

Training is an essential component to the sustainability of any organization.  With ongoing uncertainty to our operating environments, training can be a fundamental vehicle to keep employees connected and organizations in compliance with myriad records and privacy regulations.  In the next series, we will discuss “Launching your IG Training Program – Remotely.”

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 learn more about how we can help ensure your program’s success and sustainability – we’d love to hear from you!

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.