The Latest Trends in Records and Information Management: A Strategic Asset or a Vulnerability?

Statistics show that document challenges are usually responsible for over 21% of an organizational productivity loss. In an era fueled by data, mastering the domains of records management, document management, and knowledge management is essential. The impact of not doing so can be catastrophic. This article dissects the state of the art trends in records management and offers actionable insights into turning your records management from a potential vulnerability into a strategic asset.

Consequences of Bad Records Management

Did you know that over 7.5% of all documents get lost? An additional 3% of the documents that remain get misfiled.

Neglecting records management can have severe repercussions such as:

Legal Penalties: Failing to comply with industry-specific regulations can result in fines or lawsuits.

Operational Inefficiencies: Time and resources are wasted when employees struggle to locate essential documents.

Security Risks: Poorly managed records are susceptible to unauthorized access and data breaches.

Trending Now: The Future of Records Management

Automation: Automation is a game-changer. It streamlines document categorization, indexing, and retrieval, making document management more efficient than ever.

Cloud-Based Solutions: In a KPMG survey, 35% of CIOs cited cloud technologies as one of their top three most important tech investments. The cloud is increasingly becoming the go-to option for records storage. It offers scalability and can be accessed from anywhere, revolutionizing the traditional approach to document management. One such cloud solution that is globally recommended for document and records management is iManage.

Blockchain for Security: Blockchain technology ensures data integrity. It’s becoming more common in records management systems to add an extra layer of security.

AI and Machine Learning: These technologies are shaping the future of knowledge management. AI-powered tools can analyze large sets of data to yield actionable insights, thereby improving decision-making processes.

Implementing Effective Records Management

So how can you stay ahead of the curve?

Audit Existing Systems: The first step in improving your records management is to understand your existing system’s strengths and weaknesses.

Strategic Planning: A well-defined strategy is crucial. This should outline how to create, store, access, and dispose of records.

Choose Smart Tools: Leverage tools that are in sync with the latest trends. Opt for automated, cloud-based solutions integrated with advanced security features like blockchain.

Training and Education: Train your staff on best practices and the latest tools in records, document, and knowledge management to ensure compliance and efficiency.

In Conclusion

The landscape of records management is changing fast. Companies that adapt to these new trends not only mitigate the risks associated with poor records management but also gain a competitive advantage. Remember, good records management is not just a legal requirement; it’s a strategic asset.

By embracing these new methodologies and technologies, you position your organization for success in today’s data-driven world.

Qiniso Pitse – |Customer Advocate|
Co-Operative Computing



References: Iron Mountain Crown Records Management KPMG