DOES POOR RECORDS MANAGEMENT AFFECT OUR ORGANIZATION?
If you find yourself asking this question every time it is suggested to you that you that your organisation needs Records Management, it is very likely that you have very little understanding of what Records Management is.
It is also possible that your organisation suffers heavily the deficiency of of this critical BUSINESS FUNCTION .
Records management is a critical business function for any customer or client-driven business, whether for profit or nonprofit. Especially useful in sales and service, records management typically is powered by database software commonly referred to as CRM, or Customer Relationship Management. Records management begins with collection of prospect or customer data.
Records are essential for the effective and productive functioning of private and public organizations. Records document the decisions and activities of governments and private institutions, and serve as a benchmark by which future activities and decisions are measured. They document fundamental rights and obligations, and differentiate the rule of law from the actions of arbitrary states. Without records there can be no rule of law and no accountability. Without good records, officials are forced to take decisions on an ad hoc basis without the benefit of an institutional memory. Fraud cannot be proven, meaningful audits cannot be carried out, and government actions are not open to review. In addition, the people of the government cannot make an informed contribution to the governance process or claim their rights.
SYMPTOMS TO LOOK FOR:
Time efficiency is one of the reasons you use records management systems. With poor records management, you usually see significant time wasted in customer interactions and record checks.
Poor records management may contribute when your profits fall short of expectations or revenue and profits decline.
With a well-supported and secure records management system, lost customer files should not happen. However, failure to put in place an effective system can lead to trouble in finding files that provide information on customer accounts, including purchases, payments and other key data to the relationship. This affects your ability to provide the best service and sales experience to top clients. When your people routinely lose customer data files or cannot easily retrieve them, you begin to experience lost customers or clients, which contributes to poor results.
Poor Organization and Clutter
Without a proper records management system, you begin to see excessive clutter and a disorganized environment. In lieu of technology-driven records management, you would have to keep client or customer data in file cabinets or another organizational system. This can take over the space in an office and overwhelm your people. Additionally, an inefficient records management system makes it very difficult for employees to keep track of customer information and inventory. Stress and tension in the office are correlated symptoms.
Without adequate records, the effectiveness of development projects must suffer. There will be no means of verifying that the development project falls within acceptable legal, financial and cultural boundaries of a client government. There will be no means to verify that funds for development are used as intended.
Corruption & Fraud
Lack of records management is directly linked to the persistence of corruption and fraud. Experts in financial management and control recognize that well-managed record systems are vital to the success of most anti-corruption strategies. Records provide verifiable evidence of fraud and can lead investigators to the root of corruption. Well-managed records can act as a cost effective restraint. On the whole, prevention is much cheaper than prosecution.
Loss of Control:
The loss of control of records has consequences for all citizens, especially for the poorest, who are least able to defend themselves. Relevant and accurate public records must exist if governments are to preserve the rule of law and to demonstrate fair, equal, and consistent treatment of citizens. Without access to records (either directly or through their representatives) the public does not have the evidence needed to hold officials accountable or to insist on the prosecution of corruption and fraud. Moreover, the public suffers when inadequate information systems affect program delivery. Indeed, public health, education, pensions, land, and judicial rights all depend upon well kept and well-managed records.
GAINING THE RIGHT SKILLS
The Electronic Document Records Management (ERM) training explores records management in relation to the business needs of all types of organizations both in the public and private sector, embracing all records but with a particular emphasis on electronic records.
Proper records management requires trained staff, adequate and continuous funding, appropriate environmental conditions and physical security. Appropriate management structures and governmental legislation and/or regulation are needed. A records management system should have realistic targets and project design. Many of the needs are basic ones, which can be supplied without highly technical or technologically sophisticated solutions.
KENVISION TECHNIKS PROGRAM
The Electronic Document Records Management (ERM) training is designed for Business Managers, IT Managers, Compliance Officers, Archivists, Librarians, Risk Managers, Records Managers and Information Managers, as well as for solution providers, sales consultants, project managers, and technical staff.