In today’s fast-paced digital landscape, organizations rely on records and information management (RIM) solutions to enhance compliance, protect data, and boost efficiency. Yet, despite these advantages, employee resistance remains common. Fortunately, with strategic change management, clear communication, and ongoing engagement, organizations can address this resistance.
Understanding the Root Cause of RIM Pushback
Employee pushback often stems from three factors: limited awareness, fear of change, and concerns about added workload. Many employees don’t grasp the strategic importance of RIM, particularly in compliance, risk reduction, cost savings, and efficiency. Because RIM touches every department, employees often view it as an IT or legal responsibility rather than a shared organizational responsibility.
Changes to established workflows can also create discomfort and a sense of lost control. Employees may view RIM as an administrative burden without immediate benefit. Misconceptions grow when employees misunderstand the time and effort needed to classify, store, or dispose of records. While implementation can feel cumbersome, most RIM processes become streamlined or automated, reducing manual effort over time.
Strategies to Overcome Resistance
Overcome resistance to RIM starts with communicating its value, early stakeholder involvement, small steps, and adaptability.
- Communicate the Value: Employees support RIM when they understand its impact. Share real-world examples—such as data breaches or compliance failures—to illustrate the benefits of an effective program.
- Early Wins Build Momentum: Launch a pilot program in one department to test and refine your approach. Recognize champions who support the initiative. This encourages broader buy-in.
- Stay Flexible and Responsible: As organizational needs evolve, new requests will arise. Respond promptly to encourage collaboration.
Metrics to Track Adherence
Finally, organizations should track key metrics to measure success and maintain long-term compliance. Consider these indicators:
- Classification Accuracy: The percentage of records correctly classified, reflecting user understanding and reducing misfiling risks.
- Disposition Compliance: The volume of records disposed of according to retention policies.
- Audit Findings and Remediation: Track audit outcomes and resolution speed to evaluate control effectiveness and responsiveness.
- Training Coverage: Tracking the number of users trained on RIM policies and tools highlights the reach and effectiveness of educational efforts.
These metrics provide valuable insights that informs decision-making and drives continuous improvement.
Final Thoughts on Resistance to RIM
Employee resistance to RIM-driven change is natural but not unstoppable. By identifying the root causes such as limited awareness, fear of change, or perceived workload increases, organizations can apply targeted change management strategies that build trust and collaboration. Clear communication, phased rollouts through pilot programs, and celebrating early successes are essential for gaining support. Pair these efforts with adherence metrics to monitor progress and ensure alignment with organizational goals. With a deliberate, inclusive approach, resistance can be transformed into lasting buy-in—allowing your organization the full benefits of a robust RIM program.
Disclaimer: The purpose of this post is to provide general education on information governance topics. The statements are informational only and do not constitute legal advice. If you have specific questions regarding the application of the law to your business activities, you should seek the advice of your legal counsel.