It’s a common mistake in records and information management (RIM) to put all your focus on creating your records retention schedule (RRS) and neglect what comes next: implementation. Lax planning, poor preparation, and a lack of oversight will frustrate even the best efforts in creating an RRS and expose your organization to unnecessary risks. Don’t fall into this trap! Your ‘perfect’ RRS is meaningless if it is not thoughtfully and consistently implemented across your organization.

In Part 1 and Part 2 of this series, we discussed some of the key challenges and best practices for information collection and creating a simplified RRS....

Long gone are the days of intricate departmental records retention schedules—often very long, with duplicative record categories scattered across multiple business areas. Today, a simplified functional (or Big Bucket) records retention schedule (RRS) is the way to go and is now considered industry best practice. A 2018 multi-sectoral survey of practitioners confirmed that a simplified Big Bucket RRS significantly reduces the size of retention schedules and is easier to implement and maintain. 

After completing the Information Collection phase described in Part 1 of this series, you will ideally have information surrounding all of your organization’s operational processes and good...

A records retention schedule (RRS) is truly the linchpin of a sound and legally defensible records management program. Each RRS must be designed to provide a balance between robust coverage of business operations on the one hand, and simplicity of use and administration on the other. A bottom-up approach that incorporates input from businesses and stakeholders at all levels in achieving this balance can further encourage adoption and foster a culture of adherence within the organization.

This three-part series will walk readers through several best practices surrounding RRS development and maintenance. Part 1 is an overview of best practices for...