In the RIM profession, you may find yourself watching movies and television through a different lens. Pop culture has shown us that mishandling records leads to some comedic and, sometimes, catastrophic results. Whether it’s accidental destruction, improper storage, or security breaches, the way Hollywood characters manage (or mismanage) their records provides valuable lessons in real-world RIM principles.
Below are a few examples of where records management goes wrong—and what we can learn from it.
The Office – Michael’s “Special Filing Cabinet” (Season 1, Episode 1 – “Pilot”)
The pilot episode of “The Office” introduces viewers to the quirky dynamics of the Dunder Mifflin Scranton branch, setting the stage for the iconic series. In this episode, regional manager Michael Scott comedically introduces the “special filing cabinet,” AKA the trash can. After Pam receives a fax containing a meeting agenda for Michael and his boss, Michael dramatically tosses the agenda into the trash. This moment sums up the lighthearted incompetence Michael brings to his office, but also raises a serious point about the importance of proper records retention.
Does Dunder Mifflin have an approved records retention schedule? What is Dunder Mifflin’s disposition policy? Throwing documents into the trash is unprofessional and potentially dangerous for a corporation. In a real office setting, this kind of carelessness could lead to the loss of important data, legal liabilities, or compliance violations. A well-defined retention policy ensures that documents are stored securely and properly disposed when the time comes.
Breaking Bad – The Magnet Heist Episode (Season 5, Episode 8 – “Gliding Over All”)
This episode of “Breaking Bad,” features a memorable scene involving a massive magnet used to erase evidence stored at a police station. Walter White and his accomplices devise a plan to eliminate evidence against them using a giant magnet to erase the contents of a laptop. While their plan works, it raises questions about how records are accessed, stored, and secured.
The ease with which Walter and his team access and manipulate police evidence demonstrates a critical flaw in records management: secure storage of digital records. The magnet used in this episode may not be the most common threat to electronic records, but there are countless security risks ranging from cyberattacks to physical breaches. Organizations need robust security measures to safeguard and protect the integrity of sensitive data from unauthorized access, manipulation, and destruction.
Wolf of Wall Street
In Martin Scorsese’s “The Wolf of Wall Street,” one of the most unforgettable scenes involves a chaotic attempted cover up of illegal activities at Stratton Oakmont by shredding physical documents. Jordan Belfort’s actions highlight the legal implications of improper document management. In real-world scenarios, businesses must adhere to compliance requirements regarding record retention and destruction. Failure to follow these regulations can result in fines, penalties, and even criminal charges, like those faced by Belfort and his accomplices.
There are strict legal and regulatory frameworks governing how records should be destroyed, particularly sensitive ones. When organizations face a crisis, it’s crucial to follow established policies and protocols for document retention and destruction. Hasty actions can have legal repercussions. Organizations must have a defensible deletion policy in place to ensure records are destroyed in accordance with regulatory requirements and provide an audit trail proving compliance.
Office Space
In “Office Space,” Milton, the bumbling and disgruntled employee at Initech, is cast down to the basement along with stacks and boxes of documents. Milton’s frustrations result in his setting the office ablaze–chaos ensues. While this scenario is meant to be comedic, the film shows the importance of proper record storage and emergency preparedness for recordkeepers.
Did Initech have an emergency action plan? Storing records in inappropriate or insecure locations, such as a basement prone to flooding, fire, or other hazards, is a major risk that must not be overlooked. Organizations should have an emergency action plan for records management that includes disaster recovery, offsite backups, and risk assessments. A little planning ahead ensures that critical records remain safe, secure, and recoverable in an emergency.
Whether for laughs or as part of the plot, TV shows and movies provide some memorable lessons in records management. While the characters might be forgiven for their errors, and sometimes we even cheer them on, in the real world such actions can lead to severe consequences. “The Office,” “The Wolf of Wall Street,” “Breaking Bad,” and “Office Space,” teach us that there’s a lot to learn about how to manage records effectively—and what can happen when we don’t.
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.