Introduction
You started from scratch with the goal of crafting a comprehensive records retention schedule (RRS). After months of analyzing regulatory requirements, gathering feedback from stakeholders, and fine-tuning details to align the policy with your organization’s needs, the dust has settled. Now, it is time to refresh your retention schedule. While this task may seem overwhelming, avoiding these four common pitfalls can make the retention schedule refresh process more efficient and less painful.
Legal and Regulatory Changes
To minimize the risk of quickly failing out of compliance, start by reviewing legal and regulatory changes. These include new requirements not previously considered and updated requirements previously considered. Organizations often monitor legal and regulatory updates through software tools or vendor assistance. By keeping abreast of these changes, you ensure your RRS remains up to date. During the retention schedule refresh, set up a dedicated group to track these changes. This proactive approach helps seamlessly integrate legal and regulatory updates into the refreshed RRS.
Technology Advancements
Technology advancements can significantly impact how records are managed and stored. By failing to keep up with technology, your records management practices risk becoming outdated. Additionally, you may miss opportunities to streamline the process. Therefore, evaluate new technologies and emerging trends, such as cloud storage solutions, digital archiving, and automated retention tools. Technology assessments and collaboration with vendors help understand the capabilities and limitations of untapped resources. Moreover, consider both standalone and integrated products to improve records management during the retention schedule refresh.
Business Operations Changes
Organizational restructuring may add or remove portions of your retention schedule. Accordingly, consider any changes in business operations when reassessing your RRS to ensure it reflects the current organizational structure and processes. For instance, review current organization charts to identify relevant stakeholders and potential adjustments to the RRS. Furthermore, discuss potential operational changes with each department to identify impacts on the RRS early on and allow for timely adjustments. Document key details to ensure changes are reflected in the refreshed RRS.
Lack of Stakeholder Engagement
Engaging stakeholders is vital for a successful retention schedule refresh. Without their input, you may overlook critical aspects of recordkeeping specific to different departments or functions. Thus, actively involve stakeholders throughout the refresh process with an inclusive approach to address their needs and concerns. Structured feedback mechanisms, such as surveys and one-on-one meetings, allow individuals to provide valuable contributions. Additionally, leverage your previous list of contacts when working through your refresh.
Final Thoughts on RRS Refresh
Refreshing your RRS is just as important as creating it. By proactively addressing common pitfalls, you can streamline the refresh process and enhance the effectiveness of your RRS. Regularly monitor updates, evaluate new technologies, reassess business operations, and actively involve stakeholders to maintain an up-to-date RRS. This not only helps mitigate risks but also promotes collaboration within your organization.
Lastly, establish a clear timeline for your retention schedule refresh process with defined milestones and deadlines. This helps keep the project on track and ensures prompt completion of all necessary updates. Additionally, regularly review your progress against these milestones to ensure your refresh stays on schedule.
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.