Records management program project plan

Please refer to the Handbook of Business Procedures Website problems? Contact FAS Communications fascommweb austin. Skip to main content. Home Records Management Plan. Records Management Plan. Sample Records Management Plan. Numbered according to HBP We submit payment vouchers to be imaged by Imaging and Documentation Servics IDS for final approval and payment processing.

We submit post payment audit and VP7 documents to IDS to be imaged and retained as the master record. Refer to signed acknowledgement. Record types that are imaged in the department are noted in the record inventory. Since email mailboxes are quite large, staff regularly delete only transitory emails. Staff are encouraged to periodically review email to delete transitory and convenience copies.

Staff understand that they cannot delete email master records without an approved disposition. Disposition of email master records is completed as part of the annual disposition, as time allows. This outlined schedule will help eliminate the risk of older documents causing legal problems and will cut costs by reducing storage needs of old and unneeded documents.

Some companies prefer a document management system and a cloud storage service, eliminating the need to store paper files. All their documents are scanned and indexed, making them easier to manage and find. Other companies prefer to utilize a hard-copy storage system through a records management company and secure off-site records storage to manage their papers. This allows them to have access to their documents any time they need them, and still maintain hard-copy records for legal or regulatory purposes.

By creating a thorough procedure for your new records management plan, you can verify that the proper steps are taken in the future and can distribute this knowledge throughout the workplace. Keeping everyone on the same page with their records management eliminates any mistakes that can lead to inefficiency or loss of data. Accidents and natural disasters happen so make sure you have a disaster recovery plan in place to help eliminate any issues in case of a natural disaster, fire, or flood.

A solid backup plan will give you the peace of mind in knowing your data is recoverable in the case of any emergencies. Training your employees after implementation of your new records management plan is the next step. By selecting the right team and ensuring you have well-defined processes and procedures, your records management will be a success. Maintaining a regular process update and audit procedure will ensure that you correct any problems as quickly as possible.

At Record Nations, we can help you create a records management program to manage or store your records, convert to an document management system, or set you up with the proper professional records management company that works best for your business. To get started, fill out the form on this page, or give us a call at Homepage » Record Nations Articles » How To Create An Effective Records Management Program in 8 Steps Making sure that your company records are maintained and stored properly is a project that could be the most important day-to-day work for your business.

Here are the 8 steps that we believe are the mainstays of a solid records management program.