In a world driven by big data and generative AI, the difference between chaos and control comes down to how well you manage your information. There are small, strategic steps your organization can take to greatly improve its Records and Information Management (RIM) program. Focus on three essentials — publication, education, and follow-up — and you’ll build a RIM program that works. 

Publication

Make policies clear, accessible, and easy to understand. Consolidate RIM-related policies such as legal hold, data disposal and retention policies, and retention schedules into a single centralized hub. Use plain language and clearly state what is expected of your employees at each stage of the information lifecycle. 

Create a retention schedule, but ensure that a simplified version is easily accessible to all employees. Certain policies, specifically legal holds, should include clear instructions to those who receive them, along with the consequences of non-compliance. 

Education

While publication is a critical first step, it alone is insufficient. Your employees should understand why RIM policies are important and how to apply them in their day-to-day work. Instead of generic training for all employees, conduct targeted, role-based training. The HR and IT departments do not have the same roles and responsibilities, so their training should not be the same. Additionally, real-life examples and interactive lessons are more likely to resonate with employees than abstract policy trainings. 

Designate a point person in each department, a records steward, who receives more extensive training to gain a deeper understanding of the RIM program. Empower that individual to answer day-to-day questions, assist in training, and escalate issues to leadership in real-time. 

Follow-Up

With policies and training in place, focus on sustaining momentum. Create a schedule to conduct periodic audits to assess whether the practices are being followed. Track training completion to ensure employees are up-to-date. It is also vital to prevent indefinite accumulation of risk; do not neglect disposing of records once their retention period has lapsed and the information is not subject to legal hold. 

Solicit feedback from employees as to what tools would help improve the process. Refining training and procedures based on employee feedback can ensure that the RIM program continues to evolve. Lastly, report audit findings and training completion rates to leadership periodically to reinforce the importance of the RIM program at the organizational level and lower risk exposure.

By focusing on clear publication, targeted education, and consistent follow-up, your organization can strengthen its RIM program without requiring a complete overhaul. These practical steps not only improve compliance and reduce risk, but also foster a culture of accountability.