Records management: a growing role

Even established and mature technology can be at the center of change. Long considered an administrative requirement, records management has become an essential part of information governance. The value of document management in operations and even in strategic planning is increasingly recognized.

This does not mean that the majority of organizations have mastered document management. Numerous studies indicate that they are insufficient even in simple processes such as quickly deleting records, or in more difficult actions such as managing cloud-based information or social media-derived content. But many are showing signs of moving in the right direction.

Good governance ensures that information management is compliant and the organization is accountable. This includes the ability to use information appropriately and to establish processes whether or not the information constitutes a formal record. Therefore, it has a broader context than document management, although the definition of a document itself is also broader than before.

According to Cheryl McKinnon, principal analyst at forester. “Accurate information must be available to users who need it to make important decisions,” she says. “Companies need to think about how they organize it, revise it, and move it through the lifecycle. A key element of governance is to move policies to the beginning of this cycle instead of waiting until the end to classify a record. (See McKinnon’s article, “Five Trends Are Reshaping Records Management”, kmworld.com/Articles/Editorial/Features/5-trends-are-reshaping-records-management-92683.aspx.)

Risk mitigation

PSA Peugeot Citroen is the second largest car manufacturer in Europe, after volkswagen, and in a typical year must manage tens of millions of technical, operational and regulatory records. Several years ago, the company chose RSD GLASS, an information governance platform from RSD to manage electronic and physical records. Information consists of a combination of structured and unstructured documents. This complex set of information must be cross-referenced in various ways, including references to different model years and engine models.

With a huge volume of documents to manage, Peugeot Citroën wanted an enterprise-wide information governance system. The company has also sought to mitigate compliance risks for records that may originate from any of its facilities in Europe, South America and Asia, and relate to multiple functions including production, manufacturing and vehicle R&D.

Initially, RSD GLASS was used on design and supply chain documents to provide archiving and lifecycle management. It was also used to allow access to offsite physical records. During its search for a solution, Peugeot Citroën discovered that RSD was the best solution to provide a combination of central policy management, federated enforcement and the ability to apply policies to documents in any repository. rather than using a proprietary repository.

RSD was founded in 1973 to handle large volumes of output from mainframe applications, and evolved into archiving and records management. “About seven years ago, we began a series of intensive discussions with our customers and realized how much they needed a full layer of governance in their repositories, not just within our system,” says Tamir Sigal, vice president of marketing and strategy at RSD. .

Tighter control

Customers had no manageable way to tie the information they had to the laws they had to comply with, or to enforce retention schedules on these systems. “RSD GLASS enables customers to keep information where it resides and provides governance on those sites,” says Sigal. “In the past, physical records allowed for a more controlled environment, but with the advent of PCs and distributed electronic systems, IT departments were losing control not only of systems but also of information.”

Litigation and eDiscovery are important drivers for tighter information control. “The problem with litigation is that you never know when it’s going to happen, and you have to be prepared,” says Sigal. “Companies need to be able to easily find information without incurring high costs.” In addition, there is a risk associated with the retention of unnecessary documents. “They want to be able to access it and know who owns it, make sure it’s governed according to policy, and remove what can legitimately be removed,” he says.

In a dispute involving another car manufacturer’s brakes, the situation exploded because the company did not respond and did not know the extent of the problem. “Peugeot Citroën was worried because they used some of the same suppliers and wanted to understand the risk,” says Sigal. “As an RSD GLASS user, they were able to locate their recordings very quickly and accurately assess the problem, which reduced their exposure.”

KMWorld Blankets