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Canon Business Process Services Shares Records Management Best Practices for Improved Governance of Digital DataNEW YORK --(Business Wire)-- Many organizations realize that implementing a proper records management program can help ensure legislative compliance, minimize litigation risks and streamline document-based storage requirements. However, some companies do not have the resources available internally to effectively create and maintain a records management program. A survey conducted last year by Forrester (News - Alert) Research and the Association of Records Managers and Administrators (ARMA) found that fewer than 10 percent of companies admit to high levels of confidence in their approach to the governance of digital information. According to the survey, the records management function is typically understaffed and undermanaged due to an outdated or lack of retention schedule, insufficient records staff and non-standardized use of technology.1 Consequently many companies implementing a records retention program resort to a "scan everything" approach for ease and simplicity. However, this approach can put companies at the same risk as not creating an effective records program in the first place. One potential problem is caused when organizations do not identify records based on an easy to understand taxonomy and corresponding retention schedule. Employees may begin creating their own copies of electronic documents because they do not trust what can be located in the company's repository due to the inaccurate way the images were loaded. Canon (News - Alert) Business Process Services, a leading provider of managed services and technology, spotlights three best practices that can help companies adjust their records management programs with the goal of better managing digital information. Many companies opt to work with an expert service provider tohelp ensure that they are effectively managing their records programs, particularly when a goal is to be selective in which records to digitize. The three best practices include the following: Assess existing processes with a records needs assessment: Whether implemented internally or via a service provider, investing in an upfront assessment can reveal gaps in the current process; suggest corrective actions and help benchmark processes so they can be measured and improved on an ongoing basis. Determine which documents to digitize: After clarifying vital documents and current record-keeping practices through an assessment, a good next step is to determine which documents to digitize and which to keep as paper. If a record is "inactive" (i.e. eligible for destruction within the next two years), there's virtually no reason to commit unnecessary resources toward scanning it. Rather, keep it in its paper form. Identify already-digitized documents: Companies that are overhauling their records programs often do not realize that many of their important documents have already been digitized and that there is no need to rescan them. The best practice here is to allocate time toward confirming which documents are already in electronic form. This can ultimately save valuable labor and storage costs. For more information as well as to download white papers, case history reports and more, visit the Records Management and Imaging Services page of the Canon Business Process Services website. About Canon Business Process Services Canon Business Process Services, Inc. is a leading provider of managed services and technology that enable organizations to improve operational efficiency while reducing risk and cost. Experts apply quality management principles and tools such as Six Sigma to advance performance to a higher level. The company offers services including BPO, accounts payable services, imaging, records management, print, mail and eDiscovery, and is an IAOP Global Outsourcing 100 Leader in 2014 for the eighth consecutive year. Based in New York City, Canon Business Process Services is a wholly owned subsidiary of Canon U.S.A., Inc. Learn more at www.cbps.canon.com or follow us on Twitter. 1. Forrester Research (News - Alert) and ARMA International, "Records Managers Must Focus On Business Needs, Budgets, And Technology To Succeed," online survey, Q3 2013 All referenced product names, and other marks, are trademarks of their respective owners.
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