Records Management For Dummies

Know what to keep, how to set up a system, and what your plan should contain

If you′re involved with a business — any business — you′re acquainted with records and record–keeping. If you have your own business, you may be wondering what you need to keep and where on earth you′re going to keep it. Well, help is here! Blake Richardson answers all those questions and helps you implement a tried–and–true records management system.

Order out of chaos — see how an information management program can benefit your organization and find options for inventorying records Rank and file — explore different filing systems and methods, find one that meets your needs, and develop a plan What and why — learn what you need to keep and how proper records management can protect your business in case of a lawsuit When it′s time to let go — ensure that files are properly destroyed when they should be Super software — compare software options for managing records, documents, and enterprise content, and discover e–Discovery

Open the book and find:

Tips on managing the information life cycle The scoop on retention scheduling Suggestions for naming folders and files Reasons to set quotas on e–mail inboxes What a hold notice is and when to consider one Guidelines for evaluating software vendors How to enchant senior management with your plan Options for educating employees and training your staff

Learn to:

Take inventory of current records and determine what needs to be kept Develop efficient filing systems for both paper and electronic records Create a records retention schedule Document the destruction of sensitive materials

Introduction  1

Part I: Setting the Stage  7

Chapter 1: Fundamentally Speaking 9

Chapter 2: Appraising 35

Chapter 3: Scheduling 49

Part II: Filing Made Simple  73

Chapter 4: I Know It’s Here Somewhere 75

Chapter 5: Drives Can Drive You Crazy 97

Chapter 6: A Message about E–Mail 113

Part III: Capturing Records  127

Chapter 7: Watch Out, I’m Backing Up 129

Chapter 8: Know When to Hold ’em 141

Chapter 9: Imaging Documents 153

Chapter 10: Software Applications 179

Part IV: Parking Spaces  199

Chapter 11: Storage Locations 201

Chapter 12: Compliant Destruction 213

Part V: Creating a Plan  225

Chapter 13: Codifying the Policies 227

Chapter 14: Train the Troops 237

Part VI: The Part of Tens  247

Chapter 15: Ten Simple Management Guidelines 249

Chapter 16: Ten Emerging Trends 259

Appendix: Sample Forms and Vendor Listings  269

Index  281

Blake Richardson, CRM, is a Certified Records Manager with more than 15 years of experience managing records and information for several Fortune 500 companies. He has been a records manager for CNA Insurance and the Dollar General Corporation, and is active in ARMA International.