Electronic Records Management Program Emily Gendrolis San Jose State University

Introduction to the Plan Organization is key to the operation of a fully functioning, efficient machine – the machine in this case is your company. Ensuring that all company records – including correspondence – are stored in a searchable database allows company operations to function with the knowledge that records can be easily retrieved for future business use. The purpose of implementing a records management program is to better organize your company’s records; create a plan for their use, storage, accessibility, and disposal; and enable a viable search option for records that require further use.

Current State of Records Company records and emails are stored in separate files throughout the company’s network. Your company would benefit from the consolidation of company records into one organized database, where records can be classified in order to aid in searches and overall storage organization. Organizing all company records – including electronic correspondence – will ensure that access is controlled, that files are used appropriately, and that obsolete or duplicate records are disposed of properly.

Project purpose and benefits The purpose of the implementation of a records management program is to establish order for records maintenance and retrieval, as well as ensure seamless communication procedures with your IT department. Managing records with a properly implementing program will ensure that records are maintained and organized, and that searches can be conducted to enable efficient use of company records. Benefits of implementing such a program include business and transaction accountability, efficient data mining, and reduced search times for specific documents or correspondence.

Objectives of the program The program will require that all records are classified and grouped together for simplified identification and retrieval. Records will not be stored in duplicate or in multiple locations; records that have been classified will be streamlined to reduce redundancy, therefore increasing efficiency for future usage. The database should be searchable, with proper terms identified to enable proficient search capabilities. Employees should be trained in both the maintenance of such a records management program and how to successfully use the program for their benefit. Stressing privacy and confidentiality of specific files should also be included in their training, if applicable.

Project schedule IT personnel and our records management team will first be responsible for establishing a viable database / storage media to store and manage all company records. There should be search capabilities built in to recognize the programmed search terms attached to each record or file. Records will then be transferred into the system. They will be classified and assigned search terms, and organized into recognizable categories. Paper records – of which electronic copies are not already available – will be digitized and then destroyed to reduce redundancies. A schedule will be established to ensure that future paper documents are digitized as necessary in a timely manner and filed into the appropriate classification within the database. The IT department should be tasked with monitoring the database to ensure that security software is up to date and that files are maintained and accessed appropriately.

Resources required The IT department must be included in the implementation of the records management program. The technology required for storing and searching data must be updated and maintained, which requires the cooperation and resources of the IT department. Human resources will be required for the implementation of the program – time and personnel will be required for the uploading of all company records into a consolidated database for storing and searching records. Maintaining company records – whether through IT procedures or by properly accessing records – is the responsibility of all company employees, and working together to manage and protect these files will ensure efficient company operations.