First, you need to know what a record is and that all records have a specific life cycle in order to design an effective records management system.
Definitions:
The term “record” is used to refer to any type of recorded information that has been made or received and kept by an entity to comply with legal obligations or to transact business. (From the ARMA 4th Edition Glossary)
Documentation Examples:
Client
Monetary
Healthcare
In other words, * Procedures and Policies.
Personnel records
The Evolution of Records:
Creation
Distribution
Use
Maintenance
Disposition
A record has its beginning, its life, and its end.
Management of all business records over the course of their existence is the focus of records information management (RIM), a field of study within the business world.
Program features that are typical of record-keeping systems
Archival Materials –
must be located, guarded, and easily accessible.
The program’s goals should be spelled out, responsibilities delegated, staff members given opportunities for education and the programme should undergo regular reviews.
Conduct a risk assessment and discuss whether off-site storage is necessary, whether records should be duplicated, or whether an alternative method of storing records is appropriate in the event that records need to be reconstitute. Example: (Catastrophe)
Stages
Stage 1
Educate (research state and federal laws and your organisations policies and procedures) (research state and federal laws and your organisations policies and procedures)
Realizing the Lifecycle (learn about the cycle records go through and what happens at the end of the Lifecycle)
Documentation indexing and identification (situate how you will classify each record and how it should be inventoried and assess how many records you have and what type they are)
First, take stock of your files and then decide which ones can safely be discard. The next step is to perform a risk analysis to determine if it’s necessary to store the data elsewhere.
Stage 2
Define Team Roles and Responsibilities
There’s a chance it’ll be just one person, a third party, or representatives from all of the different divisions. In creating your programme, keep the following in mind.
Leadership at a high level provides guidance and aids in enforcing and maintaining the programme.
In the field of IT and RM, you need to be ready to share and commit resources.
Training and auditing capabilities in the areas of law, finance, and human resources. Verify that you are in agreement with the retention schedule and put it into action.
Department by Department - People are aware of the plan and are adhering to it.
Stage 3
Get started on documenting your policies and procedures by making sure they align with those of your organisation.
Produce a plan for long-term storage, data backup, continuous operations, and safe disposal.
Stage 4
Training Evaluation and Changes
Everyone working for the company, from fresh faces to seasoned veterans, needs to be familiar with the record program and its value. The programme needs regular checks and updates. Consequences for noncompliance should be made clear, and compliance should be enforce.
Primary Resource
You’ll find that your records management software is the single most useful resource you have.
While improper record keeping can lead to additional issues, a well-implemented records program will ensure that your data is organized and easy to find in the event of a data retrieval request.
Keep in mind that a medical records collation will be effective only if it is practical, audited, and strictly enforced.
While information is king, dialogue is essential.
