Effective records management has never been more crucial to meeting corporate governance, risk management and operational mandates. Yet half of enterprises lack a fully implemented records management program. Download this white paper to learn how strategic outsourcing can help you mitigate risks, apply best practices, meet compliance mandates and improve overall records management ROI.
Océ White Paper
Océ Business Services
Effective Records Management in
Today's Business Environment
Executive Overview
Successful enterprises have come to rely on information as a major internal asset toleverage or as a lucrative product to sell. There is increasing public scrutiny regardingCCoonntteennttss the need for corporate leaders to assure that business information in the form of11 Executive Overview records can be trusted, protected and produced when required. The importance ofproperly managing business records is covered in news sources almost daily,22 Business Drivers for Records including the failure of some organizations to retain records for mandated timeManagement periods (Arthur Andersen) and the discovery in some cases of reputation-damagingemails (Microsoft and many others). Regrettably, litigation frequently is a tactic used to55 Implications of Regulatory and resolve disputes between persons and organizations. Governmental investigationsCompliance Mandates routinely are initiated when audits yield findings of non-compliance with expectedbusiness practices or activities. In both of these scenarios, there is an immediate focus77 The Value Chain in Information on how well management supported the proper retention and timely production ofLife Cycles records, in either paper or electronic format. The default assumption is thatemployees perform job functions as delineated by policy, procedure and99 Changing Office Technologies management directives.
1144 Organizational Best Practices Executive level attention to records management strategies, policies, procedures, andtechnology systems now is the expected practice in well-run organizations. Executivesignatures required on financial statements by the Sarbanes-Oxley Act (SOX) make itcritical to manage enterprise information and evidentiary records in a well-documented and consistent manner. Each organization's value chain and informationworkflow must have supporting records management activities and auditable businessprocesses that clearly document the status of activities; i.e., what is known, and wheneveryone knew it. A carefully developed records management strategy and rigorouslyenforced company information management policies are the key to achievingexcellence in management that promotes customer, investor, regulator, employee andpublic confidence in an organization's activities, products, and services.
11 | Océ White Paper | EEffffeeccttiivvee RReeccoorrddss MMaannaaggeemmeenntt TTMMPPrreeppaarreedd bbyy JJoohhnn TT.. PPhhiilllliippss,, IInnffoorrmmaattiioonn TTeecchhnnoollooggyy DDeecciissiioonnss,, IInncc.. ffoorr OOccéé BBuussiinneessss SSeerrvviicceessBusiness drivers for records managementToday's complex business environments records need to be effectively managed. SeniorInformation is one of the generate numerous challenges for both executives ultimately are responsible for themost vital strategic management and employees. Fast-paced prudent stewardship of corporate assets. Yetchanges in office technologies, changing many companies today lack effective policiesand operational assets governmental mandates and global competition and procedures to control, manage, preserveof organizations. create both obstacles and opportunities. and retrieve critical corporate records and otherHowever, a common aspect of all business business documents. Consequently, they wasteOOrrggaanniizzaattiioonnss ddeeppeenndd oonn environments is the constant demand for on- valuable time searching for information wheniinnffoorrmmaattiioonn to make time access to data, information and it is needed, risk severe penalties and loss ofdocumentation. Informational business records corporate reputation for non-compliance withcritical strategic decisions, are needed for operational guidance, reporting records-related regulations and legal statutes,support innovation and to auditors, documentation of intellectual keep some records too long, spend too muchcapital, evidence in litigation and a variety of for storage, and too often fail to protectgenerate revenue. This other tactical and strategic drivers. Business mission-critical information from loss oressential information is records with critical informational content destruction. must be locatable and retrievable quickly andcontained in business accurately. Otherwise lost productivity, public Because operational effectiveness is a concerndocuments or rre... [download for more]
