Massive an ongoing change management efforts related to information handling and creation Centralized Benefits and Disadvantages A centralized approach will have and upside and downside: Upside Easier information management enforcement Economies of scale for infrastructure Control over technologies and strategies Centralized records management resources and technologies Change management can be more easily managed eDiscovery is more easily managed Shared taxonomy, classification, attribution and search helps people find information across silos Business processes across departments or units can be more easily automated Downside Less flexible ability to meet departmental or unit needs Long and expensive implementation of solutions for departments Inability to meet some departmental needs Larger systems are more resistant to change Since most centralized IT departments try to find a compromise solution or balance of centralized vs decentralized you still find records scattered across the various departments in a variety of systems
Your organization may have implemented or considered various techniques around converting an existing or “active” documents to a record such as: Manually declaring a document to be a record Creating a workflow that sends a document to a Records Center or centralized records management related site There has also been another standard for which records management systems are judged which is the US Department of Defense’s (DoD) 5015.2 standard or equivalent which can be reviewed at the following link: http://jitc.fhu.disa.mil/cgi/rma/standards.aspx This standard is set for the management of records that will be eventually transferred to the U.S
The businesses should review the current triggering events in its retention schedule and make needed updates to ensure that they are clear. A centralized Records Management team would be in the best position to spearhead this activity related to the entire retention schedule, working with the businesses, IT and other stakeholders (Legal, Compliance, Risk, Tax, etc.)
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