Records management is not an easy job, nor is it a “sexy” one. It has been compared to taking out the trash—no one likes to do it, but if you don’t, the house will start to smell. KM World brought this information to us in their article, “RECORDS MANAGEMENT – Overcoming barriers to gain rewards.”

In today’s multi-application environment, the challenge can be greater when records are scattered all over an enterprise. For example, many employees use Dropbox for their content instead of IT-approved SharePoint.

There is also a cost factor to consider when data from applications that are no longer being used keeps on being maintained. That doesn’t mean that all data should be maintained. The primary reasons for retaining data usually involve active litigation, records retention for regulatory compliance, and the business value of the content.

Documents subject to records retention requirements can still be managed in a way that reduces volume. The reduction in the number of stored documents saves storage costs, mitigates risk and helps ensure that the right version is retained.

Melody K. Smith

Sponsored by Data Harmony, a unit of Access Innovations, the world leader in indexing and making content findable.