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Records Management Audits

It has long been recognised that Records management has been more about storing records than the actual management of the entire records lifecycle. Firms will, more often than not, have many sources and repositories of ‘records’ be they physical or electronic, onsite or offsite, and several applications generating and ‘managing’ them.

There is very little ‘joining of the dots’, resulting in much duplication, inefficient processes and poor information standards. This can not only be expensive in terms of time and excess storage costs but lead to loss of information and compliance issues.

Legal RM Ltd are able to offer several levels of records management audit, depending on the requirements you have.

At a basic level, a review of the information held about your records can reveal weaknesses which prevent the maximisation of your records resource. Exercises such as validation of Metadata and highlighting errors in the data, along with suggested improvements all increase confidence in not only the records themselves, but the accuracy of the processes around them.

 This will lead on to improvements in the records creation processes, with associated efficiency gains. Improved information capture will allow improved lifecycle management, with greater confidence in the retention and destruction elements so vital for compliance with privacy laws and protecting the firm. In all our previous audits, where our recommendations have been acted upon, significant cost savings have been made, both at the record creation phase, and in the reduction of paper storage.

Audits at greater depth can review the record creation process, the way that records information is stored and accessed once created, the access to records by end users, as well as the end-of-life processes for one or several records populations, with the ultimate goal of allowing the firm to understand fully its records, how and why they are retained, how they might best be accessed when required, and how they might safely be destroyed when appropriate.