Assess Your Needs
An InfoMatrix Records Management Needs Assessment will evaluate the records management practices of your organization,
for each step of the
records lifecycle, and will deliver a report of Findings and Recommendations and a Strategic Plan for the
implementation of our recommendations.
The Report will address all pertinent core records management issues, as well as
issues related to compliance with legislative, regulatory and
Other issues addressed by the Report concern governance, media migration options, change management and document
technologies, as required. InfoMatrix can also audit existing records management programs or individual program elements
such as your retention schedule, micrographic or
imaging operations, policies and procedures, etc.
Findings and Recommendations
The Findings sections of an InfoMatrix Needs Assessment Report will detail the current situation, identify the records
management problems or
gaps in existing practices, and articulate the implications of maintaining the status quo.
The Recommendations sections will propose practical,
realistic, and customized solutions to your record-keeping problems
based on sound records management principles, standards and practices. Recommendations will be accompanied by
appropriate economic and/or strategic justifications for action.
InfoMatrix Needs Assessment Reports include a Strategic Plan to implement the reportís recommendations.
The plan will specify the required
resources and expertise, projects and tasks, timelines, and costs. Where appropriate,
multiple options, combining external and internal resources,
will be provided.
Policies and Procedures
Policy and Procedures are essential for defining your records management program. InfoMatrix can develop new policy and
procedures or enhance,
update or consolidate existing policies and procedures. The Policy outlines the records management
program statement, provides definitions,
defines roles, responsibilities, concepts, standards, and guidelines. Procedures
describe the resources, tasks and timelines involved in running your
Records Keeping System Design
InfoMatrix can develop all the elements necessary to establish a comprehensive departmental or corporate Records
Management Program. The program will provide fundamental components such as Policies and Procedures,
File Classification and Records Retention.
Simply stated, the File Classification is the structure applied to provide a common approach to organizing business
records and the Records Retention refers to the determination of the period of time you are required to retain records
based on administrative, operational, audit, legislative and historical needs. The program components can be expanded
to include education and training programs, vital records protection,
image management, and archives management.
File Classification and Records Retention are the cornerstones of your Records Management Program and should
manage all your business
records, regardless of the type of medium. InfoMatrix can develop departmental or corporate
file classification schemes that are function-based
and aligned with your business processes. Records retention practices
are based on legislative and non-legislative requirements specific to
the jurisdictions in which your organization does business.
Solutions to Manage Your Business Records
InfoMatrix will draw on our consultantsí decades of experience, as well as their professional background and skills, to develop
practical, realistic, and
customized solutions based on sound records management principles, standards and practices.
Our objective is to provide cost effective answers
to your records management problems and, by enhancing information integrity,
to allow more informed and timely business decisions to be made.
The application of document technologies is frequently part
of the solution set, many times playing the role of an enabler or enhancer to the
recommended records management systems.
Implement Your Records Management Program
InfoMatrix can play a variety of roles in the pilot or enterprise-wide implementation of your records management program.
At a minimum,
InfoMatrix can provide leadership through project management or periodic implementation reviews.
Full implementation services are also available
and can include the application of classification and retention, user training and
InfoMatrix can design and deliver records management education and training modules tailored to your the needs of your
staff. The modules can range from a basic records management orientation module to customized detailed
training modules for your records
management professionals. Records management seminars and workshops for your
organization or industry meetings can also be developed
Solutions to meet Your Business Objectives
The most important aspect of the records management solutions we provide is that they support your business objectives,
address your business
risks, and streamline your records keeping processes. These may be objectives such as productivity,
revenue generation, customer service,
cost containment, or legislative compliance.
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