When a disaster strikes, whether it be a natural disaster like flooding or a hurricane or the current Coronavirus pandemic, business continuity can be critical to navigating the uncertainty.
However, many organizations tend to be more reactive than proactive when it comes to investing in systems that the C-Suite perceives as cost-centers vs. revenue generators.
A records management system or electronic records management is crucial because it remains the framework of your organization’s information assets – from digital documents to paper records in off-site storage locations – and along with the Records Management team, should be a major part of an organization’s business continuity plan.
Importance of Record Management for Business Continuity
Why should records management have a seat at the table when it comes to your organization’s business continuity plan? Here’s some reasons why it should be:
Location of Information
Are employees able to locate critical records in a timely manner? It’s important that records are able to be located when requested – especially when it comes to accessing the physical safety of offsite records. Without a records management system to track the location of records, it can be more challenging for organizations to know whether their records are safe and secure.
Remote Access to Records
A cloud-based records management system allows for secure, remote access to the status and location of an organization’s records. This means less of a disruption for remote employees, as they can perform their normal records management functions from anywhere – including managing multiple records retention schedules, monitoring records requests and transfers, and ingesting and classifying newly uploaded digital records.
With records management systems in place, records managers can identify which records are vital to the organization’s operation or quickly assess the confidentiality or security access of a record. Empowering the records management team to own a part of the business continuity plan will provide a key layer of compliance, since they can ensure a secure environment for ongoing records and maintenance.
While a major disruption can have unpredictable outcomes, a proper records management system can provide a level of certainty during uncertain times. We’re in unprecedented territory with the coronavirus (COVID-19) pandemic – and it’s more important than ever to have records management involved in disaster recovery and business continuity planning. Why? To make sure that organizations can efficiently access critical records and information, maintain compliance, and help to ensure the continuity of record-keeping systems.