At some point in the growth of a company it becomes apparent that there is a need for a formal records management program.  Governmental and legal compliance dictate a need for a more structured records management program.

Prelude can provide expertise to assist you in establishing an overall strategy to provide a Corporate Records Management Program for their internal and external documents.  The Corporate Records Management Program represents the lifecycle management of all records under government and legal compliance. 

We start by developing an overall strategy for Records Management. We define the executive charter and management responsibilities. Using the policies of the governing regulatory authorities, we define personnel responsibilities for record maintenance and good documentation practices. The result is a strategy that addresses the regulatory authority’s requirements, the responsibilities of each group, and the creation of the organizational structure.

Once the strategy is complete, details can be added that may include:

Internal Organization- Develop the framework for governance, records retention, policies and procedures and responsibilities, organizational structure, and training and awareness.

GAP Analysis- Perform a GAP analysis of external records such as those kept by sales reps and external vendors and service providers. Do their record management procedures comply with the overall corporate objectives?

Off-site Storage- Create a procedure and inventory for all records being stored off-site.

Automated Systems- Establish requirements for record and document management systems, interview vendors, and select and implement system.

Next, we define the process for record lifecycle maintenance based on each group’s responsibilities: record managers, record coordinators, and all employees.  Once the process is defined we can create the training and awareness outline, and work with your company to create the materials, and deliver the training. 

This will establish the policy in writing and provide the required documentation in the event of an audit by a regulatory agency.  At the conclusion of this project, the employees both internal and external, as well as the company’s vendors will be trained and expected to comply with the corporate policies related to record and document retention and lifecycle.

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