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Late this past year, AvePoint labored with research firm Ecosystm to interview 100 public sector records managers to know their challenges and just where they sitting in managing records within the digital era. A few of these outcome was expected and a few were a genuine surprise. You should check out the entire report here but I’ve also detailed a couple of of what I discovered interesting.

public sector records

1. 100% of respondents stated these were either very confident (60%) or somewhat confident (40%) their agency systems appeared to be managed based on relevant records management compliance standards.

Simultaneously, only 23% of individuals stated these were transferring records for an archival authority, which is a vital element of compliance. To be fair, there might be a lot of reasons with this. Probably the organisation doesn’t have qualified records to transfer, or even the archival authority isn’t presently accepting transfers. That which was interesting in a few of the follow-up questions was this result: 41% of individuals stated they didn’t know why they hadn’t transferred qualified records.

That’s a substantial percentage. 100% of individuals appear at first sight meeting compliance needs, but nearly half of individuals also say it normally won’t know why they aren’t transferring. I believe there’s a genuine disconnect between confidence in compliance and what’s happening on the day-to-day basis. Again, I wish to stress that there might be excellent causes of the inability to transfer records for an archival authority I’m simply not as certain there’s such a very good reason because of not knowing why.

2. 31% of respondents stated they’ve updated information governance practices and policies.

It was an amount that was to me more than organisations not transferring records. Again, speaking about “compliance confidence”, used this confidence doesn’t appear to mirror working practice. Keeping current with information governance policies is a very important element of a highly effective information management program. This really is to take into account changes across a company, changes to compliance needs, and changes to technology. Regular reviews and updates of this ought to be something records managers keep on the top of to make sure that your policies reflect the quickly altering atmosphere we’re employed in presently.

public sector records

3. Within the next 10 years we ought to see just about all records being stored digitally

Organisations forecasted that within the next 10 years, 96% of content is going to be stored and managed digitally. My first office job (a lengthy time ago) involved plenty of talk around a “paperless” office, but it appears as though we may be finally getting nearer to really getting this! With a lot of jurisdictions positively encouraging (mandating in some instances) digital transformation, this can be a really positive sign that it is working and we’re certainly well in order to your much more electronic atmosphere.

4. Complex records management processes continue to be a significant concern

69% of respondents reported complex processes like a barrier to records management adoption. 63% stated change management was a problem and 62% stated that users didn’t comprehend the systems which were in position. All of these results indicate exactly the same things: Users shouldn’t be records managers. Traditional records management jobs are not intuitive to users and they’re uninterested in engaging together. Records management is important, so tackling this concern is another vital factor.

records management

The solution to this issue is really pretty apparent: take away the burden from finish users and whenever we can, build records management processes without anyone’s knowledge, where they’re undetected or a part of existing processes. It isn’t always about more change management (although change management is definitely an essential factor!) or even more training, but instead almost a whole about-face by not expecting users to follow along with these complex processes to begin with.

They were some of what I discovered interesting, but there’s much more within the public sector records are convinced that provides understanding of other locations too. I’d like to hear what struck a chord along with you, so leave a remark below together with your ideas!

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