Managing Electronic Records: Methods, Best Practices, and Technologies

CHAPTER 23

Best Practices for Electronic Records Management

Although electronic records management (ERM) is an evolving field that is still formulating industry best practices and accommodating rapid changes in the information technology (IT) and information governance (IG) landscapes, there are some key best practices you should keep in mind while managing and implementing ERM projects and programs:

1. IG is a key underpinning for a successful ERM program—Practicing good IG is the essential foundation for building a legally defensible records management program; it provides the basis for consistent, reliable methods for managing documents and records. Having trusted and reliable records, reports, and databases allow managers to make key decisions with confidence.1 And accessing that information and business intelligence in a timely fashion can yield a long–term sustainable competitive advantage, creating more agile enterprises.

To do this, enterprises must standardize and systematize their handling of information, and most especially their formal business records. They must analyze and optimize how information is accessed, controlled, managed, shared, stored, preserved, and audited. They must have complete, current, and relevant policies, processes, and technologies to manage and control information, including who is able to access what information, and when, to meet external legal and regulatory demands and internal governance requirements. This, in short, is IG.

2. IG is not ...