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Records Information Management
191 members • Free
3 contributions to Records Information Management
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24d •
Structuring Cloud Migrations
Transitioning from traditional network drives to structured cloud environments requires rigorous planning to ensure metadata and retention rules survive the migration. Delivering a comprehensive cloud onboarding strategy prevents you from simply moving your messy, unmanaged data into a more expensive digital location. 1. What specific criteria must a digital file meet before it is approved for migration into your new cloud repository? 2. Have you mapped your existing on-premise security classifications to your new cloud access controls? Action Item: Create a pre-migration checklist containing three mandatory cleanup tasks users must complete before their files are moved.
0 likes • 24d
The decision to adopt new technologies is not an easy way out to managing records as per existing regulatory requirements. Sorting out institutional records management mess should always be a sine qua non to moving on to new information management technologies. This is the only way to avoid the "garbage in, garbage out" scenario which renders the migration to new systems unhelpful, if not even worse staying with your known mess - better the devil you know! Among tasks that I would require users to do would be to provide them templates to describe and list their records into definable broader categories and capture those record categories in terms of the listed categories according to which they will be captured int the cloud.
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Jan 14 •
Scenario: Retention vs “Just in Case”
A business unit wants to retain records well beyond the approved retention period “just in case they might be useful later”. There is no legal hold and no documented business justification. What would you do? - Enforce disposal strictly? - Allow an exception? - Ask for justification and document the decision? - Escalate the risk? Explain your reasoning, not just your decision.
1 like • Jan 14
@Paul Mullon I fully agree with your last statement 👍
1 like • Jan 19
@Douglas Maina absolutely!
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Jan 10 •
Consistency vs Flexibility in Records Practices
Organisations often struggle to balance consistency with flexibility. Too much rigidity can make records management impractical. Too much flexibility leads to inconsistency and risk. Good governance defines where consistency is essential and where discretion is acceptable. Not everything needs the same level of control. Reflection questions: 1. Where is inconsistency creating risk today? 2. Where are rules unnecessarily rigid? Action: Identify one area where records practices could be made more consistent — or more flexible.
2 likes • Jan 12
This is not an easy question to answer. Consistency and flexibility are equally important in records management, but rigidity is something else! Practicality is necessary to avoid rigidity, not only in records management but in all matters of governance compliance. The need for flexibility in records management should be dictated to by the situation at hand. For instance, in the disposal of non-archivally valued legacy records, which were not captured or created in terms of records classification systems, the need for such records to be retrospectively classified in terms of approved classification systems can be dispensed with for practicability. These records could simply be identified, accounted for in the form of a record and lawfully discarded. A rigid application of rules can lead to performance and compliance failure.
0 likes • Jan 13
Absolutely Paul👌
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