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Records Information Management
191 members • Free
36 contributions to Records Information Management
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8d •
The "Shadow IT" Audit
Employees often use unauthorized apps or personal cloud drives to bypass clunky internal systems, creating massive, unmanaged record silos. Identifying these rogue applications allows you to capture missing records and understand where your official systems are failing users. 1. Have you noticed employees conducting official business on personal messaging apps or unauthorized cloud accounts? 2. Why do your users feel the need to bypass the approved Electronic Records Management System? Action Item: Survey three colleagues to find out what unofficial tools they use to share large files.
2 likes • 7d
Messaging apps- WhatsApp/Telegram groups for “quick” approvals or sending client inf Cloud drives -Personal Gmail Drive/OneDrive used because the company one blocks .zip files or has a 10MB limit Filetransfere-WeTransfer/Smash/Dropbox because the ERMS takes 20 min to upload a video
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18d •
Designing the Information Governance (IG) Charter
An Information Governance Charter officially establishes the mandate, authority, and cross-functional roles needed to govern information as a strategic asset. Having a signed, formal document shifts your initiatives from voluntary suggestions to mandatory corporate rules supported by the C-suite. 1. Does your organization have a formal, signed Information Governance Charter? 2. Who are the key department heads that need to sit on your IG steering committee? Action Item: Draft the table of contents for an Information Governance Charter for your business.
1 like • 17d
Table of Contents 1. *Purpose & Scope* 1.1 Business case for IG 1.2 Information as strategic asset 1.3 Scope: data, records, formats, systems covered 2. *Authority & Mandate* 2.1 Board/C-suite endorsement 2.2 Relationship to POPIA, PAIA, ECTA, other regs 2.3 Enforcement approach 3. *IG Principles* 3.1 Accountability, transparency, integrity 3.2 Protection, compliance, availability 3.3 Retention, disposition, value 4. *Governance Structure* 4.1 IG Steering Committee: roles & members 4.2 RIM responsibilities vs IT vs Data Governance vs Legal 4.3 Decision rights & escalation path 5. *Roles & Responsibilities* 5.1 Information Owner, Steward, Custodian definitions 5.2 Employee obligations 5.3 Third-party/vendor requirements 6. *Policy Framework* 6.1 Core policies under IG umbrella: Records, Retention, Privacy, Security, Data Quality 6.2 Review & approval cycle 7. *Lifecycle Management* 7.1 Creation & classification standards 7.2 Metadata & quality requirements 7.3 Retention schedules & defensible disposition 8. *Risk, Compliance & Audit* 8.1 Risk assessment process 8.2 Monitoring & reporting metrics 8.3 Audit & assurance approach 9. *Technology & Tools* 9.1 IG requirements for new systems 9.2 Approved repositories vs shadow IT 10. *Training & Communication* 10.1 Awareness program 10.2 Role-based training 11. *Charter Review & Amendment* 11.1 Annual review cycle 11.2 Version control & sign-off 12. *Appendices* 12.1 Glossary 12.2 Regulatory mapping: POPIA/PAIA to IG controls 12.3 RACI matrix
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22d •
Taming Inherited Merger & Acquisition Data
Mergers and acquisitions often dump terabytes of unclassified, inherited data onto the RIM team's lap, bringing hidden compliance risks. Establishing a rapid triage process to assess, classify, and migrate this data protects the parent company from inheriting the acquired company's liabilities. 1. Have you ever been blindsided by a data dump after a corporate acquisition? 2. What is your protocol for bringing legacy inherited systems into your retention schedule? Action Item: Outline a 3-step triage checklist for evaluating newly acquired data.
0 likes • 21d
1. *Identify & Classify*: - Catalog data types (e.g., financials, HR, customer data) - Classify by sensitivity and retention requirements 2. *Assess Risks & Compliance*: - Check for data subject to e-discovery, litigation holds, or regulatory requirements - Flag high-risk data (e.g., personal data under POPIA) 3. *Dispose or Integrate*: - Dispose of unnecessary data securely - Integrate necessary data into your retention schedule and systems
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30d •
The Regulatory Crosswalk "Regulatory Universe"
Leveraging the Principle of Compliance requires proving that your information governance program satisfies all relevant local, national, and international laws. Creating a regulatory crosswalk matrix ensures that every records policy you deploy can be directly traced back to a specific legal mandate or ISO standard. 1. Can you instantly point to the specific law or regulation that justifies your organization's seven-year retention rule for financial records? 2. Are there any emerging privacy laws in your region that your current system is failing to address? Action Item: Create a simple matrix mapping three of your organization's core record types to their governing legal statutes.
1 like • 28d
Record Type Governing Law/Statute Retention Period Financial Records Companies Act (71 of 2008), Tax Administration Act (28 of 2011) 7 years Employee Records Relations Act (66 of 1995), POPIA 3-7 years post-employment Contracts Prescription Act (68 of 1969) 3-30 years
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29d •
Measuring RIM Metrics
Developing a dashboard of Key Performance Indicators (KPIs) allows you to constantly measure the health, adoption, and success of your information governance program. Delivering a monthly RIM metrics report provides executives with the undeniable data they need to justify continued investment in your department. 1. What are the top three metrics you would use to prove to your CEO that your records management program is highly successful? 2. Do you currently have a reliable way to track the volume of records that are defensibly destroyed each quarter? Action Item: Define three specific KPIs you will track next month to measure the success of your RIM program.
1 like • 28d
1. *Records Destruction Rate*: Track the volume of records defensibly destroyed each quarter. This shows compliance with retention policies and reduction in storage costs. 2. *Compliance Rate*: Measure the percentage of records properly classified, stored, and managed according to policy. High compliance rates indicate effective governance. 3. *Cost Savings*: Track reductions in storage costs, litigation risks, and resource time spent on records management.
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@sibusisiwe-kona-3021
Recent information science graduate eager to apply skills in a supportive role. Passionate about making difference in people's lives.
Active 7d ago
Joined Jan 20, 2026