Historically, Document and Record Management were considered to be part of the Quality Management System (QMS). This approach has changed over the past several years. Document and Record Management are now components of a comprehensive Information Management program. The shift represents the changing mindset from the quality department managing an organization’s information to the philosophy that managing an organization’s information is a corporate wide activity.
As the paper methods of documenting policies, procedures, and records gave way to digital methods, there was a surge in the ‘save everything’ mentality along with ‘approval workflows’ for approving documents. Unfortunately, many of those systems were implemented without the forethought to ensure the documents and records could readily be retrieved. Additionally, an organization’s documents are not simply job instructions, contracts, or production data.
These critical documents are information owned by the company that define the business. They are organizational assets! All assets within an organization must be protected, not just to pass an audit, but to safeguard the value of the company.
The solution …Information Management. Large organizations are already making the shift to comprehensive Information Management programs that ensure control of Document Management, Records Management, Knowledge Management, and Data Management activities. Information Governance programs provide the framework for ensuring there are policies and procedures to define activities as well as oversight to ensure incorporation and enforcement. Simply trying to satisfy a document ‘standard’ is no longer acceptable, a comprehensive program aimed at securing Information Assets is a requirement regardless of the size of your company.
The shift from a Document and Records Management approach to an Information Management culture takes time, but the end result is an organization focused on Information as an asset that is protected, available, accurate, timely and accessible.
Regardless of industry, the type of information, or the location of the information, IM Visibility is here to provide visibility to your organization’s greatest asset…. INFORMATION.
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