Implementing Records Management Initiatives

Why Should You Attend:

Records management is essential to protect:

• An organization from legal actions
• Customer data
• Trade secrets
• Regulatory sanctions

Records management is far from simple; it involves the electronic storage of your documents, physical storage of paper documents, custodial retention of cash equivalents, archive management, and use of third parties. Records management programs can help a company recover from destruction of warehouses or offices and to be able to continue operations with a minimal amount of disruption. It can help preserve document trails and enable usage of information across multiple locations.

Computerization of records will have multiple impacts across an organization. Digitization involves elements of quality, classification, identification, quality assurance, and usage efforts. Once documents are digitized, the organization will have to decide how information has to be shared and controlled. An organization also has to determine what to do with missing documentation.

Implementing a records managements program is imperative to ensure safety and security of data for use now and in the future. It can also be done to mine the data and extract valuable information from it.

Areas Covered in the Webinar:

• Who owns your data and who are the custodians?
• Records life cycle
• Benefits of digitization
• Housekeeping – old records presenting new dangers
• Data classification – high risk data, keeping it secure
• Physical security and preservation of paper records
• Electronic security
• Records destruction
• Regulations, legislation and compliance
• Where to store – benefits of in-house versus external and how geography matters
• Pitfalls of personally identifiable information

Who Will Benefit:

• Decision Makers (operational and strategic)
• Auditors
• Compliance Personnel
• Security Personnel
• Business Owners
• Project Managers
• Project Management Office
• Facilities Management
• Legal Staff

Instructor Profile:

Denise Cicchella, CIA, CFE, CCA, PMP, is executive director at Auspicium. She has lectured and taught on the topic of construction audit in the past. She has also lead and participated in construction audits of major private and infrastructure projects resulting in large recoveries for her clients. She is also the author of the IIA Handbook: Construction Audit: Overview, Monitoring and Auditing and Auditing for Corporates.
She is the founding president of the New York/New Jersey Chapter of the National Association of Construction Auditors.

Topic Background:

Records underpin all organizations, departments and tasks for business operation. Records information management is the professional practice or discipline of controlling and governing what are considered to be the most important records of an organization throughout the life cycle, which includes from the time such records are conceived through to their eventual disposal. This work includes identifying, classifying, prioritizing, storing, securing, archiving, preserving, retrieving, tracking and destroying of record at the end of their useful life.

Effective records management programs, though not a primary objective of most organization can create several competitive advantages:

1. Control creation and growth of records
2. Reduce operating costs
3. Improve efficiency and productivity
4. Determine correct technologies to embrace
5. Ensure compliance
6. Minimize litigation risk
7. Safeguard vital information
8. Support better decision making
9. Preserve corporate history

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