Fallen from the business scene as an archaic term and discipline, Records Management is making a comeback.

Why? Because organizations today are spending increasing amounts of money and time to maintain and store documents that have no future relevance because they haven’t determined what needs to be retained, for how long, by who, or on what media. Further, to prove compliance, reduce risk and improve operational efficiency, records management is a critical element.

CriticalControl Solutions, although a leader in providing technological information management solutions, firmly believes that unless that information can be appropriately managed, the solutions may be unnecessarily expensive, not be compliant with regulatory requirements, provide only short-term “flavour of the day” solutions, and indeed put the organization at risk or in a more tenuous position than it began.

Our Philosophy
ALL businesses create, capture and receive information.   CriticalControl Solutions realizes information is every organization’s most valuable asset that needs to be managed. The bombardment of vast amounts of information, the wide array of terms and tools, combined with technological advancements has only amplified the need for proper records management. Our philosophy is to develop media-neutral, compliant, simple, but comprehensive long-term solutions.

For specific recordkeeping deliverables, the ISO 15489 Records Management standard is used as the basis for development.

Starting Points
In conducting recordkeeping initiatives for clients, Critical Control recognizes that clients may have different starting points.  For example, if a client’s environment is operating lean and clean in its processes, and the culture is such that it recognizes that records management is an integral part of doing business, Critical Control will then develop products and tools to enable effective and long-term recordkeeping.  Such tools include, but are not limited to:
• Classification systems/Taxonomies
• Thesauri (Controlled Hierarchical Titling)
• Business Records Retention and Disposal Schedules
• Records Management Procedures
• Record Space, Equipment and Supply Recommendations (if hardcopy records exist)
• Records Management Software Specifications and Evaluations

Conversely, if an organization still thinks of records management as “filing” only, and does not have approved base documents to form the foundation of a comprehensive recordkeeping regime, then Critical Control has the resources to develop tools that will shape the culture.  Developed tools will facilitate the understanding of the importance of records management and ensure that whatever products are developed will be implemented consistently throughout the organization to ensure longevity of the recordkeeping regime.  Such tools include, but are not limited to records management:
• Policy Statements
• Principles
• Reporting Structure
• Roles and Responsibilities
• Ownership, Custody and Control Statements

On the other hand, if an organization is unsure of its processes, or has been operational for some time and processes have not been reviewed, then Critical Control has the resources to conduct detailed review of any and all processes.  We can research and document processes that will result in:
• Streamlined business operations
• Identification of mandatory compliance requirements
• Ability to record position description details, procedures and recordkeeping requirements
• Documented procedures to facilitate compliance checks, training and orientations

Critical Control has the expertise to determine the appropriate starting point so that solutions are effective and fully meets the needs of the client,

Comprehensive, Effective and Long-Term Solutions
Regardless of starting point and tools developed, Critical Control has the experience and resources to ensure that solutions are fully documented and implemented.  In addition to working with the client to construct the tools, we provide detailed, hands-on training and coaching so that organizations have the knowledge to conduct the required activities on a day-to-day basis with confidence after our work is done.

Practical Records Management
We provide records management services that ensure that all “business records,” in all media, in all locations, are:
• defined,
• created,
• identified,
• classified/organized,
• protected/ retrieved,
• managed/maintained, and
• disposed of
in a manner that is logical, compliant, cost effective and non-bureaucratic.

Stand Alone Training/Presentations
In addition to providing coaching and training on the solutions developed by our skilled and experienced team, we also provide individual training sessions and presentations on topics such as, but not limited to
• Introduction to Records Management – What’s in it for me?
• Function-Based Classification
• How to Develop Records Retention and Disposal Schedules

The detailed training sessions are typically geared towards the individuals responsible for recordkeeping tasks.  However, we also can tailor short, executive presentations to create an appropriate awareness of records management.