Records management trends are becoming increasingly important in today’s world. The benefits of using these trends include increased efficiency, better productivity, applied best practices for managing records, improved records retention, and managing the complete lifecycle of records.
Some of the records management trends include increasing usage of technology, usage of proactive approach, growing important to governance, increased focus on compliance, and growing important of disaster recovery.
Records management trends are necessary for organizations to stay up to date with the latest technologies. But it is not just about being up to date, it is also about being more efficient in an increasingly fast paced work environment. These trends can help with this by providing a more regulatory compliance that can save time and money.
9 Records Management Trends
Here are the key records management trends:
1- Increasing use of technology
The increasing use of technology, such as cloud-based systems and document management software, to improve the efficiency and effectiveness of records management.
With the new technologies, organizations can make sure that important business records are well preserved, maintained, archived, and disposed on time depending on their types. This is very critical in this era specially when more and more regulations are being introduced by governments to secure sensitive information.
Among the list of records management trends following up with technology can for example help you with automatic records classification.
2- Proactive approach
One of the trends in records management you should follow is the shift towards more proactive, risk-based approaches to records management, rather than traditional, reactive approaches.
This proactive approach to records management is important because it helps in keeping up with the changing world. It also helps in ensuring that there is a clear plan for what needs to be done with old records and how they will be disposed of.
It also prevents any organizational risks by providing a clear understanding of what needs to be done with these old records and how it should be done.
3- Growing importance to governance
The growing importance of information governance, with a focus on ensuring the proper management, protection, and use of an organization’s data assets.
It helps organizations develop a strategy to meet their business objectives while ensuring compliance with regulatory requirements and minimizing risks associated with information risks.
There are many benefits to implementing effective IG within an organization. It can help to improve the quality of corporate data, ensure compliance with regulatory requirements, and protect sensitive data.
4- Increased focus on compliance
One of the trends in records management you should follow is the increased focus on compliance with records management laws and regulations, such as the General Data Protection Regulation (GDPR) in Europe and the Health Insurance Portability and Accountability Act (HIPAA) in the United States.
The increased compliance is needed because the number of data breaches are increasing. Data breaches are the result of a security breach on a company’s computer system that leads to the theft or loss of sensitive data. The increased requirements for compliance with GDPR and other privacy laws have led to more security breaches.
5- Increasing amount of electronic records
There will always be a need to properly managing the increasing amount of electronic records including email, social media, and other digital communication channels.
As per statista, the total amount of data created, captured, copied, and consumed globally is forecast to increase rapidly, reaching 64.2 zettabytes in 2020. Over the next five years up to 2025, global data creation is projected to grow to more than 180 zettabytes.
A proper records management implementation plan that is periodically updated to take into account new technological advancements is necessary to manage this enormous volume of records.
6- Increased adoption of RM best practices
The use of records management best practices, such as the ISO 15489 standard, to improve the quality and consistency of records management processes.
Some of the top records management best practices include defining records management goals, establishing processes for documentation, reviewing and updating policies, creating schedules, establishing a secure records storage location, and training employees.
7- Growing importance of disaster recovery
Another critical trend in records management is the ability for organizations to back up their records on a timely schedule to preserve records in the event of a disaster.
Business records are the essence of any business operation, and you don’t want to be in a place where your most important asset is lost when you could future proof it with a low-cost technology.
I strongly recommend reading this article to get to know more about the difference between archiving and backup.
8- The rise of mobile and remote work
The rise of mobile and remote work, which has led to the need for new approaches to managing and accessing records from anywhere.
Remote work has become a norm after the latest pandemic and most organizations faced challenging factors to allow their employees to access their business records from virtually anywhere.
That opened the way for businesses to invest more in their digital transformation journey and get started with digitizing their records.
9- The emergence of new technologies
The emergence of new technologies, such as blockchain, which have the potential to revolutionize the way records are managed. Organizations need to always follow the latest records management trends to stay updated about the latest technologies and how they could improve their operation flow.
The Future of Records Management
We always receive lots of questions related to the future of RM. What technologies we should follow, what procedures should we implemented, and how to future proof our organizations from regulatory compliance?
We can surely foresee that records generation will continue to grow as more and more technologies are being introduced and this will present challenging times for most organizations however keeping up with the latest records management trends should keep on the right track to master your records lifecycle management.