Is your business prepared should a hurricane hit? While you can’t predict when a natural disaster will occur, how long it will last, or the extent of the damage it will cause, you can make sure that you are prepared for the worst with a Business Continuity Plan (BCP)—a predefined set of protocols on how your organization responds in the event of a hurricane or other emergency.

Continue reading for a step-by-step guide to creating and refining a BCP to protect your business from risks, including financial loss, compliance violations, security threats, and operational issues.

What is a BCP?

A BCP is a predetermined set of procedures for how your business will respond to an emergency or natural disaster, such as a hurricane. It includes contingency plans for all aspects of your organization, including human resources, assets, technology, and business processes. Since disasters can result in injury, downtime, and loss of revenue and profits, preparing as thoroughly as possible is crucial. A strong BCP allows your business to function even when disaster strikes. As hurricanes are unpredictable, a business continuity plan is essential.

Steps to Create and Implement a BCP

Don’t procrastinate when creating and implementing a BCP; your business depends on it should a hurricane hit. According to The Federal Alliance for Safe Homes (FLASH), an estimated 75% of businesses without a BCP and hurricane preparedness plan fail within three years of a disaster. Don’t let your business be a statistic! Here are steps to take once you’re ready to create a BCP.

Conduct a Business Impact Analysis (BIA)

A Business Impact Analysis (BIA) analyzes and measures the risk of potential threats and how they would disrupt business operations and identifies which business processes are most critical to the company. Here are key steps to perform when conducting a BIA:

• Identify critical business functions, including document access and preservation.
• Assess the impact of disruptions (e.g., hurricane or other natural disaster) on these functions.
• Determine what an acceptable downtime is for each function so expectations are clear.

Perform a Risk Assessment

Identify and evaluate potential risks and threats to understand how each could affect your company—for example, hurricanes and other natural disasters, cyber-attacks, supply chain disruptions, etc. Once risks have been identified, it’s time to analyze business vulnerabilities and the impact each risk would have on daily operations and processes.

It’s important to factor in geographical locations that pertain to every piece of your business and not just the main office, such as remote employees, branch offices, shipping products, and warehouse locations. Hurricanes can affect beyond the East Coast; remember Hurricane Kay, which brought fierce rain, fires, and wind to Southern California and Mexico in 2022? Plan for the worst; you never know when or where a hurricane might hit.

Develop Recovery Strategies

Planning for recovery after a hurricane or emergency is one of the most vital pieces to the BCP. How will important files be accessed? Are physical records stored onsite or offsite susceptible to damage?

Partnering with an offsite storage provider with secure facilities and vaults, advanced security and fire suppression technology, and digital conversion services can strengthen your recovery strategy. Additionally, by embracing digitization, you can ensure your staff can access important documents from anywhere, even if a hurricane hits.

Create a Plan Framework

A robust BCP framework should include detailed plans that identify, prevent, prepare, respond to, manage, and recover your business from any risk or emergency. The goal is to keep your business up and running regardless of the impact of a hurricane. The framework should include an emergency/immediate response plan for different disruptions and a communication plan to establish communication protocols for both internal and external stakeholders.

Beyond Storage – A Comprehensive Information Management Checklist

Organizations of all kinds and sizes are finding themselves faced with an array of information management challenges. Some of these challenges, like the transformation of information technologies and the growth of data sets, have remained relatively unchanged for years.

Check out the eBook ›

Assign Roles and Responsibilities

Assemble a crisis management team (CMT) and clearly define each team member’s roles, outlining responsibilities and expectations. Make sure all team members have up-to-date contact information and can be reached. Members of the CMT are responsible for planning for, managing during, and recovering after a hurricane or emergency, so it’s important to involve a staff member from each department and ensure members are collaborative.

Develop and Implement the Plan

Now it’s time to write your BCP! Compile all the information into a coherent document. Once finalized, distribute the plan and ensure all relevant employees can access it. Conduct training sessions to familiarize staff with the BCP and ensure they understand what to do should a hurricane hit. Additionally, training documentation should be saved to be easily accessed in case of disruption.

Maintaining and Updating the BCP

A BCP should be regularly reviewed and updated to ensure all information is accurate. Policies and regulations can change year after year, as can internal operations and processes, so closely examining your BCP annually is crucial for its effectiveness. However, many triggers, such as organizational changes, security threats, new processes, or other business changes, would require your BCP to be updated throughout the year.

Now is the Time: Start Creating or Refining Your BCP

With an unprecedented hurricane season on the horizon, now is the time to ensure you are prepared with a thorough BCP. Here are some essential resources to guide you in creating your business continuity plan or assist your business during active disaster recovery:

• Access Business Continuity and Preparedness (BCP) Center
• Hurricane Preparedness Checklist
• The Federal Alliance for Safe Homes, Inc. (FLASH)® Hurricane Toolkit

In addition to a BCP, partnering with a records management vendor like Access can ensure that your active files are always protected while simultaneously planning for disaster recovery. Moving important documents to offsite storage and digitizing adds another layer of protection during hurricane season and beyond. Access offers PRISM Privacy+ Certified storage facilities and vaults with advanced security and fire suppression technology to ensure secure records storage. Get started on finding the right solution for your company today by contacting an Access representative.

Refine Your Business Continuity Plan (BCP) Today!

The post Crafting an Effective Business Continuity Plan (BCP) for Hurricane Preparedness appeared first on Access.

From improving internal efficiencies to supporting remote employees to better-serving clients, there are numerous reasons for wanting to enhance record access. Many organizations have turned to digitization to achieve these goals and discovered that intelligent content management and AI do, in fact, revolutionize records and information management.

Continue reading to learn how embracing new technologies can help you build a content management solution that enhances your organization’s productivity and collaboration.

Different Digital Maturities are Normal in an Ever-Evolving Digital Landscape

Change can be difficult, especially when it comes to new technology. However, while the digital landscape is constantly evolving, it’s normal for different parts of your organization to be at various stages of digital maturity based on each department’s allocated resources, time, and processes. So, embrace this evolution and plan for integration as best you can.

New technologies, like Artificial Intelligence, are continuously evolving to offer enhanced capabilities and improve daily operations. AI tools can revolutionize records and information management by streamlining processes such as document classification, retrieval, and compliance. They can also automate repetitive tasks, ensure accurate data categorization, and maintain up-to-date retention schedules. These benefits significantly increase efficiency, compliance, and risk mitigation.

Create a Roadmap for Adopting New Technologies

Before implementing new technologies, developing a comprehensive roadmap (aka a strategic plan) is essential. A thorough plan detailing the reason and vision for adopting new technologies will allow you to outline your timeline and set goals, metrics, and milestones. A roadmap is critical to guide your digital transformation and help you stay ahead of the curve.

Employee Access to Physical and Digital Records

The struggle for improved accessibility to physical and digital records is real!

Ensuring that employees have access to records when, where, and how they need them is an ongoing area of improvement for most companies. However, this accessibility is essential for maintaining productivity and efficiency within your company. Two game-changers that can revolutionize accessibility are digitization and indexing.

Digitization

Digitization is vital in enhancing access to information and records, whether to boost internal efficiency, support remote workers, or serve remote clients. It improves access and reduces the physical space required for records, cutting storage costs and administrative time. The backlog of files to digitize can seem too complex or time-consuming, but a records management partner and software that preps, scans, and indexes make it seamless to transform digitally.

Indexing

The indexing process has seen notable improvements with the integration of newer technologies, mainly through the automation of document categorization, such as:

• Machine learning can more accurately classify and tag documents, simplifying retrieval and reducing manual efforts and errors.
• Technological advances also help ensure compliance with regulatory requirements and prevent the storage of information for longer than necessary.
• Capturing detailed data about each file helps ensure you can quickly find what you need when needed, which means no more endless searches.

Additionally, security should remain a top priority regardless of your reason for embracing digital solutions. Controlling access to records and maintaining a robust chain of custody is essential to safeguarding sensitive information effectively.

6/25 Strategic Digitization: Enhancing Compliance, Accessibility, and Efficiency

Join us for an insightful webinar with Matthew Bennett, Senior Executive in Business Development and Strategic Information Solutions at Access, on how leveraging strategic digitization ensures your information management processes maintain a seamless balance between security, compliance, and accessibility.

Check out the Webinar ›

Keep Up with New and Updated Laws and Regulations

Compliance builds brand trust and is crucial for managing the information lifecycle effectively. To ensure compliance, organizations must follow and stay up-to-date with regulatory requirements for storing, accessing, and disposing of information. Staying current with laws is vital for building trust and protecting records. Meeting these requirements safeguards information and maintains organizational integrity.

The Path Forward: A Comprehensive, Agile Information Management Program

The next step involves creating a comprehensive, agile information management program, which means you must be flexible and adaptable as new challenges and technologies arise. By focusing on these areas, you’ll be well-equipped to handle the complexities of information management and leverage all the game-changing technology to help drive your organization forward.

For more insights on implementing new technologies in your records and information management program, watch the webinar recording of Intelligent Content Management: Game-Changing Technologies and Strategies (Presented with KMWorld).

As you evaluate new technologies, do your research to find a partner—like Access—who can offer experience and expertise to drive your program forward with solutions like Access Unify | Active File Service.

Access Unify | Active File Service is designed to streamline your operations by converting your most frequently used paper documents into digital formats, making them easily accessible as needed. Other key advantages include:

• Access to robust indexing and metadata applications and comprehensive reporting capabilities on strategic initiatives.
• Advanced analytics and business metrics—such as retrieval frequency, delivery time, access rates, system usage, and more—to help make informed decisions and enhance organizational efficiency.
• Retrieval of requested records in an industry-leading turnaround time of four hours or less.

Find out how Access Unify | Active File Service can help improve efficiencies within your organization. Reach out to get started today.

Transform Your Content Management Today!

The post Revolutionizing Content Management: Cutting-Edge Technologies and Strategies appeared first on Access.

As data usage continues to surge, so does the volume of records produced by businesses, such as forms, customer information, healthcare records, reports, contracts, and financial documents. These records are vital for enhancing productivity and maintaining customer, client, partner, and employee relationships. However, managing these records is a complex task that requires knowing what records exist and where they are located, to comply with policies and regulations. Due to time constraints, staffing, and budget, many organizations struggle to properly manage their ever-growing data troves.

Read on to discover how to take control of your records by knowing “what’s in the box” and ensure your organization achieves and maintains compliance.

The Importance of Inventory Management

Too often, records are discovered during an audit or litigation that should have been dispositioned months or years ago. And suddenly… you’re non-compliant.

This is why inventory management is essential. If your records inventory is not managed correctly, how can you ensure retention schedules and compliance policies are met? If you don’t know that you have a particular record, you can’t correctly destroy it, putting you at risk of over-retention. Without knowing what you have, you also can’t guarantee your records are secure, and only those with permissions can access files.

How to Take Inventory of Your Records and Gain Control

To achieve compliance, it’s imperative to inventory and control your records. Here are some critical steps to take and areas to review:

Digital and Physical Records

Industry research firm Gartner, Inc. found that the average office worker uses 10,000 sheets of paper annually. That’s not only a lot of paper, it’s also a considerable expense.

First, start by determining the scope of the inventory you want to gain control of. From there, based on the scope, conduct a thorough inventory analysis that pulls all available data in both paper and digital formats so you can understand the volume and variety of your records. Once the analysis is complete, you can assess the documents, digital files, and other records under your management, review where they are in their lifecycle, and remove duplicate copies (as well as cut down on paper).

Next, compare and contrast your inventory analysis with that of your software vendor to ensure that all records are accounted for. This process, called data reconciliation, highlights discrepancies or gaps in your records inventory and helps you rectify them. Reconciliation is critical for maintaining data integrity.

Controlled Access

Do employees have access to the records they need… and only the records they need?

Records management software makes it easy for employees to retrieve files, but it also allows businesses to control who can see what. Ensure that your software provides access permissions for digital records, and work with your vendor to set permissions for physical records stored off-site. Create a comprehensive chain of custody to determine how your records are used and by whom.

Metadata and Indexing

Together, metadata and indexing ensure records are identifiable, searchable, and manageable, which is necessary for compliance.

Metadata provides essential details about each file, such as account number, creation date, or even disposition instructions, giving context and relevance. Indexing categorizes these files, creating a structured, searchable database that enhances efficiency. This systematic approach not only saves time but also supports regulatory requirements and information governance standards by mitigating the risk of data loss or mismanagement.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

Implications of Non-Compliance

Compliance is the key to records management success.

Records managers are facing increasingly complex information security policies for digital and paper records. These policies apply to information stored onsite, offsite, or in the cloud throughout your organization.

With the regulatory environment continuing to evolve rapidly as privacy concerns are amplified by today’s digital world, adhering to a strict retention schedule is essential to any records management strategy. It dictates how long different types of records should be kept, how they should be maintained, and secure methods for destruction. Legal requirements, accountability standards, and the organization’s specific needs guide these schedules.

When your organization fails to comply with information governance policies, you risk:

• Fraud, theft, or abuse of customer or company information and other security breach consequences.
• Exposure to significant fines, penalties, and legal liabilities, including over-retention.
• Significant harm to your brand reputation, client trust, and customer loyalty.

Wrapping it up

Not knowing what documents you have can lead to serious non-compliance issues because you can’t properly destroy records you didn’t know existed. By taking these steps, you can ensure you have a complete picture of your organization’s records. Then, the next time your organization is audited or needs to produce a specific record for legal purposes, you can be confident there won’t be any unfortunate surprises.

For help taking control of your physical and digital records, applying metadata and indexing, and ensuring controlled access to documents, start a conversation with us today about Access Unify | Active File Service.

Access Unify | Active File Service transforms your work experience by eliminating the need to hunt down a file. For a fixed monthly fee, Access Unify | Active File Service features digitization, indexing, and metadata application of critical files with industry-leading digital delivery.

Transform Your Records Management Today!

The post You Can’t Be Compliant if You Don’t Know What Records You Have appeared first on Access.

However, transitioning to paperless manufacturing is more complex than it may seem and requires a well-thought-out strategy, especially when implementing paperless office solutions. While paperless manufacturing has many benefits, finding a trusted partner that offers innovative and scalable solutions is a crucial piece to the digital transformation puzzle.

Continue reading to learn how a digital-first records management system benefits the manufacturing industry and what steps to take when leaving the filing cabinets behind.

What is Paperless Manufacturing?

Industry research firm Gartner, Inc. estimates that companies spend up to 3% of their revenue on paper, printing, filing, storing, and managing files. Managing paper records is not only expensive but also challenging due to issues with accessibility, organization, and maintenance. Paper records are also highly susceptible to errors, loss, and damage, which adds to their complexity.

Paperless manufacturing optimizes workflows, improves quality, and ensures regulatory compliance by replacing traditional paper-based methods with efficient electronic systems. Making the transition to digital-first records management processes has many benefits, such as:

• Increased efficiency and productivity; when employees aren’t spending hours locating a file, valuable time is freed up and can be spent on other tasks.
• Significant cost savings in administrative time spent searching for files—that may or may not exist—and real estate expenses to store paper files.
• Achieving regulatory compliance and meeting information governance requirements and global data privacy regulations.
• Accessibility of data whenever a document is needed, from anywhere in the world.
• Environmental sustainability: less paper means more trees, less waste, and reduced carbon emissions.
• Business continuity in case of natural disaster or power outage.
• Scalability to handle and fulfill multiple requests at one time without getting bogged down.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

Transitioning from Paper-Based to Digital-First Processes

Once you’ve decided to shift to digital-first processes and move away from paper-based systems, a clear strategy is crucial for a smooth transition that enhances workflow and everyday operations. To overcome challenges when implementing a digitization strategy, it is essential to identify which departments have the greatest needs and are most willing to utilize new technology. Here are eight steps you should take when transitioning to digital-first processes.

Step 1: Understand Your Current State

Before you can transition to digital-first, take a thorough assessment of how you capture, store, and access your files. For example, how are you using and storing spreadsheets, work order forms, timesheets, and quality check reports? And how easily accessible are these files when you need to retrieve them quickly? Before fully transitioning to digital-first processes, you must understand how your current paper-based processes are used.

Step 2: Set Objectives for Digitization

Determine what you want to achieve through digitization. For example, are you looking to improve data security and operational efficiencies? Or are you looking to reduce costs?

For American Seafood Group, the objective of digitization was to expand the strategic contributions of the HR team and reduce the time HR and employees devoted to administrative functions such as employee paperwork, compliance, and crew orientation. The result of digitizing files proved to be highly beneficial. The HR team allocated more than 35% of its previous time spent on managing paperwork toward more strategically aligned projects.

Step 3: Gather Stakeholders

Identify who should be involved in the digitization initiative and create a team of stakeholders from across the organization, including HR, IT, finance, and operations. Representatives from various departments will bring a unique perspective to the planning, strategy, execution, and measurement of the digitization project.

Step 4: Identify a Partner

Outsourcing the management of your digitized records means more than just getting rid of paper. It means establishing a document management system that facilitates smarter, more efficient workflows. Do your research and find a trusted partner who can help digitize files that are currently paper-based and will need to be accessed during the new digital process.

Access Unify | Active File Service is such a solution that starts with your most active paper documents and delivers them to you digitally when needed, aiding employees with day-to-day operations and offering a clear path to digital transformation. Additionally, Access Unify | Active File Service features indexing and metadata application and a fixed monthly fee.

Step 5: Develop an Implementation Plan

Start with a detailed plan. Outline your transition strategy to paperless manufacturing, including timing, migration strategies, employee training, monitoring, and evaluation. Determine where to start and prioritize easy wins to build momentum.

Step 6: Train Your Teams on the New Processes

To avoid overwhelming employees, roll out the new processes in a phased approach. Start with simple changes first before moving on to more complex processes. Identify your champions for the new process and engage them early on, seeking their feedback along the way. Involving those who are enthusiastic about new processes can be a game-changer in driving adoption and success within your organization.

Step 7: Pilot Project

Think big, but start small! To prepare for implementing digital-first processes, initiate a pilot project first. This approach enables you to address any potential issues on a smaller scale before expanding to the entire organization.

Step 8: Roll Out the New Process to the Entire Organization

After completing a successful pilot project and addressing any issues, it’s go time! When rolling out the new processes to the organization, make sure to keep a close eye on how things are going, identify issues or areas for improvement, as well as regularly collect employee feedback. After all, happy employees improve productivity!

Get Started

It’s time for digital transformation! Transitioning to digital-first records management in the manufacturing industry is an undertaking, so partnering with a reputable vendor may be the solution you need to help reduce workflow inefficiencies. The sooner you implement paperless manufacturing, the quicker you’ll support your employees and revolutionize day-to-day operations.

To help you screen potential partners and find the right one to support your digital transformation initiative, download our eBook, From Vendor to Partner: How the Right Records and Information Management Provider Can Transform Your Program.

Download the eBook Now!

The post Paperless Manufacturing: Making the Transition to Digital-First Records Management Processes appeared first on Access.

During a recent webinar, “Retention Schedule Revamp Techniques for Improved Privacy, Compliance, and Efficiency,” Brenda Barnhill, Director of Information Governance at Access, T’Don Marquis, Director of Digital Solutions at Access, and Rebecca McIntyre, Security Specialist, Principal Data Protection & Privacy at American Electric Power, provided practical insights from their vast experiences regarding retention schedule updates.

Retention schedules form the backbone of compliance and privacy in any organization. Therefore, it’s important to ensure they remain up to date. As you conduct your organization’s next retention schedule annual review, here are seven key considerations to keep in mind.

1. Aligning with Business Operations

Rebecca McIntyre on Aligning Retention Schedules and Choosing Virgo by Access

During the discussion, Brenda Barnhill pointed out, “We need to understand if your business operations have changed. Do you have a new line of business? Have you had any mergers and acquisitions activity like a divestiture?” With business changes come changes in the regulations that apply to you.

Reassess your retention schedule each year to ensure it reflects any updates or modifications in company-wide functions, organizational roles, processes, or services. Changes in the business landscape can significantly influence your data and record-keeping requirements.

2. Reviewing Legislation and Compliance

T’Don Marquis on Efficient Retention Schedule Management for Compliance

Your annual review process should include research for any new regulations, law amendments, or compliance requirements relevant to your organization.

T’Don Marquis explained that most US-based companies are subject to between 8,000 and 20,000 laws and regulations across retention, privacy, statutes of limitation, and other types of requirements. Global organizations must keep track of 30,000 or more and upwards of 100,000 depending on how many countries they operate in.

Many records managers work with inside or outside counsel to research changes in regulations and determine which ones affect the organization’s retention schedule. However, some (like Rebecca) find legal research software to be a more effective and time-saving resource.

3. Ensuring Quality Research

The quality of your research not only dictates your ability to comply with laws and regulations, but it also plays a crucial role in the general effectiveness of your business operations. This involves making sure that all data points in any citation are accurate, necessary, and provide practical applications. It also involves confirming that all citations align with your retention schedule.

During the webinar, Brenda emphasized the importance of ensuring that “every data point in any citation is accurate and meaningful.” The responsibility is on the organization to not only acquire information but to verify its authenticity and applicability before incorporating it into the retention schedule.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

4. Stakeholder Identification and Collaboration

An overlooked aspect of many companies’ procedures for maintaining their retention schedule is the involvement of different internal stakeholders. Collaboration between the various departments is key in making informed decisions about the retention schedule. When everyone is on the same page, the entire process is smoother.

However, turnover can make getting in touch with the right people a challenge. Rebecca McIntyre reflected on her experience in updating their retention schedule at AEP and stressed the importance of maintaining an updated list of contacts.

5. Updating Privacy Classifications

Privacy regulations are constantly changing. For example, in the US, privacy laws were traditionally established to prevent or mitigate harm, but more recently, they’ve been rooted in the belief that individuals own their personal information and thus have the legal right to control it. As such, it is pivotal that we routinely refresh our retention schedules so they continue to be effective and relevant.

Assigning appropriate privacy classifications is a key procedure of privacy management. Record owners must be vigilant and proactive in updating or assigning these classifications during the annual review to guarantee alignment with privacy laws. If new types of data or information have emerged, evaluating the necessity of new privacy classifications or revisions becomes crucial to maintaining data protection.

6. Implementing Metrics

Rebecca McIntyre talked about incorporating metrics for better tracking and reporting, such as compliance and records disposal rates. Evaluating these metrics is essential to ensure systematic tracking, data-driven decisions, and a clear representation of the progress and effectiveness of the retention schedule. They also aid in identifying and rectifying gaps in the process.

7. Track Changes for Audit Readiness

Rebecca McIntyre and Brenda Barnhill on Embracing Audits Driving Information Governance Forward

Finally, one of the most important considerations highlighted by T’Don Marquis is the need to be audit-ready. A records audit formally assesses how your organization controls who recovers, changes or owns a particular record. During this process, the auditor scrutinizes your files from both legal and practical perspectives and provides a comprehensive report outlining recommendations for record retention or potential disposal.

To prepare for an audit, you need an effective way to track changes made to your policies and record systems. Proactively tracking changes allows for better visibility and control over company data and forms a crucial component of a successful retention schedule review.

The seven key considerations outlined here provide a comprehensive framework for a thorough and effective retention schedule review process. By implementing them in your next annual review, you can boost compliance, improve privacy, and promote collaboration within your organization.

For additional insights on conducting an annual retention schedule review from Brenda Barnhill, T’Don Marquis, and Rebecca McIntyre, watch Retention Schedule Revamp Techniques for Improved Privacy, Compliance, and Efficiency.

To learn more about Virgo, our cloud-based legal solution that informs your privacy and retention policies by providing continuously updated legal research in 220+ jurisdictions worldwide, request a free 30-minute consultation and demo with our privacy, policy, and security experts.

The post Seven Key Considerations When Conducting an Annual Review of Your Retention Schedule appeared first on Access.

If spring cleaning your RIM program sounds overwhelming, fear not! Start with these four critical aspects of your RIM program: use, secure, organize, and delete. Continue reading to discover how evaluating these four areas will revitalize your records management program, improve efficiencies, and streamline processes across your organization.

Assess Your Data at Every Stage of Its Lifecycle

As you assess your RIM program, be sure to think about your information holistically at every stage of its lifecycle and how each department in the organization plays a part. For example, how is HR securing their files? What records are created by marketing? Can finance easily find the data they need to create forecasts?

By adopting the appropriate approach and assessing data at every stage in its lifecycle across the organization, you can make significant strides in enhancing the management of your information assets and processes. This effort will result in a more streamlined, efficient, and effective organization.

As you embark on your spring-cleaning journey, focus on the following four key areas.

Use

First, take a detailed inventory of what information exists, where it is stored, and how to access it—whether paper, electronic, or both. Once all information is accounted for, share it with your teams and ensure everyone is up to speed on document management best practices and retention policies.

Even if your organization isn’t currently experiencing challenges, don’t overlook this step. Dedicate extra time to ensuring everyone is aligned on records management best practices and that consistent processes are followed throughout the organization to prevent future issues.

Secure

Second, make sure that your information is secure. Data protection and security are among the most critical issues affecting your company’s reputation. Assess whether your organization’s records and information management program follows secure procedures and protocols and identify weaknesses that could lead to a breach. If any files are insufficiently protected, this is a sign that your RIM program is not practical.

Work with IT to regularly update all software and applications to maintain security. If records are stored onsite, proper protection should include locked cabinets or safes, 24/7 surveillance such as cameras and alarm systems, and strict access control. Consider moving your records offsite for enhanced security. In the event of a disaster like a hurricane, flood, or fire, your business documents will remain safeguarded from potential damage.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

Organize

Next, you need a method of organization; otherwise, you’ll never find the documents you are looking for. Consider whether paper records are appropriately stored and organized with metadata and if digital files are correctly indexed.

Just as well-organized paper files are systematically stored with categories for future retrieval, like client name, year, or employee ID number, electronic files should follow a similar approach. This involves structured, hierarchical metadata indexing. Metadata categorizes and summarizes the vital data in your files, while indexing captures the relevant metadata during searches, eliminating the need for extensive digging. Quality organization is essential for a strong RIM program and to address short-term issues like productivity and efficiency.

Delete

Finally, ensure that your organization is adhering to records retention regulations by shredding or deleting records that have expired beyond their retention date. A comprehensive retention schedule that covers paper records, electronic documents, and data that meets all applicable regulatory and operational requirements is the backbone of a successful RIM program.

Furthermore, now is the time to purge any duplicate paper documents. If you have both physical and digital copies of records, discard the paper versions according to your retention guidelines. While most records are suitable for electronic storage, some exceptions do exist and must be kept in their original paper form—probate documents, notarized contracts with raised seals, documents proving property ownership such as titles, and negotiable instruments such as checks and assignable promissory notes, for example.

Go Beyond Spring Cleaning

Do we need to redesign various workflows? Do we need to transition to offsite storage to maintain compliance? Will the original hard copies be securely destroyed or returned to storage?

…And the list goes on. When evaluating your RIM program, the questions that arise may seem endless. As you begin your spring cleaning efforts, you may uncover additional areas that require more in-depth attention to resolve or enhance—taking you well beyond the spring season. Alternatively, you might find yourself ready to tackle a more extensive project. Whatever your end goal is, our Checklist for Comprehensive Information Management will help you evaluate your program, devise an improvement strategy, and implement it effectively in either scenario.

Access the Checklist Now!

If you are unsure of where to begin, our Access Representatives are here to guide you on tailored solutions for your organization, help you identify information management objectives, and teach you how to prioritize critical steps to achieve your goals. Reach out to get started today.

The post Spring Refresh: It’s Time to Assess Your Records and Information Management Program appeared first on Access.

Continue reading to discover how your healthcare organization can streamline medical record management so that your focus can be on your patients instead of managing their documents.

Complexities in Healthcare Records Management

Medical professionals are legally and ethically obligated to safeguard patient information and manage records properly; therefore, implementing an effective records management strategy is critical for any healthcare organization to uphold patient trust, improve employee productivity, and minimize non-compliance risk. Here’s a look at some of the records management challenges that healthcare institutions face today.

Managing Digital & Physical Records

Although today’s healthcare providers have implemented EHRs or EMR systems, they are still required to digitize, index, and centralize paper records systematically, and scanning every record is simply not manageable without outsourcing. In addition, because of the influx of paper and electronic records, many providers lack an understanding of what records exist and where they are stored, making it challenging to ensure retention guidelines are met. Mergers and patient transitions can also further complicate EHR management.

Limiting the Risk of Data Breaches & Achieving Compliance

To reduce the risk of data breaches, it’s vital to restrict access and oversee user permissions, ensuring that healthcare professionals only access patient data pertinent to their roles. In line with HIPAA guidelines, organizations must provide training to all employees who handle health records to minimize the risk of data breaches.

Before HIPAA, there were no standards for securing or storing patient medical records. Today, organizations must adhere to specific security measures while also having the flexibility to design systems that suit their size and requirements. To remain compliant in medical record storage, organizations must:

• Identify and proactively protect against security threats.
• Train all employees in medical records storage security procedures.
• Limit access to facilities where records are stored.
• Implement hardware, software, and procedures to monitor access.

Out-of-Date Legacy Systems

The average healthcare organization employs 11 legacy applications for historical medical records management. However, these systems often lack security and software updates or have been discontinued, resulting in significant maintenance costs. Many organizations don’t have an adequate solution for the records stranded in these systems and often pay per record to store and retrieve this information.

Full-Scale Digitization is Not One-Size-Fits-All

While transitioning to EHRs has eased the ability to share and access patient information, it’s essential to recognize that full-scale digitization may not suit every healthcare environment equally. Here are some factors to consider:

• Digital storage systems can be vulnerable to hacking and cyber-attacks, especially outdated software, threatening patient privacy.
• Over-reliance on digital systems can be problematic during power outages or system failures.
• Implementing a fully digital system can be expensive and complex and requires extensive training, especially for healthcare providers with vast records.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

A Comprehensive Solution for Conquering Records Management Challenges

If you’re searching for a solution that ensures compliance, security, and improved patient care, then Access Unify is the perfect fit for your healthcare institution.

Access Unify integrates with systems already in use to improve efficiency and compliance by letting healthcare providers know what records they have, where they are stored, and the necessary duration for retaining those records to avoid costly fines and litigation. Here’s a look at what Access Unify has to offer your organization:

• Digital delivery of physical and digital medical records in an industry-leading four-hour turnaround time with Active File Service.
• Detailed audit trail of electronic documents and paper records securely stored in one of Access’ 250+ markets.
• Improved document identification, categorization, and management supported by machine learning AI Classification.
• Extract essential keywords from every medical record and deliver relevant indexed data with AI File Indexing.

Access Unify can also significantly reduce the costs of maintaining EHR systems and optimize employee productivity by improving data accessibility and searchability.

Ready to transcend conventional records management methods within your healthcare institution? Discover how Access Unify can revolutionize your organization by offering a comprehensive suite of seamlessly integrated digital and physical information management solutions.

The post Transitioning to Digital: Challenges and Strategies in Healthcare Records Management appeared first on Access.

Embarking on a new journey as a records and information professional through acquisitions or stepping into a fresh role in a new organization calls for strategic insights and focused actions. During a recent webinar “Navigating the Waters of Global RIM: Strategies from the Front Lines”, our experts shared invaluable strategies for success. This post breaks down the wisdom into three actionable steps for a seamless transition.

Step 1: Assess and Understand Your Data Landscape

The foundation of effective records management is a thorough understanding of your data landscape. This understanding forms the base for all subsequent actions and strategies in records management. It involves two key actions:

Scope and Inventory Analysis

Begin by pulling all available data related to the acquisition. Understanding the volume, variety, and complexity of the records you’re inheriting is crucial. Assess the nature and scope of the documents, digital files, and other records under your purview.

Data Reconciliation

Compare and contrast your data with that of the vendor. This step ensures that all records are accounted for and highlights any discrepancies or gaps. Reconciliation is critical for maintaining data integrity and ensuring a smooth integration process.

During the webinar, Dommonique Eberhart, Global Records and Information Management Expert, described this step as “you got to understand what’s on the plate before you can figure out how to eat it.”

Dommonique Eberhart, Global RIM Expert, on Data Reconciliation

Step 2: Building Relationships and Networks

This step focuses on building essential connections within the organization. It is critical to collaborate across departments, which can be tricky with the possibility of communication barriers and siloes. The practice of aligning team members from similar departments to “speak the same speak” will help enhance integration efforts. These connections aren’t just about facilitating current projects, but also building a network that supports your RIM program’s long-term success.

Access’ Quinn Brack, Director of Marketing — Acquisitions, dove into this step to explain further and provide examples.

Quinn Brack, Access Director of Marketing – Acquisitions, on Aligning Teams for Successful Acquisition Integration 

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

Step 3: Deep Dive into Inventory Management

“It’s just like cleaning out your closet. You must immediately know what you can get rid of to make space. The same goes with your records.” – Dommonique Eberhart

The final step involves a thorough analysis of your inventory, pinpointing what can be immediately disposed of to clear the way for more focused management. “It’s just like cleaning out your closet,” Dommonique explained during the webinar, “you must immediately know what you can get rid of to make space. The same goes with your records.”

This step is crucial for achieving compliance as all documents that are expired beyond the retention schedule can be destroyed. It’s also imperative to set a strategic direction that aligns with budgetary constraints and organizational goals.

As part of this step, conduct a Current State Assessment to determine the condition of the records – are they well-organized, or in disarray? Assess the aging of documents, retention policies, and compliance with relevant regulations. Based on this analysis, you can then develop a strategic plan. This should include prioritizing urgent issues, budget considerations, and a roadmap for integration and future management of all records and information.

Conclusion: Seamless Transitions for Information Management Professionals

Entering a new RIM role demands an informed and strategic approach, especially during a merger or acquisition. By thoroughly assessing data, building key relationships, and conducting an inventory analysis, you can position yourself for a smooth transition and lay the groundwork for successful records management.

For a deeper dive into these strategies and more, watch the full recording of the webinar here, where we explore more innovative solutions and best practices.

Watch the webinar now!

The post Navigating New Terrain: Three Essential Strategies for Records and Information Professionals appeared first on Access.

Continue reading to become informed of these new laws and regulations from across the globe, and empower yourself with the information you need to do your job as efficiently and confidently as possible.

Throughout the update, we’ve included notations in italics, where applicable, if the regulatory updates have been added to our IG and retention management software, Virgo, as a courtesy to active clients.

European Union – Regulating Ozone Layer Depleting Substances, and Fluorinated Greenhouse Gases

On February 7, 2024, the European Union signed regulation 2024/590 on substances that deplete the ozone layer, and regulation 2024/573 on fluorinated greenhouse gases, into law. Each regulation updates and replaces existing EU legislation to align them with the goals of the European Green Deal. The regulations share a consistent 5-year retention requirement for impacted documents.

Regulation (EU) 2024/590 on Substances That Deplete the Ozone Layer

Regulation 2024/590 codifies controls on ozone-depleting substances, whether alone or contained in mixtures, products, and equipment, and parts thereof, or whose functioning relies upon those substances.

Prohibitions on activities related to ozone-depleting substances are exempted for essential laboratory and analytical uses, and 2024/590 requires the maintenance of records to support those activities. EU research undertakings, shall for a minimum of five years, keep records containing specific details of any ozone-depleting substances or mixtures containing such substances produced for, including as by-production or side-production, supplied to, or marketed to parties within the Union. The material details shall include the name of the substance, quantities exchanged between parties or destroyed, contact details of parties involved, and the actual use of those materials by those parties.

Operators of equipment containing halons and ozone-depleting substances or those servicing them shall keep records of relevant information for 5 years, including:

• Identification of the undertaking which performed leak checks, the maintenance or servicing, as well as the dates and results of the leak checks carried out.
• The quantity and type of halons added, ozone-depleting substances recovered during maintenance or servicing, and final disposal of the equipment or systems.
• Any documented evidence that the purity of the recovered or recycled halons from fire protection systems and fire extinguishers does not technically allow its reclamation and subsequent re-use.

Cited in Virgo as, “Regulation (EU) 2024/590 of the European Parliament and of the Council of 7 February 2024”.

Regulation (EU) 2024/573 on Fluorinated Greenhouse Gases

Regulation 2024/573 codifies rules on activities involving fluorinated greenhouse gases from production to destruction or use, rules on specific products and equipment containing or relying on them, and related ancillary measures, such as certification and training.

Regulation 2024/573 requires a regulated party to maintain records under the following conditions for a minimum of five years:

• In the case of fumigation with sulfuryl fluoride — documentation of the use of capturing and collection measures or the reasons for which capturing, and collection measures were not technically or economically feasible.
• In the case of operators of equipment which is required to be checked for leaks of CO2 or fluorinated greenhouse gases — records for each piece of such equipment.
• In the case of undertakings supplying fluorinated greenhouse gases — records of relevant information on the purchasers of those fluorinated greenhouse gases, to include, certificate number of each purchaser, and respective quantities of the gases purchased.
• In the case of undertakings which sell non-hermetically sealed equipment charged with fluorinated greenhouse gases — records of the equipment sold and of the certified undertakings that will carry out the installation.
• In the case of undertakings that produce, including as by-product, market, supply or receive substances intended for exempted uses — records containing the name of the substance, quantities exchanged between parties or destroyed, contact details of parties involved, and the actual use of those materials by those parties.
• In the case of putting into operation electrical switchgear using or whose functioning relies upon insulating or breaking medium with a global warming potential in derogation to established limits — documentation establishing the evidence for the derogation.
• In the case of putting into operation of any equipment or utilization of any specified product after the respective prohibition date — evidence that the relevant safety requirements at the location do not permit the installation of equipment using fluorinated greenhouse gases below the prohibitive global warming potential value, or the equipment was placed on the market before the relevant prohibition date.
• In the case of placing on the market pre-charged refrigeration and air-conditioning equipment, heat pumps and metered dose inhalers — documentation and the declaration of conformity the substances with which the products or equipment have been pre-charged are accounted for within the quota system.

Cited in Virgo as, “Regulation (EU) 2024/573 of the European Parliament and of the Council of 7 February 2024”.

Regulation of the European Parliament and of the Council Laying Down Harmonized Rules on Artificial Intelligence (Artificial Intelligence Act)

On March 13, 2024, Members of the European Parliament voted to approve the Regulation of Artificial Intelligence in the European Union. The regulation is a first of its kind legal framework designed to address concerns surrounding high-risk AI by codifying regulations on the development and deployment of AI for the EU market. The regulatory focus is on the protection of citizens’ rights from the impact of AI. The law’s influence will not be immediately felt as the earliest applicability of any regulation will not be for about 6 months. Requirements on General-Purpose Artificial Intelligence Systems (GPAIS) will be delayed for 12 months, and the bulk of the artificial intelligence regulation will not apply until 24 months. The trigger for each period begins when the regulation is published in the Official Journal of the European Union.

Beginning 24 months after publication in the Official Journal of the European Union, the following retention requirements will take effect:

• Providers of high-risk AI systems shall keep for 10 years after the AI system has been placed on the market or put into service:
  • technical documentation,
  • documentation concerning the quality management system,
  • documentation concerning the changes approved by notified bodies,
  • decisions and other documents issued by the notified bodies, and
  • the EU declaration of conformity.
• Providers of high-risk AI systems shall keep automatic event recording logs generated by the system for 6 months, unless provided otherwise in applicable Union or national law, particularly Union law on the protection of personal data.
• Authorized representatives of providers of high-risk AI systems established outside the Union making their systems available on the Union market shall keep for 10 years after the high-risk AI system has been placed on the market or put into service:
  • contact details of the provider by which the authorized representative has been appointed,
  • a copy of the EU declaration of conformity,
  • the technical documentation, and
  • if applicable, the certificate issued by the notified body.
• Importers of high-risk AI systems shall keep for 10 years after the AI system has been placed on the market or put into service:
  • a copy of the certificate issued by the notified body, where applicable,
  • a copy of the instructions for use, and
  • a copy of the EU declaration of conformity.
• Deployers of high-risk AI systems shall keep the logs automatically generated by a high-risk AI system for 6 months, unless provided otherwise in applicable Union or national law, in particular Union law on the protection of personal data.
• Providers of high-risk AI systems shall keep a written machine readable, physically or electronically signed EU declaration of conformity for each high-risk AI system for 10 years after the AI high-risk system has been placed on the market or put into service.

Beginning 12 months after publication in the Official Journal of the European Union, the following retention requirements will take effect:

• Subcontractors of a notified body connected with a conformity assessment shall keep documents concerning the qualifications assessment of the subcontractor or the subsidiary and the work carried out by them for 5 years from the termination date of the subcontracting activity.
• Authorized representatives of providers established outside the Union placing a General Purpose AI model on the Union market shall keep a copy of technical documentation and the contact details of the provider by which the authorized representative has been appointed for 10 years after the model has been placed on the market.

Currently cited in Virgo as, “Regulation of the European Parliament and of the Council laying down harmonised rules on artificial intelligence (Artificial Intelligence Act)”, pending publication in the Official Journal of the European Union.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

U.S. Data Privacy and Consumer Data Protection — 2024

California led the way in data protection for the United States with the Consumer Privacy Act taking effect in 2020. It was followed up by the Privacy Rights Act, alongside the first wave of data privacy and consumer data protection acts taking effect in 2023.

Five data privacy and consumer data protection acts took effect last year.

• California Privacy Rights Act — January 1, 2023
• Virginia Consumer Data Protection Act — January 1, 2023
• Colorado Privacy Act — July 1, 2023
• Connecticut Data Privacy Act — July 1, 2023
• Utah Consumer Privacy Act — December 31, 2023

Four others are getting ready to take effect this year. By July, the next batch of acts will begin to take effect.

• Texas Data Privacy and Security Act — July 1, 2024
• Florida Digital Bill of Rights — July 1, 2024
• Oregon Consumer Privacy Act — July 1, 2024
• Montana Consumer Data Privacy Act — October 1, 2024

On January 16, 2024, the New Jersey governor signed Senate Bill 332, the New Jersey Data Privacy Act. On March 6, 2024, the New Hampshire governor signed Senate Bill 255, the New Hampshire Expectation of Privacy Act.

Neither act will take effect until next year, but they will join 3 other state acts taking effect in 2025.

• Delaware Personal Data Privacy Act — January 1, 2025
• Iowa Consumer Data Protection Act — January 1, 2025
  New Hampshire Expectation of Privacy Act — January 1, 2025
• New Jersey Data Privacy Act — January 15, 2025
• Tennessee Information Protection Act — July 1, 2025

New Hampshire and New Jersey will raise the percentage of the country covered by this package of data or consumer protections to just over 25% by January of 2025, and almost 30% by 2026. Georgia, Wisconsin, and Kentucky have bills, with similar frameworks, in legislative committees, and have a high likelihood of passage before the end of 2024, or early next year.

New Hampshire Expectation of Privacy Act

• Effective Jan. 1, 2025
• Applies to companies doing business in New Hampshire, or where companies try to market products to New Hampshire residents. Application shall include those companies processing or controlling 100,000 New Hampshire consumers’ personal data, or 25,000 with 25 percent of the company’s gross revenue derived from the sale of personal data. Personal data processed for the purpose of completing payment transactions is excluded.
• Key requirements:
  • Common with many other jurisdictions in the United States, New Hampshire ensures consumers right to access, right to correct, right to delete, right to opt-out of processing, right to portability, right to-opt out of sales of information, and right to opt-in for sensitive data processing.
  • New Hampshire also provides for a right against automated decision-making, specifically profiling in furtherance of solely automated decisions that produce legal or similarly significant effects concerning the consumer.
  • The right of private action for violations of the law is absent, like most of the other data privacy or consumer data protection acts in the United States, and the “business-friendly approach” continues with New Hampshire preventing consumers from bringing actions against companies for violations of the law. Instead, the New Hampshire Attorney General will enforce the law.

Virgo citations will be available when the final text is published in New Hampshire.

New Jersey Data Privacy Act

• Effective Jan. 15, 2025
• Applies to companies doing business in New Jersey, or where companies try to market products to New Jersey residents, and those companies process or control either 100,000 or 25,000 New Jersey consumer’s personal data where 25,000 requires receiving revenue or discounts from the sale of the personal data. New Jersey, unlike other jurisdictions, excludes specific revenue requirements for application of the law, applying it more broadly than other regulations. Personal data processed for the purpose of completing payment transactions is excluded.
• Key requirements:
  • Like New Hampshire, New Jersey ensures consumers the right to access, right to correct, right to delete, right to portability, right to-opt out of sales of information, and right to opt-in for sensitive data processing.
  • Unlike New Hampshire, New Jersey provides for a right to opt-out of processing that allows the consumer to prevent the processing of their information. However, in line with most other jurisdictions, New Jersey does not extend the option to opt-out of processing of data beyond profiling or targeted advertising.
  • New Jersey also provides similar protections as New Hampshire, for a right against automated decision-making pertaining to profiling in furtherance of decisions producing legal or similarly significant effects impacting consumers.
  • Aligning itself with most of the rest of the states passing legislation, New Jersey does not provide for a right of private action to violations of the law. Instead, the New Jersey Attorney General will enforce the law.

Virgo citations will be available when final text is published in New Jersey.

To learn more about how to address records retention, data privacy and security requirements more efficiently, request a call with an Access expert, or request a product demonstration of Virgo.

The post Access Legal & IG Quarterly Update – Q1 2024 appeared first on Access.

The increasing prevalence of digitally born content, including emails, social media, text messages, and internal communications, adds complexities to storing and accessing files when needed. In addition, an influx of physical records requires comprehensive management throughout their lifecycle—from scanning and indexing to storage. While not all paper documents are essential for daily operations, retaining them may be necessary to comply with legal requirements or other regulatory specifications. This is where digital archiving becomes increasingly crucial for organizations.

Read on to explore the significance of digital archiving and how organizations embrace it to foster accessibility, compliance, and preservation.

Why is Digital Archiving Important?

In today’s digital landscape, where information is vulnerable to loss or inaccessibility, effective archiving becomes crucial for ensuring data integrity and accessibility. Additionally, given the growing emphasis on security and compliance, organizations must maintain a comprehensive data inventory. This means they need to understand what records they have, their locations, the format, and whether any duplicates exist. With digital archiving, businesses can rest assured that essential files are preserved and can be retrieved at any point in time.

Here’s a look at some of the key advantages of digital archiving:

• It eliminates the need for physical storage space and the associated costs of maintaining and managing paper-based records.
• It improves accessibility and ensures that organizations can access and utilize their historical records and information, that documents are available on any device around the world, and that they can be retrieved quickly.
• It safeguards historical documents and artifacts from deterioration, loss, or theft.
• It addresses security concerns by providing controlled access to sensitive data and ensures that content adheres to legal standards and industry regulations.

Effective Capture: The Foundation of Information Governance & Digital Transformation

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Check out the eBook ›

Who’s Archiving and Why?

Archiving has become increasingly important as the volume of digital-born content continues to grow exponentially, creating countless files that require organization, storage, and immediate retrieval. From museums to global corporations to government agencies, digital archiving is used within various industries and is driven by different factors, including addressing security threats, ensuring global accessibility of documents or artifacts, enhancing operational efficiencies, and more.

Museums

Thanks to digital archiving, you can now visit some of the world’s best museums from the comfort of your home.

From the Louvre to the British Museum, museums worldwide are adopting digital archiving practices to safeguard artifacts from theft and potential loss while facilitating online viewing.

After losing over 1,500 artifacts to theft, ​​the British Museum announced plans to digitize its entire permanent collection, totaling over eight million pieces. The project will require documentation and upload of more than 2.4 million records and will take more than five years to complete. The Louvre has also digitized 482,000 artworks in its collections database.

Global Corporations

Large organizations use digital archiving to improve efficiency and collaboration by ensuring content is readily available across the organization while preserving its history.

For example, Coca-Cola became the first non-media company to leverage digital archiving to create a powerful resource for managing a century’s worth of corporate marketing and advertising icons. This library of assets enables employees to access and use the material for future projects easily and bring nostalgic Coca-Cola marketing icons back to life.

Healthcare Organizations

Healthcare organizations have a significant volume of records to manage and a high urgency for integrated solutions that allow for secure access to archived physical and digital records.

In healthcare, digital archival services (recently acquired by Access) enhance the efficiency, security, and accessibility of patient records, enabling organizations to deliver higher-quality care while reducing operational costs and mitigating risks.

Government Agencies

Government agencies use digital archiving to strengthen national democracy through public access to high-value government records.

The National Archives and Records Administration’s (NARA) archival holdings include over 12 billion pages of unique documents. The agency’s digitalization strategy is focused on accessibility and providing public access to the federal government’s most critical archival materials. Additionally, it encourages private industry and others to reuse its digital content in new and creative ways.

Conclusion

With the abundance of content generated within organizations today—both digital and paper—comes the question of how to properly retain and manage data to maximize efficiency, collaboration, accessibility, and compliance across the organization.

As technology advances and the desire for digital-born content increases, organizations must have a records management process that includes digital archiving. Digital archiving gives businesses—of all scales—the ability to organize and retain digital content over the long term. And perhaps most importantly, it enables widespread accessibility and addresses security concerns, including non-compliance issues, theft, and data breaches.

To learn more about the importance of archiving and its relationship to records management and data retention, join us on Thursday, March 28th at 1:00 PM EST for our webinar, Preserving the Past, Managing the Present, and Planning for the Future – A Discussion on Archiving, Records, and Data.

This webinar is a discussion on the differences and overlaps between archivists, records managers, and data professionals, as well as the importance of archiving and its relationship to records management and data retention.

The post Preserving History and Enabling Access: The Importance of Digital Archiving appeared first on Access.