5 reasons to introduce a clear records management strategy

5 reasons to introduce a clear records management strategy

The volume of data organisations generate is growing exponentially. Without a clear records management strategy, you risk losing control—impacting productivity, increasing costs, and exposing your organisation to legal and regulatory risks. 

Here are five critical reasons why a strategy to manage records is essential for every modern organisation: 

Reason 1: Ensure legal compliance  

With regulations like GDPR, organisations are legally obligated to manage personal and sensitive data securely and responsibly. A lack of compliance can result in: 

• Hefty fines 

• Reputational damage 

• Legal consequences 

A records management strategy helps you meet these requirements consistently—while reducing the risk of data breaches. 

Reason 2: Strengthen data security 

Without clear policies for handling records, organisations are more vulnerable to: 

• Cyberattacks 

• Accidental data loss 

• Unauthorised access 

Poorly governed data often means unclear access controls and improperly stored information. A robust records management strategy ensures that sensitive data is properly classified, secured, and monitored. 

Reason 3: Break down information silos  

Many teams work in isolation, storing data in disconnected systems or local drives. This creates: 

• Inefficiencies in collaboration 

• Duplication of work 

• Delayed decisions due to incomplete information 

A records management strategy promotes centralised access, making it easier to find, share, and reuse information across the organisation. 

Poorly governed data often means unclear access controls and improperly stored information. An information management strategy ensures that sensitive data is properly classified, secured, and monitored. 

Reason 4: Prevent information overload 

Too much data, stored for too long without structure, leads to: 

• User frustration and lost productivity 

• Higher storage and maintenance costs 

• Greater risk of non-compliance 

Keeping only what you need—and knowing where and why it’s stored—can save time, money, and reduce regulatory risk. 

Reason 5: Establish clear information ownership 

Without designated owners, information can become: 

• Outdated or inaccurate 

• Duplicated across teams 

• Unreliable for decision-making 

A records management strategy assigns accountability, so information remains current, consistent, and trustworthy. 

How to kick start your records management strategy 

Ready to take action? Here are five steps to get started: 

1. Conduct a compliance gap analysis:
   Lay the groundwork for compliance by identifying where current practices fall short.
   
2. Undertake information discovery
   Map out all data sources across the organisation to get full visibility.
3. Run a content audit
   Assess and categorise existing content to understand its value and relevance.
4. Identify your records
   Build an up-to-date Information Asset Register (IAR) to know what you have and where it’s kept.
5. Define an information governance framework
   Set the rules and responsibilities for how information will be handled going forward. 

Take control of your information 

A well-designed records management strategy—backed by a clear records retention schedule—cuts through complexity, boosts operational efficiency, and keeps you on the right side of compliance. Find our more about our information and records management services. 

Find out how we can help you manage your records and information smarter.