University redefines records management practices to confidently manage information assets
Introduction
Established in 1904, this institution is one of the largest universities in the UK and is renowned globally for the quality of its research and teaching.
Business drivers
The University was struggling to effectively identify historical records across the campus. With paper and electronic records stored in a variety of systems, shared drives and email, they also recognised that their current filing systems were poor and there was a severe lack of email management.
The Uni was also operating several critical IT systems which were no longer supported. Combined with increased controls required by GDPR, the University was facing several complex challenges when it came records management and needed to address these to remain efficient and more importantly, compliant.
Key requirements
This higher education institution required records management expertise to undertake a comprehensive review of their records management practices across the University. This assessment needed to evaluate the current activities and procedures, with a view to improving the way the University managed both paper and electronic records.
They were also looking for clear recommendations to help them develop a strategic approach to records management, along with an action plan and options for implementation.
Finally, the University needed to define a records management policy that would work with the grain of the University’s business needs and practices. This policy had to reflect the requirements of the General Data Protection Regulations and other legal and regulatory obligations
The Metataxis approach
As Information Strategy experts, Metataxis was engaged by the client to help them define and create a comprehensive, clear and compliant records management strategy and implementation roadmap.
The project commenced with some desk research, followed by a wide range of stakeholder interviews with both frontline delivery and back-office support staff. These interviews were focused on the information management lifecycle, internal processes, the challenges faced with information management and how staff currently overcame them. We also enquired about the University’s future plans and identified a set of actions that staff considered to be critical in order to improve records management practices across the organisation.
This discovery phase concluded with a detailed report highlighting all the key issues and risks faced by the University. The report also provided clear recommendations for remediation.
Following the presentation of these findings, Metataxis worked with the client, undertaking a series of workshops in order to develop an information and records management strategy and implementation roadmap.
Business benefits
Metataxis created a clear strategy to improve the collection, management, use, availability and quality of information and records as well as record-keeping systems within the University.
The new strategy aimed to ensure:
- An enterprise-wide, systematic, consistent and effective approach to the management of information assets from creation to disposal;
- Improved operational efficiencies and enhanced data integrity through improvements in the quality, use and flow of information;
- Increased transparency and accountability for all information assets;
- Enhanced compliance with statutory and regulatory requirements and business needs;
- Reductions in risk associated with poor record keeping practices;
- Appropriate assignment of responsibilities and accountabilities for records management;
- Greater coordination in the selection and implementation of appropriate information and record-keeping systems;
- Raised awareness of the importance and value of records at all levels within the organisation;
- The preservation of vital, historic and public-interest records.
This records management strategy will facilitate the coordination of all records management activities and ensure alignment with University’s own IT strategy. By adopting a holistic approach to technology, policies, processes and people – all of which are essential elements of a successful information management strategy – the University is now well-placed to confidently address their information and records management challenges.
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