In search of an: effective RIM or IG program.

• Author: Diers, Fred
• Position: FELLOWS FORUM - Information governance

Does an effective enterprise records and information management (RIM) or information governance (IG) program really exist?

There are many articles, webinars, educational seminars, and champions professing the need for and benefits of a compliant RIM program--which, as the core of IG, is a prerequisite for an effective IG program. ARMA International even offers a measurement tool based on the Generally Accepted Record-keeping Principles[R] that enables RIM and IG professionals to assess the maturity of their organizations' programs so they can identify and foster needed improvements.

Yet, in working with and observing hundreds of RIM and IG programs during more than 40 years of consulting and speaking engagements, this author has never found a single sustainable and compliant enterprise program. Based on this, he contends that there are no functioning, enterprise-wide programs that set standards and rules that personnel are required to follow--period!

The State of RIM Programs

RIM and IG professionals may take exception to the above statement. Many will respond that their organizations have RIM and IG policies and records retention schedules that are available to all employees. Others may argue that they have annual information disposition days where personnel clean up their work areas and dispose of information. Still other program champions may promote their programs as compliant and risk avoidant to their executives or board.

But, if these statements are true, why do so many organizations have:

* Outdated policies and records retention schedules

* Retention schedules that do not reflect the organization's structure or the information it creates, distributes, and retains

* Personnel who know little or nothing about the policies or records retention schedule--or believe they are for those who deal with the paper records in offsite storage and do not affect them

* No continuous education or training on policies and procedures

* No auditing to ensure up-to-date program compliance

Some may argue that these conditions are not representative of most organizations--that most RIM programs are working to the satisfaction of management. But, the on-going demand for experienced RIM and IG professionals/consultants to update policies and retention schedules and to automate RIM processes--from organizations private and public, large and mid-size, and with national and international footprints--refutes that.

Let's look, then, at why so many organizations don't have a compliant and sustainable RIM or IG program.

Obstacles to Effective RIM and IG Programs

Some reasons for poor RIM and IG program implementation and sustainability are:

* Change in management structure and loss of the program champion

* Lack of staff accountability

* Complicated retention guidelines

* Lack of management support for the RIM program manager

* Enterprise content management tools that are not used as enterprise solutions or...