An effective Records Management Program requires more than documented policies and effective technology solutions. Employees must be educated and trained, both initially and periodically, and compliance must be reinforced and enhanced on an ongoing basis. Contoural can develop or deliver employee training, and can recommend effective approaches to Records Management organization and ongoing audit. Many clients also engage Contoural to help identify and assess legacy data repositories, such as archive files and backup tapes, and develop appropriate strategies for migration and disposition of that legacy data.

Records Management Training – To ensure effective implementation of records management policies, procedures and tools — and to demonstrate compliance with legal and regulatory requirements — each organization must provide appropriate education and training. Contoural generally works with Legal, Records Management, HR and IT staffs to define an effective education and communications plan, and to develop appropriate training content for initial rollout and ongoing reinforcement. Contoural can also deliver training, using a train-the-trainer model or presenting directly to employees.

Records Management Organization – In many enterprises, the existing records management staff has focused on the movement, storage and disposition of inactive paper records. However, given the increasing importance of electronic records, organizations may need to review the organization, charter, and skill sets needed for effective program implementation and management. Contoural can help develop consensus on the staffing model, roles and responsibilities for records management as appropriate for your needs and circumstances.

Legacy Data Migration and Disposition – Legacy data management services work with Legal and IT staffs to identify legacy data repositories that may be addressed during the implementation and ongoing management of a Records and Information Management Program. For example, such projects typically address ingestion and elimination of offline e-mail archives (.PST or .NSF files), and assessment and disposition of legacy files contained in file servers, backup tapes, and other locations.

Periodic Audit and Policy Refresh – To ensure compliance and demonstrate due diligence, Contoural can help you establish procedures for updating the Records Retention Policy and Schedule periodically, and in response to changes in business operations and regulations. For example, major changes to corporate operational infrastructure and recordkeeping requirements may occur after an acquisition or a divestiture. Contoural can also help incorporate records management requirements into established audit processes and procedures.