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How to conduct a records and information inventory
1.
#AIIM The Global
Community of Information Professionals AIIM Training Programs: How to Conduct a Records and Information Inventory Copyright © AIIM | All rights reserved.
2.
Learning Objectives
At the end of this course, you should be able to: Describe the purpose and benefits of a records and information inventory Identify steps required to conduct an inventory Identify key information to gather as part of an Copyright 2 © AIIM | All rights reserved. inventory
3.
Agenda The Records
and Information Inventory The Inventory Process Key Information to Gather Copyright 3 © AIIM | All rights reserved.
4.
The Records And
Information Inventory Essential to a good records and information management (RIM) program An excellent way to understand the information environment Information types in use Storage methods and practices Users Owners Copyright 4 © AIIM | All rights reserved.
5.
Purpose Of The
Inventory Identifies what the organization has Documents, records, and copies Paper and electronic Identifies how information is created and used Identifies where information is stored Exposes problems and inconsistencies in information management practices Copyright 5 © AIIM | All rights reserved.
6.
Objectives Of The
Inventory Locate and describe organizational information holdings Identify obsolete or duplicate records Identify vital and permanent records Identify storage needs Copyright 6 © AIIM | All rights reserved.
7.
Agenda The Records
and Information Inventory The Inventory Process Key Information to Gather Copyright 7 © AIIM | All rights reserved.
8.
Before The Inventory
Begins Get senior management buy-in Identify and communicate the purpose of the inventory Identify liaisons from business and functional areas Identify technical liaisons Copyright 8 © AIIM | All rights reserved.
9.
Before The Inventory
Begins Determine the scope of the inventory Copyright 9 © AIIM | All rights reserved. Business units Physical locations Information types Systems Identify the team that will conduct the inventory
10.
The Inventory Process
1. Identify all departments in the organization 2. Scope and prioritize the inventory 3. Review departmental work processes 4. Review existing document management policies and procedures Copyright 10 © AIIM | All rights reserved.
11.
The Inventory Process
5. Identify and review departmental document Copyright 11 © AIIM | All rights reserved. repositories 6. Interview targeted personnel regarding their departmental – and individual - holdings 7. Create a list of documents for the department 8. Review the contents of organizational repositories
12.
The Inventory Process
9. Create log of all repositories in the Copyright 12 © AIIM | All rights reserved. organization 10.Create final organization-wide inventory 11.Create process for updating inventory
13.
Agenda Introduction to
ERM ERM-Related Terminology Key Information to Gather Copyright 13 © AIIM | All rights reserved.
14.
Information To Gather
In The Inventory Source of the information Whether information exists in more than one format or rendition Media, file format, and software characteristics Physical and logical location(s) Date of the inventory Copyright 14 © AIIM | All rights reserved.
15.
Management-Related Information To
Gather Whether information is managed or not Whether records have been identified When information was created When information was updated Copyright 15 © AIIM | All rights reserved.
16.
User Information To
Gather Who creates or receives information Who uses or accesses it Including access controls How it is used Who manages it on an ongoing basis Who owns it Copyright 16 © AIIM | All rights reserved.
17.
What You Learned
In this course, you learned to: Describe the purpose and benefits of a records and information inventory Identify steps required to conduct an inventory Identify key information to gather as part of an Copyright 17 © AIIM | All rights reserved. inventory
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