Funding Justification for Records Management

How would you justify funding for the records management function during these financially difficult times for both the private and public sector?

Response:

Excellent question, but is extremely hard to answer. First, I have been very fortunate in my working life to have never been laid off because of the downturn of the economy. Having said that, I am aware of many of the lay offs that have occurred within companies that I have a working relationship.

In one of my earlier employments, layoffs were by many considered an annual event. It was always amazing to look back at the decision process and noticing it was the same management, who got the organization in the state of disrepair, were still there and making the same layoffs decisions. It did not matter that the organization, lets say records management, was efficient or effective, it was pure economics of the times.

However, it did make a difference if you had a sponsor, who recognized the value of the organization, who was high enough up the chain to protect your organization. So, if management or someone high enough on the food chain considers your organization or position of value then your chance for survival is improved.

So what is your value within an organization? If your like many of the professionals in the business of records and information management, you are a probably a one person office with responsibilities for records management, which would include retention, destruction, etc., within your organization or department. Your value to the organization is your technical knowledge of records management and the programs that you manage within the organization. You should be the knowledge base for the organization on records management issues that could effect the organization. You should be in the forefront of providing information on critical issues to management that can effect your organization. Examples are the new HIPPA, UETA and the Sarbanes-Oxley legislative that will impact organizations effected by the new rules for records. Closer to home, in 2002, the Washington State Legislation passed legislation that added a new chapter to Title 19, RCW relating to protecting personal information that added new section on disposal of information and prescribing penalties for violations.

Be pro-active! Write position papers, internal newsletter articles, or conduct presentations to management, departments, etc., outlining the records management requirements and penalties for non-compliance on legislation effecting your organization. In nice way, be in their face. Make sure they are aware of the consequences for failure to comply.

Keep current with the technology that will effect your organization. Attend seminars, vendor shows, association meetings (hint, hint) and meet with your peers to see what and how they are coping.

Try to keep management aware of the cost saving of an effective records management program by the reduction in space, equipment and other resources. Another selling point to emphasize is the reduction in
Litigation costs by effectively managing the destruction of records in the normal course of business.