Unprecedented numbers of federal workers have found themselves working from home since the COVID-19 pandemic struck the United States. Further, even as government staff begin returning to their offices, many may continue to telework, according to the RAND Corporation, a think tank and government advisory group.
What does this mean for the future of records management? More to the point, how can records managers ensure continued success with their records management programs when so many agency employees find themselves working from home? Thankfully, with some specific strategies in place, records management can be as easy from a distance as in the office.
1: Consider the new records that will be created by remote working.
Before anything else, think about the kinds of records that will be created as a result of remote work conditions. That’s because more communications and meetings happen through emails, instant messages, text messages, phone calls, video conferences, etc. rather than through face-to-face conversations. And records can be created where you don’t expect them; many video conferencing systems, for instance, automatically generate a recording of the meeting. Have a plan for these new records.
2: Make sure records are searchable and findable.
Staff will struggle to work from home if they can’t access the records and documents that they need to do their jobs. Haphazard or poorly implemented records management systems often make records difficult or impossible to find after they’ve been collected. Ideally, finding files should be a matter of simply entering a file number or performing a simple search. Users should also be able to search meta data, like keywords, as well.
3: Ensure your system creates an audit trail.
It can be harder to track who’s accessing which records and doing what with them when all that activity is happening remotely. The Electronic Records Management system (ERM) should automatically generate a history of annotations, versions, employee access, changes made, and more. Such audit trails do more than just satisfy auditors; they provide peace of mind that the agency can discover and track down any unauthorized actions that might violate privacy and security regulations.
4: Train your teams.
Team training is important under all conditions, but it’s doubly critical when teleworking. Users need to know not only how to use the ERM system itself but also how to follow any associated procedures and policies. For example, you don’t want users to mix work records with personal files on personal devices. It’s also critical to ensure that everyone works from the same version of any given file. Does your team know how to complete their work in accordance with all applicable policies? Provide the necessary support and education for teams to work successfully with government records from home.
About PSL
PSL is a global outsource provider whose mission is to provide solutions that facilitate the movement of business-critical information between and among government agencies, business enterprises, and their partners. For more information, please visit https://www.penielsolutions.com or email info@penielsolutions.com.