TRAC Records, Inc., a records management consulting firm based in New Westminster, has launched its DIY Records Management Series with the release of two new books. The books will focus on two important aspects of records management: records retention and file classification. Both titles, “DIY Records Retention & Disposition Schedule Workbook” and “DIY Functional File Classification System Workbook” are now available for purchase on the company’s web site, and for a limited time, TRAC Records will also provide one free hour of phone support with the purchase of the books.
Vice President Patricia Beelby said that the series was designed for organizations that have pressing records management needs but cannot afford to hire consultants.
“Much of the work in developing file plans and records retention schedules is labour intensive. We were frustrated that we couldn’t help organizations who didn’t have the consulting funds. This approach is for them,” she said.
The series will serve as a step-by-step guide to managing records in an efficient, cost-effective manner, and will explain the many legal requirements on how long to keep records. Many organizations often misunderstand these regulations and don’t have a proper retention strategy in place. In August 2010, a Symantec Corp study found that “Most enterprises (87%) believe a proper information retention strategy should allow them to delete unnecessary information. However, less than half (46%) actually have a formal information retention plan in place.”
Barrister and solicitor Gale Prestash said that TRAC Records’ new series will help organizations make better use of their legal budgets, regardless of their jurisdiction.
“They can do more for themselves in designing systems that comply with ongoing legal records requirements, and reduce their costs in the event of litigation,” Prestash said.
Marcel Roy, TRAC Records’ president, said that these books are the first in the field to use mind maps.
“In my forty years of records management experience, I’ve always struggled with getting clients to understand file plans and retention schedules,” he said. “Once I started using of mind maps, they completely understood what I was doing.”
Roy and Beelby will be presenting on mind mapping in records management at the Association of Records Managers and Administrators (ARMA) Canada conference June 6, 2011 in Charlottetown, PEI.