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Many organizations find it difficult to keep on top of the increasing amount of records their organisation generates. In order to keep up to date with the fast paced digital world and shift from paper records to digital ones, it is crucial for businesses to implement a recordkeeping policy and utilize a records management system (RMS) to support that policy. An RMS is a specific software solution fit for the purpose of controlling organizational records, which is a requirement of every business, regardless of their size (consider tax returns, financial statements and employment records). Government organisations have an even higher standard of recordkeeping to ensure transparency to the public.
The Benefits of a Records Management System
Implementing a records management system offers many benefits to organisations. An effective RMS will make it easier to locate documents and records, thereby improving operational efficiency. When information is more readily available, it provides decision makers with more data to make better business decisions. A records management system will also provide a further layer of security to protect organisational data, which will help to prevent accidental data breaches and the risk of being hacked. The system will provide a backup of information in case of a disaster and will help organisations to comply with their legislative recordkeeping responsibilities.
Another key feature that makes a records management system the tool of choice for managing records, is the ability to apply classification and retention and disposal policies. Most organisations tend to over save their information for fear or deleting it prematurely. This in itself can cause its own set of risks by making too much information available in the event of a litigation. Therefore, appropriately disposing of records when its due is imperative; functionality that every RMS offers.
Many of the latest solutions such as HP TRIM records management, come with an advanced set of features such as scanning for digitization of records, audit trails for metadata requirements, zero-footprint web browser accessibility, integration with key line-of-business applications such as Office 365 and SharePoint, data encryption for improved information security, and workflow capabilities to support business process automation.
The Benefits of a Records Management Policy
A records management policy lays the foundation for an effective records management in organisations. The policy will demonstrate to employees and stakeholders that managing records is important and a requirement of all employees. It will provide a statement of intentions and mandate that underpins the records management program, and will provide a framework for procedures, business rules and retention and disposal schedules.
Major Elements That Must Be Covered in a Records Management Policy
When developing a records management policy, approach the project in a systematic manner. Develop a project plan and gain support from senior management. This is an important step as projects that don’t have support are often ignored and lose traction. Consult staff at all levels as well as stakeholders, as they will more often than not, have helpful insights and recommendations. Take time to research and understand current business practices, organisational challenges, legislative requirements and existing policies.
An effective policy is thorough but concise, making it easy to understand the organisation’s stance on records management, and what is expected of the entire team. The following elements of records management policy should be considered as a starting point for your policy’s development.
- Purpose – State the purpose and who has authorised the policy
- Scope – The kinds of records that are covered by this policy and where responsibilities lie
- Goals and Objectives – Ensure they are clearly defined so that employees understand why records management is important
- Rationale – Communicate the motivation and justification for the policy and an ideal area to list applicable standards and legislation
- Define terms – This will ensure everyone uses and understands the same language relating to records management
- Policy requirements or procedures – This is the nitty gritty of the policy, where procedures are laid out
- Responsibilities – Assigning responsibilities according to organisational role will help to establish accountability
Records management is one of the most complicated and increasingly important duty that companies faces. Every business needs to stay ahead of the regulatory and technology curves to ensure their recordkeeping is as efficient as possible. Implementing a records management policy and system such as HP TRIM to support it, will help to jumpstart your efforts.
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Launching a tech startup for the first time is a daunting undertaking. There is so much to learn! However, it is a well-trodden path and the knowledge and processes are out there to guide the new founder. Here are just five of the ways to fast-track to a successful launch;
Startup Academies– There are many academies for startups, mainly in the main startup hotspots. Some of them make a modest charge, others like Dreamstake Academy, are free to attend. It is a great way to learn the ropes from experts in subjects like Product Development, Business Modelling, Business Plans, Legals and Accounting.
Forums – Share a question on a forum and you will find that other entrepreneurs will be happy to share their experience with you, mostly. You’ll no doubt get you fair share of snark, but there are a lot of helpful people as well.
Mentors and investors – They say that if you want investment, ask for advice. If you want advice, ask for investment! I wouldn’t advise the latter, but investors and mentors are a great source of advice and early discussions with them can build relationships that later bring funding.
Libraries – The larger business libraries are often the best centralised resource for market research. The British Library – Business and IP Centre provides a great free service to entrepreneurs, from legalities of business types to share splitting, good spreadsheet practice to IP claims.
Other founders – There is nothing better than talking to someone who has been there and done it before. It is extremely useful to study the successes and failures of other internet entrepreneurs. It is especially useful to learn from mistakes. Attend events such as Startup Stories to hear of experiences first-hand.
Remember that doing a startup is a journey with a series of logical steps and the critical success factors are well defined. They can therefore be learned. Too many startup founders try to re-invent the wheel rather than focus on launching their own venture using tried and tested methodologies. Don’t be afraid to ask, there are always others willing to offer advice.
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We are seeing a substantial increase in involvement with today’s political activities. People are following the latest developments from the capital and becoming more aware of the political landscape. In some cases, people are taking the time – and going the extra mile – to get to know their representatives and voting the right way.
The more you pay attention to today’s political landscape, the more you will see similarities between communications in politics and in business. In fact, there are several marketing strategies and approaches you can borrow from the political scene, including the ones we are going to review in this article.
Delivering Value Is THE Best Approach
We’ve talked about the importance of delivering value to the audience – and consumers – in the past. The success of your content marketing campaign, for example, depends highly on the value you bring to viewers; that value comes in the form of information they can actually use.
It is that value that will reach the audience best. Despite the thick layer of noise, key political messages that are valuable to the audience always find their way. The same can be said for the key messages you want to convey through complex marketing campaigns.
Forget about focusing on your products and services. Hard-selling is the way of the past and it no longer works as effectively. Today is the era of sharing and bringing viewers content that they actually want to consume.
Storytelling Is the Way Forward
In the old days, you can have a successful marketing campaign based on a single tagline or one key message. This type of campaign still works today, but it is obvious that the entire market is shifting towards better storytelling.
Representative Rep Manweller does it best with his campaign. Rather than focusing on individual issues, Rep. Manweller’s campaign tells a more complete story on how key issues like the Paid Family Leave Act, which helps American families, and school safety are inseparable.
There is always a story to tell; in fact, there are so many stories you can share with a wider audience. You can create a bigger narrative and connect one story to the next to keep the audience interested and engaged. The approach allows you to grow a stronger audience base.
There Are New Instruments to Use
Digital marketing is the hottest way to do marketing right now, but even digital marketing is evolving rapidly. What was once an approach dominated by SEO campaigns and banner ads is now more about content, videos, and getting to know the users better.
When it comes to using programmatic ads and getting to know the target audience, political campaigns are ahead of the game. They have the data to rely on and the strategy to fully benefit from that data.
Fortunately, you also have various data sources to tap into. Today’s digital marketing campaigns rely on evaluation and constant learning for a boost in effectiveness. Rather than sticking to one strategy, you also have the option to fine-tune your approach every step of the way.
These are the top three things you can learn about marketing from political campaigns. Using these approaches when doing marketing for your business will result in wider reach and bigger impacts.
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