Great Record Keeping: Spearheading a Successful Migration

Have you ever been tasked with leading a migration from one system to another? It’s a challenge that can seem daunting, but imagine this: you’ve joined an organization where the groundwork for success has already been laid. The records are clean, the metadata is accurate, and there is no R.O.T. (redundant, obsolete, or trivial information). The culture of records management is woven into the fabric of the organization, with everyone—from the CEO to frontline staff—embracing it as part of their business as usual (BAU) processes.

At the water cooler or coffee machine, you overhear colleagues discussing the upcoming system migration—not with fear, but with excitement. They trust the processes and are confident that the migration will go smoothly because they’ve done their part. Records management is a shared responsibility, not a chore. Everyone understands its value, so there’s no need for scolding, patching up, or constantly retraining. You don’t have to confront a rogue team member hiding files in unauthorized spaces because everyone knows and follows the rules.

Sounds like a dream, doesn’t it?

While this scenario might not yet be a universal reality, it reflects a goal worth striving toward. Over the past three decades, I’ve witnessed a significant shift in how records management is viewed within the government sector. Today, there’s growing recognition that good records management is a cornerstone of effective leadership, business transformation, and organizational health. Managing records as valuable assets has become an integral part of being a good leader, with teams increasingly adopting records management as part of their BAU responsibilities.

The Progress We’ve Made

Since the COVID shutdown I have seen a shift in how organizations view records management. It’s not mail in, mail out, records teams locked away and out of sight, and records management misunderstood as just the filing or archives people.  There is an awakening to the value and importance that records are as an integral asset of every organization.  And there is a growing understanding that everyone has to do their part to protect and preserve that important asset.

Recently, I joined a new organization and was pleasantly surprised by the progress they have made in records management and business transformation. Probably better than they realized themselves.

Like many organisations they have experienced the glitches and bumps that have happened over the past 30 years as ways of doing business has rapidly evolved, changed and challenged the best of us. However, I am very pleased to see records management given a seat at the table during critical meetings. It isn’t just a checkbox or an afterthought; it is a respected voice influencing key decisions. As it undergoes its transformation, the organization has understood the role of records management in maintaining the health of their information assets and supporting their business transformation goals.

This experience reinforced my belief that with the right systems, processes, and culture in place, successful migrations—and organizational transformations—are not only possible but can also be inspiring.

Laying the Foundation for a Successful Migration

When leading a migration from one system to another, whether it’s an EDRMS (Electronic Document and Records Management System) or any other critical system, several foundational elements are key to success. Here’s how to assess and prepare for such a transformation:

1. Understand the Current State

Before embarking on a migration, it’s essential to get a clear picture of where the organization stands.

• Ask for Key Documents: Records inventory (File structure) Information Asset Register (If they do not have one you may be able to build one starting with the IT Landscape. They usually have a list of the systems they support) Action Officers Listing (used for controlling registration and locations for incoming correspondence) Metadata standards (What was captured in the legacy system? What must be carried over? How will this be mapped?) Retention and disposal schedules (Have these been applied to the legacy system?) Information governance policies System architecture and integrations (What will you carry over to the new system? Can it be brought across? Will links break? Will you need to replace it with another solution to ensure context is not lost?)
• Conduct a Health Check: Are the records clean, with minimal duplication or R.O.T.? Are metadata and classifications consistently applied? Are there gaps in lifecycle management or records accessibility?

2. Engage Employees and Leadership

The best systems can fail without the support of people who use them. Here’s how to ensure the organization is ready:

• Gauge Leadership Support: Are senior leaders championing records management and setting an example? Are they communicating the importance of the migration to staff?
• Assess Employee Preparedness: Are employees confident in their BAU processes for managing records? Do they understand their responsibilities and how their work contributes to the migration’s success?

3. Avoid Common Pitfalls

During migrations, organizations often duplicate efforts or systems, leading to inefficiencies. Prevent this by:

• Mapping current systems and workflows to identify redundancies.
• Creating a single source of truth for all information assets.
• Ensuring robust integration with other systems to avoid siloing data.

Taking the Organization on a Journey to Success

Once you’ve assessed the current state, it’s time to guide the organization through the migration. Here’s how to do it:

Step 1: Define Success

• Work with stakeholders to clarify what a successful migration looks like. This includes technical, operational, and cultural outcomes.
• Set measurable objectives, such as improving metadata accuracy or reducing duplication by a specific percentage.

Step 2: Plan and Communicate

• Develop a Comprehensive Migration Plan: Include timelines, roles, and responsibilities. Ensure the plan accounts for data cleanup, testing, and contingency measures.
• Communicate Clearly: Provide regular updates to all levels of the organization. Use simple, relatable language to explain technical aspects.

Step 3: Clean and Validate Data

• Dedicate time to review and clean the data being migrated. This prevents issues in the new system and ensures seamless integration.
• Validate the cleaned data with stakeholders to confirm accuracy and completeness.

Step 4: Train and Support Staff

• Offer targeted training sessions tailored to each group’s role in the migration.
• Provide ongoing support through a helpdesk or dedicated contact person.

Step 5: Test and Monitor

• Test the new system in a controlled environment before going live.
• Monitor the migration process closely and address any issues immediately.

Step 6: Celebrate and Reflect

• Celebrate the migration’s success with the team to reinforce the value of good records management.
• Conduct a post-migration review to identify lessons learned and improvements for future projects.

The Future of Records Management

We may not yet live in a world where perfect records management is the norm, but the progress we’ve made shows it’s achievable. By fostering a culture of accountability, diligence, and respect for records management, we can create organizations that not only function efficiently but also inspire confidence in their people.

As leaders, it’s our responsibility to take our organizations on this journey. Whether you’re leading a migration or simply improving processes, remember: the goal is not just to get by but to strive for excellence. Never aim for mediocrity—aim to leave a legacy of good stewardship and transformative success. By the way “I love my job!”

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