One of the biggest obstacles to making a successful transition into electronic records management has nothing to do with digitization technology itself. It’s people. Whether you’re fighting to get staff to start handling records in a new way or struggling with insufficient staff population or skills, if the workforce isn’t ready and equipped to make the switch, any effort to convert to electronic records will face an uphill struggle. Here’s how to solve some of the biggest people-related challenges that arise when embarking on a large-scale digitization project.
Challenge: You Don’t Have enough Personnel
Here, the first answer is automation. With automation, the machine does the work for the user, so that they don’t have to. As a result, you don’t need as many FTEs to complete the same amount of records management work. The U.S. National Archives and Records Administration (NARA) itself encourages federal agencies to adopt solutions that automate parts of the records management process: “Automating records management will not only reduce the burden of records management responsibilities on individuals, but will make federal government records and information easier to access because they are more consistently managed.”
The second possible solution is soliciting outside help can enable organizations to counter manpower problems. The technology vendor who provisions your preferred electronic records management system can likely help.
Challenge: Your Personnel Lack the Requisite Skills
This is a critical issue, and we’ve already written about it here and here. Obviously, organizations making a major shift will have to provide adequate training. However, remember that the skills needed aren’t just technology skills. Soft skills like communication and adaptability are key during major change initiatives. The organization may also need to revise its hiring procedures – if only to update job descriptions to incorporate technology-oriented skills.
Again, outside help offers another solution as well. In fact, it some ways, picking a third-party vendor who specializes in this work can ensure you have people with dedicated subject matter expertise working for you.
Challenge: Your People Aren’t Following the Correct New Procedures
You can introduce the best technology you can find and update your records management policies and procedures to match, but if the rank-and-file workforce just keeps doing what they’ve always done, you’ll make little progress. Multiple federal agencies cited this exact problem in their 2020 SOARMs. The Department of Energy, for example, wrote about the necessity of “changing employees” recordkeeping habits to favor use of electronic recordkeeping practices.”
In terms of workflow management, make sure you review and update any existing business processes that inadvertently impede the transition, e.g., are there any forms that still require wet signatures? In terms of change management, make sure you provide proper training, equip the workforce with any tools they need to successfully make the change (including a user-friendly ERM), explain the benefits to them of changing, and find some way to incentivize complying with new policies and using the new technology. Read more about handling staff resistance to new electronic records management programs here.
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 or email info@penielsolutions.com.