• Properly dispose of expired files: All files that have outlived their retention period should be properly disposed of. This entails a secure and compliant disposal process. Keeping records past their expiration date exposes you to liability. Even if you no longer require the files, they can still be accessed by others, resulting in a data breach. You could also fall out of regulatory compliance, which could result in fines and sanctions.
• Keep an eye on your records management software: Records information management isn’t just something you do once a year. It’s a regular occurrence. Check your processes on a regular basis to ensure that everything is working properly. Request feedback from those who need access to your records on what’s working well (or not). Procedures should be updated as needed.
• Maintaining and auditing the program: Once the system is up and running and you’ve completed all of your training, keep an eye on any problems or inefficiencies that arise during a large-scale implementation.Maintaining a regular process update and audit procedure ensures that any issues are addressed as soon as possible.
• Assess your record keeping policies: For successful records management, it’s critical to stick to accurate retention schedules. The schedule is a policy document that explains how long information must be kept, why it must be kept (financial, legal, or historical), and how to dispose of records that have outlived their usefulness.Retention requirements differ depending on the type of document. All of your files require proper guidelines. Internal efficiencies are improved, and you are better protected in the event of an audit.

To help established a records retention schedule, records are evaluated in terms of their primary and secondary value. The value of each record depends on the utilization of those records in ongoing operations.
• Primary value
o Administrative value
o Legal value
o Fiscal value
o Research value

• Secondary value
o Information value
o Evidence value