OVERVIEW: In today’s fast-paced information environment, records managers and administrators face the daunting challenge of managing increasing volumes of records while storage space shrinks, often on limited budgets. Without proactive, cost-effective strategies, inefficiencies can snowball into operational disruptions and compliance risks. This session would provide attendees with practical and budget-friendly solutions to optimize storage, refine retention practices, and manage resources in an effective manner.
Participants will explore four actionable strategies that emphasize affordability and creativity:
- Inventory Assessment: Learn how to conduct thorough audits of records and storage spaces without expensive software or consultants. We will share DIY approaches and simple tools to identify redundancies, prioritize critical records, and understand what exactly is consuming valuable space.
- Retention Review: Discover low-cost techniques to evaluate and refine retention schedules, ensuring outdated or unnecessary records are appropriately identified and disposed of. We’ll offer advice on tailoring retention policies to meet both legal requirements and organizational priorities while saving money on storage.
- In-House Solutions: Explore how to bring traditionally outsourced services—like document digitization, preservation, and records scanning—back in-house. We’ll discuss affordable equipment options, training resources, and step-by-step workflows that empower organizations to perform these tasks internally for a fraction of the cost of hiring external vendors.
- Space Optimization: Uncover creative ways to maximize existing storage space without breaking the bank. From rethinking layouts and using affordable vertical storage solutions to transitioning select records to digital formats on a tight budget, these tips will help attendees make the most of what they have.
This session will be designed to empower records administrators to think outside the box and tackle storage challenges without requiring significant financial resources. Whether attendees oversee a single small records room or a complex archival system, the strategies discussed will provide practical, cost-effective ways to stay organized and compliant.
GARA CERTIFICATE CORE COMPETENCY AREAS: "Physical Storage and Environments" OR "Retention and Disposition"
TARGET AUDIENCE: State, Local
FOCUS AREAS: Records, Technology
PRESENTER: Christopher Hogan, Records Manager, Cherokee County Clerk of Court