by Geneva Hurtig, Info Gov Specialist
As the year comes to a close, many organizations will reflect on what worked, what didn’t, and what needs improvement in the months ahead. One area that often goes unnoticed until problems arise is records and information management. The truth is, when records aren’t properly managed, the consequences can be costly. To illustrate the risks, let’s look at a few real-world examples that highlight common missteps and the lessons they teach. Each example is accompanied by practical advice to help you strengthen your records management program as you enter the new year.
Misstep #1: Treating Your Retention Schedule as “One and Done”
A government agency once neglected to update its records retention schedule for more than five years. On the surface, this seemed harmless until an internal investigation revealed that documents had been deleted prematurely. The fallout was swift and severe: legal action, regulatory fines, and significant damage to the agency’s reputation.
The lesson is clear. Retention schedules cannot be treated as static. They need to be reviewed regularly to reflect changing laws and evolving organizational policies.
The best way to prevent this is by scheduling an annual review of your retention policy, involving legal, compliance, and IT teams in the process, and auditing a sample of records to ensure they align with current requirements.
Misstep #2: Keeping Everything “Just in Case”
At a healthcare provider, outdated patient records were kept far beyond the legally required retention period. The organization believed it was safer to hold onto everything “just in case.” But when a ransomware attack occurred, those archived records became a liability. Sensitive information was exposed, triggering HIPAA violations and leading to an expensive settlement.
The lesson here is that holding on to data longer than necessary is not a safeguard; it is a risk. Over-retention increases exposure to breaches, lawsuits, and unnecessary storage costs.
To prevent this, organizations should establish clear destruction procedures for expired records, follow data minimization principles to reduce excess storage, and purge outdated information regularly according to company policy.
Misstep #3: Outdated Policies Cause Costly Mistakes
A public corporation found itself in hot water after failing to update its retention schedule to comply with new privacy regulations. This oversight resulted in customer data being retained longer than legally permitted, and the mistake quickly escalated into investigations, reputational harm, and costly legal penalties.
The lesson is simple but urgent: retention policies must evolve in lockstep with regulatory changes. Outdated schedules can expose organizations to risks that are both preventable and expensive.
The solution lies in reviewing and updating your retention schedule at least once a year, ensuring alignment with all applicable laws and regulations, and communicating updates across the organization so that every employee understands their role and responsibilities.
Looking Ahead: Building a Smarter Records Strategy for the New Year
Now that you know what to avoid, it’s a perfect time to evaluate your records management program. Take stock of your policies and procedures, identify gaps that need attention, and provide updated training for staff. Consider investing in tools that support secure, efficient, and compliant records management practices.
Records management is not just about compliance. It is a key part of risk management, operational efficiency, and legal defensibility. By starting the new year with a well-organized, future-ready program, your organization can avoid costly mistakes, improve performance, and stay ahead of regulatory change.
A strong records management strategy sets the foundation for success in the year ahead—and beyond. If you’re unsure about where to start, learn more about evaluating your program in our eBook, Integrated Information Management: A Roadmap to Assess Your Organization’s Information Management Priorities.