Records are a serious subject. Here’s a case in point.

By Noel Rath, Worldwide Product Marketing Manager, HP TRIM, HP Software & Solutions Marketing

 

If you are a gas and electric utility organization, enterprise records are critical assets. This is especially the case if you’ve had a significant accident in the San Francisco suburb of San Bruno, resulting in loss of life and property.

 

If records are important to gas and utility organizations then it’s safe to say they are important to any organization with regulatory obligations. Organizations have to do the right thing with the information they have access to, whether it’s providing a service to customers, managing assets or even looking after patients. And it’s fair to say all organizations have obligations to do the right thing by their constituents and to leverage information assets to the benefit of shareholders.

 

In this case, the state public utilities commission issued an order to one of the state’s large utilities to show cause why it should not be fined or punished for contempt. Why? Because of the utility’s inability to find safety and pipeline records and provide them to the state public utilities commission. As a result, it may be subject to a fine of $1 million a day.

 

This is potentially a very expensive mistake that could result in dramatically high penalties—all because of an inability to produce records.

 

Not every business is a utility managing gas lines. Regardless of what your organization does, or what the regulatory recordkeeping requirements are, it just makes good business sense to treat business records with the respect they deserve.

 

So what does your business need to do to have good records management? You need processes and systems to capture, manage for life, secure and provide easy access to all business records, be they dusty paper files or electronic documents, emails or mobile data, and regardless of where they originated. You need to retain what you need for operational and legal purposes. And to keep a lid on escalating costs of storing information, you need to dispose of unnecessary junk.

 

To learn more about good records management, check out the HP Enterprise Records Management solution. It’s an essential ingredient for every business wanting to be information smart.

 

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