How do I start a records management program?

Starting a records program can feel daunting, but it follows a logical sequence. You don’t need everything at once — you need the foundations, then steady improvement.

A practical sequence

1. Get sponsorship and assign ownership. Secure executive support and designate a records officer to lead. Without authority and an owner, programs stall.
2. Write a basic policy. A short, clear records policy that states what’s expected and who’s responsible.
3. Inventory what you have. A records inventory tells you what records exist, where they live, in what formats and volume — the factual foundation for everything else.
4. Build and approve a retention schedule. Appraise the records and create a retention schedule grounded in legal, fiscal, and operational requirements; get it formally approved.
5. Set up capture and classification. Decide how records get into management — ideally with automation and a simple file plan — rather than relying on manual filing.
6. Train people. Build awareness and training so staff know what’s a record and what to do.
7. Start defensible disposition. Once schedules are applied, dispose of eligible records defensibly, with reliable litigation holds.
8. Measure and improve. Track progress and advance the program’s maturity over time.

Tips for success

• Start where the risk and cost are highest — don’t try to boil the ocean. Tackle the messiest, riskiest record types first.
• Favor simple, consistent schemes (“big buckets”) people can actually follow.
• Quick wins help — a ROT cleanup shows immediate value and builds support.

Get a baseline

A structured self-assessment of where you stand — across policy, schedule, capture, disposition, holds, and training — helps you prioritize where to focus first. See the fundamentals hub for the underlying concepts.