Records and Information Management (RIM) rules and best practices are critical for ensuring compliance, minimizing risk, and optimizing information value.

What Is Records and Information Management (RIM)?

Records and Information Management is the systematic control of records throughout their lifecycle—from creation and active use to storage, archival, and final disposition. It ensures that information is:

• Accurate and accessible
• Secure and compliant
• Properly retained or disposed of per legal/regulatory requirements

Core RIM Rules and Standards

Here are some key rules and frameworks that guide effective RIM practices:

1. ISO 15489 – Records Management

The global standard outlining best practices for recordkeeping, emphasizing:

• Authenticity
• Reliability
• Integrity
• Usability

2. DoD 5015.2

A U.S. Department of Defense standard for electronic records management software. Still referenced for defining baseline requirements.

3. Generally Accepted Recordkeeping Principles® (ARMA)

Developed by ARMA International, these eight principles provide a framework for assessing and improving records programs:

• Accountability
• Integrity
• Protection
• Compliance
• Availability
• Retention
• Disposition
• Transparency

4. Legal and Regulatory Compliance

Depending on the industry, organizations must also align with:

• HIPAA (healthcare)
• SOX (financial reporting)
• GDPR/CCPA (data privacy)
• SEC/FINRA (financial services)
• FERPA (education)

Best Practices for Records and Information Management

1. Classify Information Early

Use a taxonomy and metadata schema to tag and categorize documents upon creation. This helps with searchability, access control, and lifecycle management.

2. Implement a Retention Schedule

A documented plan that outlines how long to retain each record type, based on legal, regulatory, and operational requirements.

 Tip: Collaborate with legal, compliance, and department leads to keep retention schedules current.

3. Automate Where Possible

Leverage records management software or content services platforms to automate:

• Classification
• Retention tracking
• Legal holds
• Disposition workflows

4. Ensure Security and Access Controls

Limit access based on roles. Use encryption, multifactor authentication, and audit logs to protect sensitive records.

5. Support Legal Holds

When litigation is anticipated or underway, suspend routine disposition. Ensure records systems can implement and track legal holds effectively.

6. Educate and Train Staff

Even the best systems fail without human compliance. Provide ongoing training on:

• Recognizing records vs. transitory content
• Proper storage locations
• Retention and destruction rules

7. Monitor and Audit Regularly

Conduct regular audits to:

• Ensure adherence to retention policies
• Check for unauthorized access
• Confirm legal holds are maintained correctly

8. Plan for Disaster Recovery

Backup strategies must include records preservation. Define recovery time objectives (RTOs) and ensure offsite or cloud copies exist for critical records.

Why RIM Is a Strategic Priority

A well-managed RIM program helps organizations:

• Reduce litigation and regulatory risk
• Cut costs by eliminating redundant or outdated information
• Improve efficiency through faster access to the right records
• Protect brand reputation by ensuring information integrity