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Optimizing Staffing & Resources in the Records & Information Management Field

Published by: Best Practices, LLC

Published: Jul. 1, 2007 - 44 Pages


Table of Contents


Study Overview

Key Findings

Survey Definitions

Benchmark Class

Company Profile: Structure and Activities

Staff and Budget Resources

Volume Metrics and Efficiency Ratios

Best Practices

Abstract

This study was launched to establish benchmark metrics for key services and resources within Records and Information Management groups at leading U.S. companies. Study participants from 41 top companies provided their insights and data to establish volume and cost metrics that can be used by managers to benchmark performance of their own organizations. In addition, analysts identified key and best practices to assist managers in improving process efficiencies and internal services.

Records and Information Management (RIM) leaders today face multiple challenges, both in adopting new technologies and extending their services to encompass electronic records formats. To evaluate their progress in meeting these challenges, RIM executives need to understand whether their organizations are keeping pace with those at similar companies.

This new report will provide RIM leaders with key, multi-industry operational metrics for:
  • Organizational Structure and Service Delivery
  • RIM Activities Scope
  • Staffing Levels
  • Program Expenditures and Associated Allocations
  • Process Productivity (e.g., volumes per FTE)
  • Unit Costs (e.g., cost per record, cost per record series, cost per employee, cost per FTE, and many others)
  • Relationships with Information Technology
  • Policies and Processes for Electronic Records
  • Adoption of New Technologies
  • Best Practices of Leading RIM Programs
Key metrics include:
  • Average number of and primary records management activities
  • FTE hours allocated by process
  • Average total RIM cost for most recently completed budget year
  • Average spending per records series in the retention schedule
  • Cost allocation by budget category (e.g. labor)
  • Level of RIM spending per company employee
  • Average number of RIM FTEs
  • Average allocation of hours by RIM process (e.g. administration of inactive records)
  • Percentage of benchmark participants managing email as record


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