All Aboard for Records Management

How effective change management drives Records Management success

At OfficeLabs, we understand the challenges businesses face when adopting new technology, especially records management systems such as Gimmal. Gaining buy-in from executives down to end-users can feel daunting—but why?

The importance of integrating people, process, and technology

Technology alone can’t solve your records management problems. A successful solution integrates technology, processes, and most importantly, your people. Without everyone’s support, your records management project risks failing.

Why is change management essential?

Adopting new records management practices inevitably brings change. Many businesses develop habits around retaining information that are difficult to break. Some organisations hoard data, keeping files scattered across local drives and emails, making effective search and management impossible. Others attempt centralised systems but find employees resist using them.

Common adoption problems include:

• Users continue storing data locally instead of using centralised solutions.
• Resistance to deleting outdated records.
• Employees view records management systems as obstacles rather than helpful tools.

Shifting your organisational culture effectively

The key to overcoming these barriers is demonstrating clear, tangible benefits without disrupting daily work routines. Once employees recognise the advantages, they’ll naturally become advocates for the new system.

How to implement records management without disruption

People resist change, especially when it adds extra steps to their workload. Typical user frustrations include:

• Being required to complete too many metadata fields when uploading records.
• Feeling overwhelmed by complex classification requirements.
• Rushed inputs resulting in poor metadata quality.

Simplify processes and automate where possible

To address these issues, simplify the data entry process for users. Use built-in features of Gimmal Records Management or third-party tools to automatically apply metadata. For instance, when uploading contracts into a Legal library, metadata fields can populate automatically. Only request metadata from users when their input genuinely adds value.

Automate legacy data management

Use content analytics tools to tag legacy data automatically, eliminating manual data classification. Ensure records management occurs transparently in the background, without burdening end-users.

Delivering real benefits to users

User adoption improves significantly when clear benefits are apparent:

• Easier content searches: Removing outdated information significantly improves search experiences.
• Reliable compliance: Users know their information aligns with company policies, providing peace of mind.
• Secure record-keeping: Records linked to litigation or compliance reviews become securely protected from accidental alteration.

As an official Gimmal partner, OfficeLabs helps you establish the precise governance policies required by your business using Gimmal Records Management.

Showcase successes to build support

A successful records management initiative requires buy-in at all organisational levels—from senior executives and IT to your end-users. Promoting early wins encourages enthusiasm, transforming critics into supporters.

A well-managed records management programme benefits everyone, from improved compliance to increased productivity.

Ready to transform your records management approach?

Find out how OfficeLabs can help you achieve your records management goals. Visit our Gimmal Records Management page, or contact us directly. For personalised advice, book a free strategy session today.

You can also discover more ways to enhance your organisation’s information management by exploring our full range of Information Management services.