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  5. Océ RNA Deployment Effectiveness Questionnaire
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Welcome to the Océ RNA Deployment Effectiveness Questionnaire.
Please answer each question to the best of your knowledge. Unless the instructions in the email that directed you here specified differently, questions apply to the entire company that you work for. Your answers will be combined with those of others and will not be individually published.
Version 0.7
 
 
 
Fundamentals
 
 
 
Are important paper-based documents and electronic files treated uniformly in your organization?
 
Yes
 
No
 
 
 
Please indicate the ways in which paper and electronic records are handled differently:
   
 
 
 
Does your firm have a Records Retention Schedule or a file disposition procedure that you use?
 
Yes
 
No
 
Don’t Know
 
 
 
Has your organization implemented a corporate-level document workflow process which identifies types of documents that need to be filed properly and assigns specific time periods for keeping these important documents?
 
Yes
 
No
 
Don't Know
 
 
 
Looking back six months, have paper documents been handled as the procedures specify on a consistent basis?
 
People make their own decisions based on how long they need to use a document.
 
The company procedures don't apply to paper documents.
 
Documents are generally handled consistently, but there are lapses.
 
Documents are processed in a workflow then advanced to the next workflow step.
 
Important documents consistently get flagged as records and moved to a records management system where the retention schedule is applied.
 
Other
 
 
 
Similarly, have computer files been handled as the procedures specify on a consistent basis?
 
Generally files are kept on an individual's hard drives until they are not needed.
 
The company procedures don't apply to electronic files.
 
Electronic files are generally handled consistently with the specified procedures, but there are lapses.
 
Important files that are created or modified are transferred to and managed in a compliant document management system.
 
All the electronic information is contained within IT applications.
 
Other
 
 
 
How do you handle emails that relate to business activities?
 
There is no company specified procedure for handling emails.
 
Important emails are printed then managed locally as a paper document or record.
 
Important emails are copied to a hard disk then managed as a local electronic file.
 
Important emails are flagged and electronically transferred to a records management system.
 
Other
 
 
 
If you had a document you felt was important (such as details of a business transaction or information related to a business decision) but that you were done with for the immediate future, what would you do with it? (choose from list)
 
File it in my office
 
File it in a departmental filing system
 
Archive it in a centralized filing system
 
Forward it to my supervisor or other designated individual to review
 
Declare it as a record in a Records Management System I have been trained on and feel competent to use
 
Other
 
 
 
Does your organization have a clearly identified Records Management department?
 
Yes
 
No
 
Don’t Know
 
 
 
What range of operations is the records management department organized to handle? (choose one)
 
Local building
 
Campus
 
Region
 
National
 
Global
 
Other
 
 
 
 
How frequently do you interact with the Records Management department?
 
Daily
 
Weekly
 
Monthly
 
Annually
 
Rarely if ever
 
 
 
Does your company have a Records Management Committee?
 
Yes
 
No
 
Don’t Know
 
 
 
How is your department represented on the committee?
 
Self
 
Direct Manager
 
Direct Report
 
Higher Level Manager
 
Related Department
 
Other
 
 
 
In your experience, how deep and wide in the organization does the responsibility for Records Management reside?
 
Top management only
 
Records Management only
 
Top management and Records Management Department only
 
All management levels
 
All employees
 
 
 
Does your organization have a published document classification scheme?
 
Yes
 
No
 
Don’t Know
 
 
 
Has your organization established naming conventions or rules for folders, sub-folders and documents?
 
Yes
 
No
 
Don’t Know
 
 
 
Are they reasonably comprehensive, up-to-date, and easy to understand?
 
Yes
 
No
 
 
 
Does your organization have designated records management contacts or super-users responsible for folder structures and other filing conventions within specific business units?
 
Yes
 
No
 
Don’t Know
 
 
 
Does your company have an Information Governance Statement?
 
Yes
 
No
 
Don’t Know
 
 
 
When was the last time you were briefed or trained on Information Governance?
 
0-3 months
 
3-6 months
 
6-12 months
 
1-2 years
 
Longer
 
Never
 
 
 
Does your organization have established information security and privacy policies that you have been trained on recently?
 
Yes
 
No
 
 
 
Please explain why you answered "No" to the last question.
 
The organization does not have established policies on information security and privacy.
 
The organization has security policies but not privacy policies.
 
The organization has privacy policies but not security policies.
 
The policies exist, but I haven't been trained on them lately.
 
Other
 
 
 
 
In general, how are files handled in your organization? Please choose the best match from the following list:
 
Individuals maintain files on their PCs and/or in filing cabinets.
 
Formal filing is available but only for certain important documents.
 
Filing schemes are in general use but schemes and levels of adoption vary.
 
Paper documents are handled by defined proceudres, but electronic files are not.
 
Electronic files are handled by defined proceudres, but paper files are not.
 
A corporate classification and retention procedure covering paper and electronic records is in place.
 
Proactive application of classification schemes and taxonomies is a business rule
 
 
To what extent are the following items issues or pain points for your organization? Please rate the impact of the following items:
Significant Issue Moderate Issue Not An Issue
Takes too long to find files
Can't merge electronic information with physical files
Labor costs for document processes are high
High Volume of Offsite Storage
High risk that records could be misfiled, lost, or otherwise unavailable
Audits have a negative impact
Cost of eDiscovery is high
Customer confidence is an issue
Other
 
 
 
If Other, please describe the issue:
   
 
 
 
Does your firm have a well communicated process for handling legal holds?
 
Yes
 
No
 
Don’t Know
 
 
 
Has your organization developed a Vital Records Plan that separates records requiring special protection in the event of a disaster or emergency?
 
Yes
 
No
 
Don’t Know
 
 
 
Is Records Management compliance part of the annual performance review practices for all content handlers?
 
Yes
 
No
 
 
 
In your opinion, does your management understand the importance of Records Management and communicate that importance effectively?
 
Yes
 
No
 
 
 
What are your concerns?
 
Business documents are not retained
 
Business documents are filed without being classified
 
There is not enough time to handle business documents properly
 
I haven’t been trained how to handle business documents properly
 
Other

 
 
 
In your opinion, what aspect of the way business documents are handled in your organization seems the riskiest to the business?
   
 
 
Indicate your level of agreement with the following statements:
Strongly Agree Agree Neutral Disagree Strongly Disagree
My organization does the minimum required by compliance and audit regulations.
My organization adequately manages business documents to minimize risk.
If my company were to receive a court generated discovery order, I would be prepared to respond to it.
My organization is more focused on avoiding immediate expenses than in minimizing long term costs of managing business documents.
My company is exercising all known best practices with respect to managing important business records.
 
 
 
Does your organization have a defined process for handling contract related documents at the end of a contract?
 
Yes
 
No
 
Don’t Know
 
 
 
Training
 
 
 
How much training have you received in the past two years regarding records management, compliance, or closely related topics?
 
None
 
Less than 1 day
 
1-2 days
 
3-5 days
 
6-10 days
 
More than 10 days
 
 
 
In general, what is the prevalence of Records Management training in the enterprise?
 
Little or no training is given – individuals rely on own acquired knowledge
 
Training varies widely by department
 
The majority of the administrative and support staff are trained
 
Most of the knowledge workers are trained
 
Virtually all associates are trained
 
to the level necessary to do their jobs
 
 
 
Improving RM
 
 
How strongly do you agree with the following comments?
Strongly Agree Agree Neutral Disagree Strongly Disagree
Outsourcing functions like Records Management leads to a reduction in labor costs.
A reduction in turnaround time for a document retrieval request would significantly improve my productivity.
Partnering with experts in Records Management would significantly improve the way records are dealt with.
The Records Management function is not using the latest industry best practices
If Records Management were being handled by an outside firm I could focus more energy on improving business results.
 
 
 
Background
 
 
 
Please indicate your department [choose from list]
 
 
Experience
0-1 2-3 3-5 5-10 10+
How many years have you been in the industry?
How many years have you been with this firm?
 
 
 
Please indicate which associations you are active in, ex. being a member, getting their newsletter, attending tradeshows or webinars, etc.:
 
ARMA
 
AIIM
 
TAAPI
 
IFMA
 
ILTA
 
ALA
 
Other
 

 
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