Management Consulting

• Cohasset Associates answers these questions using a detailed assessment that will identify a client’s current state and how it measures up against industry criteria.

• Cohasset first gathers data about the client’s business, where and how it operates, current records management and information governance policies and procedures, technology infrastructure, and the client’s regulatory environment and litigation experience.  Reflecting the subjective considerations of business need, reputational damage, and regulatory and financial exposure the overall risk is assessed, with needs prioritized.  A Review Matrix will then be prepared to identify what is already in place that can be leveraged and what remains to be done.

• Ultimately, the Review Matrix outlines a project plan, the specific tasks, the recommended sequence and timeline and the resources necessary to achieve the goals.

• A Records Management and Information Governance Policy developed for a client by Cohasset Associates will distinguish this program from other company programs. Policy statements, standards and guidance will define company direction, describe what is to be achieved by the program and provide program advice.

• The policy, approved by senior management, will decree the program’s authority and identify its scope and purpose.  It will also define the company’s ownership of its information. A staffing infrastructure will be detailed.  Policy statements will define the position taken by the company.  Standards will describe the requirements for managing company information throughout its life cycle and serve as the architecture for effectuating the policy, outlining what is to be achieved.  Guidance will detail implementation means and methods.

• Having a defensible Records Management and Information Governance Program begins with the development of robust, enduring and senior management-endorsed program documents.

• Retention schedules must consider the client’s business functions, its business processes, compliance and regulatory requirements and business record considerations. Retention schedules must sufficiently describe each category so users can interpret the scope of each category and select the appropriate category for their information.  Retention schedules will direct that information be kept for stated time periods and then destroyed, unless destruction has been suspended because of reasonably anticipated, threatened or pending litigation, government investigation or external audit (legal hold).  

• Cohasset Associates tailors retention schedules to meet the needs of each of its clients.  It is Cohasset’s objective to ensure that retention schedules are understandable, actionable and practical. Cohasset will develop retention schedules (functional retention schedules) wherein the categories describe the function or business purpose for the information. To ease implementation, the fewest number of separate categories as practical are established and the fewest number of time periods are assigned.  To further facilitate electronic information use, "events" (e.g., expiration of contract) are eliminated, when practical.  Once established, functional categories will only require revision if the underlying legal retention requirements change.  Department-specific, form, or report categories are “mapped” to these broader functional records categories to facilitate use by company employees.  All retention time periods developed by Cohasset are supported with legal research.

• The development of actionable and practical retention schedules achieve regulatory compliance, enhance employee efficiency, improve system (IT) performance, protect client assets and support litigation response.

• Used alone, Cohasset Associates has identified awareness building as providing short-lived results. Employees will hear the message, understanding the objectives and their responsibilities.  Absent reinforcement through education, training and communication, awareness wanes as employee attention is captured by the next important issue.  Education and training creates understanding and support for the importance of records management and information governance to both the company and the employee.

• Assessing both industry and risk factors, Cohasset will identify the key messages to be delivered to company executives, managers and end users.  We create the content and then identify the best ways to deliver that content to each specific audience. We will recommend flexible, cost-effective options for delivery of education and training, including executive briefings, computer based training, or workshops.

• Employees and other workforce members who understand the importance of records management and information governance to your company are critical partners in assuring program success.