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Building a customized records management program with OnBase
With Senior Records and Information Manager Phil Behrens from Allianz
Building a custom records management program with OnBase
In the rapidly evolving landscape of data and privacy regulations, the need for efficient records management has become paramount for organizations of all sizes. Phil Behrens, a seasoned professional with a diverse career path, shared his insights on how he and his team embarked on a journey to create a customized records management program using OnBase as their central document management system. The talk highlighted the challenges faced, solutions implemented, and the vital partnership with Databank that led to their success.
The Need for a Comprehensive Solution
In 2018, the corporate landscape was grappling with a multitude of emerging privacy regulations. Allianz, Phil's organization, found itself at a crossroads due to the implementation of GDPR (General Data Protection Regulation). This European Union regulation necessitated a paradigm shift in how organizations managed their records, especially pertaining to sensitive data.
Phil highlighted the historical struggle within Allianz to establish a solid records management initiative. Previous attempts had fizzled out due to the inherent challenge of motivating employees to invest time in organizing records that seemed unrelated to their core responsibilities. However, GDPR's mandate provided a catalyst for change, pushing Allianz to adopt a more strategic approach to records management.
The Birth of a Custom Solution
Phil's team recognized the need for a robust, tailor-made solution that could accommodate Allianz's specific requirements. They turned to OnBase, a versatile document management system, as the cornerstone of their approach. By leveraging OnBase's capabilities, they could build a records management program that was finely tuned to their organizational needs.
Navigating Challenges and Forming Partnerships
The journey was not without its challenges. Phil shared the obstacles they encountered while crafting the program. These ranged from technical hurdles in integrating OnBase effectively to the cultural resistance faced when trying to change established habits within the organization. It was at this juncture that the partnership with Databank emerged as a game-changer.
Databank, a trusted provider of data management solutions, played a pivotal role in guiding Allianz through the implementation phase. Their expertise helped streamline the integration of OnBase, and they provided valuable insights into change management strategies that proved crucial in gaining buy-in from employees.
From Implementation to the Future: A Sustainable Path
As the talk progressed, Phil touched on the successful implementation of the customized records management program. By combining OnBase's capabilities with Databank's support, Allianz had not only met GDPR's demands but had also created a sustainable system for managing records effectively.
Phil concluded by discussing the road ahead. He emphasized that this was not the end of the journey but rather the beginning of a continuous process of improvement and adaptation. With the foundation in place, Allianz was poised to navigate future regulatory changes and organizational growth with confidence.
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The Power of Strategic Records Management
By sharing his journey of building a customized program with OnBase and enlisting Databank's expertise, Phil underscored the importance of collaboration, adaptability, and a forward-thinking approach in managing the ever-evolving landscape of data and privacy regulations
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