5 Quick Wins to Tackle Records Chaos (Without a Big Budget)

April is Records and Information Management (RIM) Month—a time dedicated to promoting good recordkeeping practices and recognizing records as critical organizational assets.

If you’re a clerk or records manager, you probably don’t need a reminder that records matter—you’re living it every day. What you might need is time… and a realistic place to start.

Because let’s be honest:Overflowing inboxes. Mystery shared drives. Boxes in basements no one wants to claim. All of these things and more work together to create an overwhelming sense of drowning.

This post isn’t about overhauling your entire program. It’s about something far more achievable:

Small, practical wins that make a real difference—starting this month.

Think “Spring Cleaning,” Not Perfection

RIM Month isn’t about perfection. It’s about progress.

Instead of trying to fix everything at once, think of April as your records “spring cleaning” season with three goals:

• Reduce risk

• Improve findability

• Save staff time

You don’t need a new system. You don’t need a new budget.You just need a few focused actions that move things forward.

5 Quick Wins You Can Do This Month

1. Spring Cleaning: One-Hour Shared Drive Reset

Block one hour with your team and focus on a single shared drive or folder.

What to do:

• Delete obvious non-records (duplicates, outdated drafts, old reference files)

• Organize key documents into clearly named folders

• Move anything “someone else might need tomorrow” into shared space

Make it fun 🎉:Launch a “Weekly Spring Clean Tip” campaign—short, 10–15 minute tasks staff can actually complete. Small wins add up quickly.

2. Records Glow-Up: Micro Inventory

Pick one cabinet, folder, or system and create a simple inventory for each section or folder that lists:

• File name

• Date range

• Format

• Retention and final disposition

This becomes the foundation for future access, cleanup, and retention work.

Make it fun 🎉:Try an “Adopt-a-Drawer” challenge. Individuals or teams can:

• Inventory one space (drawer, file cabinet, desk)

• Clean it up

• Share before/after photos

You’ll be amazed how motivating a visible transformation can be.

3. Risky Business: Storage Check

Walk through your records storage areas and look for:

• Leaks or moisture

• Pests

• Boxes on the floor

• Security issues

Document what you find and identify and implement 2–3 quick fixes.

Make it fun 🎉:Turn staff into “Hazard Hunters.”Have them submit photos of risks (anonymously if needed), then you can showcase the fixes once you’ve addressed them.

This isn’t just cleanup—it’s risk reduction you can prove.

4. Records Gone Rogue: Eliminate R.O.T.

Focus on removing Redundant, Obsolete, and Transitory (ROT) records.

Examples:

• Duplicate files across systems

• Outdated templates

• Reference documents no longer needed

Make it fun 🎉:Run a RIM Scavenger Hunt (E-mail me HERE for my “built-for-you-hunt”):

• Find duplicates and other ROT

• Identify records ready for destruction

• Track cleanup progress

Offer a creative prize—early leave one day, recognition, or even bragging rights.

5. Records Quest: Find Your Essential Records

Ask each department to identify 5–10 record types that are needed to respond to and perform critical operations, like:

• Record Drawings

• Election Certifications

• Council minutes

• Street Address Assignment Records

Then document:

• Where they live

• Which department is responsible for them

• Format and backup location

Make it fun 🎉:Turn it into a “Find the File!” challenge.Use it as an opportunity to educate colleagues on what an “essential” record is.It’s simple & collaborative, and the results will create an incredibly valuable tool for continuity planning.

Keep the Momentum Going

April is just the starting point.

Take one or two of these activities and turn them into ongoing practices:

• Quarterly clean-ups

• Annual inventories

• Ongoing staff engagement

Then, once the month is over, think about setting a simple goal for the next 6–12 months—and use each RIM Month as your checkpoint.

Your Next Step (Keep It Simple)

Pick:

• One quick win

• One engagement activity

Schedule it before the end of the week.

That’s it. That’s how progress starts.

Want Help Getting Started?

If you want templates, scavenger hunt ideas, or weekly tips to share with your team—reach out. I’m building resources specifically for busy municipalities who want to make records management practical, approachable, and maybe even a little fun.

Use this month as an opportunity to bring your team into the process. Share a quick win, invite participation, and turn records management into something collaborative instead of overwhelming. When people feel involved—and even have a little fun along the way—the work becomes a whole lot easier.

Follow along for more tips, tools, and ideas to make records management easier (and maybe even a little fun): @file_it_fierce on Instagram and @Megan Gregor, CMC, MLIS

For additional resources you can check out ARMA’s page for rim-month-2026.