Records management isn’t just one person’s job, it’s shared across the whole organization. Executives set the tone by supporting policies and providing resources. Records managers develop the systems and procedures that keep things running smoothly. Department managers and supervisors make sure staff follow those procedures, often weaving records management into onboarding and offboarding. And every employee plays a role too, since the records they create and use tell the story of an organization’s decisions and actions. Together, these roles ensure records are managed properly from creation all the way to final disposition.

  One city client told us they used to think of records management as “the clerk’s job.” That mindset changed after CPS helped them roll out a program that made responsibility clear across departments. Managers began including records practices in staff training, employees understood their role in keeping files accurate, and leadership actively supported the effort. Within months, compliance improved and staff felt more confident knowing they were all contributing to preserving the city’s history and meeting legal requirements.

At CPS, we know successful records management programs depend on shared responsibility and compliance. We’ve worked with municipalities, special districts, and agencies to build clear policies, align executive leadership, and train staff at every level. Our approach ensures records managers aren’t working in isolation, but are backed by management support and employee engagement. With decades of experience, we help organizations move from seeing records management as a single role to embracing it as an organization-wide practice that protects both accountability and institutional memory.