April 1st, 2026

Download Article (PDF)

Introduction

Every April, organizations across the country celebrate Records and Information Management (RIM) Month—a reminder that managing information isn’t a once a year initiative but a daily operational responsibility. As ARMA notes, RIM is “the day-to-day activity of creating, receiving, organizing, disseminating, securing, and disposing of records”. It’s a lifecycle that touches every corner of an agency, from user access and cloud storage to compliance, security, and retention.

Supporting the Full Information Lifecycle

The ARMA guide emphasizes several critical areas agencies should review during RIM Month, and PRI’s training directly addresses each one.

Reviewing User Access & Protecting Sensitive Information:

ARMA encourages organizations to “check current user access to proprietary records” and update permissions to reduce vulnerabilities. PRI’s courses on records security, access control, and legal compliance help staff understand: 

• What constitutes appropriate access
• How to identify outdated or risky permissions
• How to apply statutory access rules consistently
• How to document decisions to protect the agency 

These skills are essential for preventing unauthorized disclosure and ensuring defensible practices. 

Preventing Data Loss & Strengthening Compliance

The document highlights the need to “implement or review data loss prevention policies and software” and to ensure compliance with laws and retention requirements. PRI’s training reinforces these priorities through: 

• State-specific retention and disclosure requirements 
• Proper handling of confidential and restricted records 
• Redaction best practices for digital and video evidence 
• Strategies for reducing errors that lead to risk and litigation 

Agencies using GovQuest also receive two free PRI training classes annually— ensuring staff stay current as laws, technology, and expectations evolve. 

Managing Cloud Storage & Digital Records

RMA notes that many organizations “struggle to manage their cloud storage and access” and encourages teams to review file storage and cloud governance practices. PRI’s digital records management courses help agencies:

• Understand cloud-based records responsibilities 
• Apply metadata, naming conventions, and version control
• Reduce clutter and improve findability
• Strengthen digital continuity and long-term preservation

These skills directly support the “Use It, Secure It, Organize It, Delete It” framework outlined in the RIM Spring Cleaning section. 

RIM Spring Cleaning, the PRI Way

ARMA’s RIM Month guide encourages organizations to:  

• USE IT: Know what information exists and where it lives
• SECURE IT: Protect devices, screens, and sensitive documents
• ORGANIZE IT: Apply naming conventions and metadata
• DELETE IT: Follow retention rules and dispose of unnecessary records

PRI’s training programs operationalize these principles. Staff learn not just what to do, but how to do it correctly, consistently, and in alignment with state law and agency policy. From email management to body-worn camera redaction, PRI provides the practical, scenario-based instruction that turns RIM Month goals into everyday habits. 

Why Agencies Choose PRI

Real world, law enforcement specific training

• State-specific legal guidance
• Courses designed for immediate operational impact
• Nationally recognized instructors with decades of experience
• Two free annual training vouchers included with every GovQuest subscription

Whether your agency is reviewing access controls, cleaning up cloud storage, tightening compliance, or improving digital organization, PRI offers the training foundation needed to build a stronger, more resilient RIM program. 

How PRI Can Help

PRI’s comprehensive training programs have empowered more than 42,000 public safety professionals across thousands of agencies nationwide, enabling them to create accurate, timely, and compliant records and data. We deliver world-class instruction, cutting-edge software solutions, and certified training pathways, ensuring your agency achieves unmatched confidence, operational excellence, and reduced risk in records management, crime reporting, and public disclosure.