Many organisations invest heavily in records management systems, governance frameworks, and compliance policies. Yet a common problem remains: users still bypass the records system.
This leads to documents stored in the wrong places, emails not being captured, and inconsistent recordkeeping. The result is fragmented information, compliance risk, and poor visibility across the organisation.
Why do users bypass records management systems?
Users don’t bypass systems because they don’t care about compliance - they do it because the system doesn’t fit how they work.
When records management tools sit outside everyday platforms like Microsoft 365, or require extra manual steps, employees will default to faster, more convenient options. Over time, this creates gaps in governance, duplicate information, and increased audit risk.
Why traditional records management approaches fail
Many organisations try to solve this with more training or stricter policies. While important, these approaches rely on users changing their behaviour.
In modern digital workplaces, this is not sustainable. If compliance depends on users remembering to manually capture and classify records, it introduces risk at every step.
How to improve records management adoption
The most effective approach is to embed records management into existing workflows.
This means governance should happen automatically within the tools employees already use, such as SharePoint, Teams, and Outlook. Instead of asking users to declare records, systems should capture, classify, and apply retention in the background.
When the compliant option is also the easiest option, adoption improves naturally.
The role of integration and connectivity
A key challenge for many organisations is that their systems are disconnected. Even with strong policies and modern platforms, records management often operates in a silo.
To reduce risk and improve efficiency, organisations need connected information management systems that integrate across platforms.
How FYB Connect supports modern records management
FYB Connect enables organisations to bridge this gap by connecting Microsoft 365, network shares, and OpenText Content Manager.
It automatically transfers information from Microsoft 365 and network shares into OpenText Content Manager, while also enabling two-way sharing with SharePoint. This creates a secure, scalable, and centralised approach to managing information—without disrupting user workflows.
By embedding governance into everyday tools, FYB Connect helps organisations improve compliance, reduce manual effort, and ensure consistent recordkeeping.
Improve compliance without changing user behaviour
If users are bypassing your records management system, the issue isn’t behaviour - it’s user experience.
Modern records management should be seamless, automated, and built into the flow of work. When systems are connected and governance is embedded, compliance becomes a natural outcome rather than a manual task.
Want to improve records management adoption and reduce compliance risk?
Contact FYB to learn how FYB Connect can help you integrate governance into your existing systems and workflows.
