Records Management For Project Managers

by Russell StaltersDirector, Information & Records, BP

Records Management For Project Managers?

The Imperative For Managing Project Artifacts Effectively

Records Management Is The Last Thing On A Project Manager’s Mind

Records

Records Management Could Be One of The Most Important Tasks

Project Managers May Not Know Why Records Management is So Important

But They Can Quickly Understand Records Management & Address This Important Need

Follow These Steps To Add Effective Records Management

For Better Projects

Understand How Records Differ From

Documents & Which Project Artifacts

Should Be Managed As Records

Take Advantage of Available

Resources & Additional Training To

Add This Skill To Your Expertise

Understand The Business Reasons

For Records Management & Communicate This Value To Your

Project Sponsor

Understand How Records Differ From Documents &…

Which Project Artifacts Should Be Managed As Records

8

Unmanaged Content

Managed Content• Formal

Workflow• Control

Environment

• Ad Hoc Collaboration from v1 to v4

• Email for Workflow

Records Management

• Final Storage

• Retention & Disposition

Records Are Made Unalterable & Have Specific Lifecycle Business Rules

Content Is Stored In A Secure & Immutable Repository

Time

Corporate ControlCorporate Control

Document Or Object

Becomes ARecord

Act

ivit

y

Pu

blis

h/D

ecl

are

•Legal Rules•Regulatory Compliance •Business Rules•Access Control

Retention

Author ControlAuthor Control

•Document Creation•Collaboration•Records Classification•Publishing

Produce

Store/Transfer

Records Management

Expunge

Disposition

Retention & Disposition Lifecycle Business Rules Are Linked To Records

Legal Hold Capabilities Are Provided For Records

Project Records May Become Subject of Discovery or Audits

Project Records Could Become The Subject of Litigation

Audits Are Used To Confirm Decisions Made By Project Team or Other Decision Authorities

NASD 3110 written policies and

procedures for review of correspondence

with the public

Audits Also Used To Support Proof of Regulatory Compliance

Sarbanes-OxleyFiscal

Accountability for all Public

companies

Compliance

Basel II Capital Assessment and Reporting Standards for

Global BankingUS Patriot Act

Customer Documentation

Requirements in order to “know your

customer”DoD 5015.2 and UK PRO

Federal Standards For Records ManagementHealth Insurance

Portability & Accountability Act

(HIPAA)Right to carry insurance between job; Privacy of

Patient Information

SEC Rules 17a-3 & 17a-4

All records related to securities transactions to be maintained for 3

years

Graham Leach Bliley Act (GLBA)

Privacy of Financial Information

Many Project ArtifactsShould Be Managed As Records

Contracts, SOWs, Invoices, Amendments, etc.

Plans: Risk, Change Control, Communication, Quality, etc.

Project Schedules, Steering Committee Minutes, Deliverables, Financial Reports, etc.

Take Advantage of Resources & Additional Training To Add This Skill To Your Expertise

Use ARMA, AIIM, Other Online Resources

ARMA Provides: Web Seminars, Online Learning, Monthly Journal

AIIM Provides: Web Seminars, Articles, Research, Certifications, AIIM infonomics Magazine

NARANational Archives of Australia; Canada; UK & Many Others; Blogs; RM Listserv

Seek Guidance From The Organization’s Records Manager

Add The Records Manager To The Project Team

Get a Copy of The Organization’s File Plan & Records Schedule

Inquire About Any Existing Records Management Solution

Take Additional Training – Webcasts and/or Conferences

AIIM & ARMA Provide Regular Web Seminars

AIIM, ARMA, & Other Regional & International Conferences Available

Many Online Interactive Courses Are Available

◊ Enhance efficiency and

productivity

◊ Ensure regulatory

compliance

◊ Minimize litigation risks

◊ Vital information

protectedUnderstand Business Reasons For Records Management & Communicate Value To Your Project Sponsor

Efficiency & Productivity Will Be Enhanced For The Project

Records Document The Processes & Stages of The Project

Requirements

Design

Develop

Test

Pilot

Deploy

Records Document The Decisions By The Project Manager & Team

Records Document Flow of Information Between All Parties

Regulatory Compliance & Minimizing Litigation Risks Will Be Ensured

Managing Project Artifacts As Records Ensures Authenticity

Records Are Maintained In Accordance With Regulatory Retention Requirements

Holds Management Prevent Records From Being Destroyed While Under A Discovery Order (Prevents Spoliation)

Vital Project Information is Safeguarded & Will Support Audits And Lessons Learned

Project Records Are Accessible By Authorized Personnel Only

Access To Project Artifact Records Are Fully Audited

Project Records Are Searchable And Readily Accessible

Will Project Managers Be Able To Add Records Management Skills To Their Expertise?

Compliance Demands & Recent Events Highlight The Importance of Records Management For Projects

Follow These Steps To Add Effective Records Management

For Better Projects

Understand How Records Differ From

Documents & Which Project Artifacts

Should Be Managed As Records

Take Advantage of Available

Resources & Additional Training To

Add This Skill To Your Expertise

Understand The Business Reasons

For Records Management & Communicate This Value To Your

Project Sponsor

Expand Your Skills & Differentiate

Project Information Managed Effectively

Q&A

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