records management for project managers
DESCRIPTION
This presentatio was given in person and is designed to educate professional project managers on the importance of managing the documents and artifacts from projects as official business records.TRANSCRIPT
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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