business rules for records · pdf filebusiness rules for records management what the heck are...
TRANSCRIPT
Business Rules for
Records Management
What the heck are they and why
do we need them?
What are RM business rules?
Discipline related to creation,
protection, use, retrieval and
disposition of records.
Occurs at 3 levels of the
organization:
Across all of the organization
Across parts of the organization
Across programs within the organization
3 Levels of the Organization
Level 1: Across all of the organization Policies or legislation
Standard setting procedures/manual
Retention Schedule
Level 2: Across Parts of the organization Naming.metadata
Classification structure
Level 3: Across Programs within the organization Users instructions with assignments
Operating procedures
Level 1
Policy or legislation Formal and written
Approved and directed by upper/highest level of management
Standard Operating Procedures (high level) Guidelines
Roles and Responsibilities
Training
Level 2
Classification Structure How does the business work?
Storage
Tools
Creation and use
Standard operating procedures - business unit requirements, timelines
What do we call it? Taxonomy
File plans
Access and control
Metadata/file naming/titling
Level 3
User responsibilities:
Record Custodians on teams
Record Stewards as individuals
Declaration of records
Accountability
Auditing
Standard operating procedures (front
line) = file plans for record sets, decision
making points, purge working papers
Plan for Success
RM Strategy
Training Programs:
RM, Security, Tools & Systems
Communication Plan
Measures/Metrics
Written Policies: (content,
security, retention, tools, file
naming)
Conclusion:
RM is a process, not an event.
It is a core organizational principle which must be adopted and incorporated into the daily work environment.
RM takes daily discipline to achieve.
Business rules are needed at all 3 levels for success.