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Records Management For Project Managers

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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.

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.

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    Records Management For Project Managers Records Management For Project Managers Presentation Transcript

    • Records Management For Project Managers?The Imperative For Managing Project Artifacts Effectively
      by Russell Stalters
      Director, Information & Records, BP
    • Records
      Records Management Is The Last Thing On A Project Manager’s Mind
    • 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
    • 8
      Unmanaged Content
      Managed
      Content
      Records Management
      • Ad Hoc Collaboration from v1 to v4
      • Email for Workflow
      • Formal Workflow
      • Control Environment
      • Final Storage
      • Retention & Disposition
      Records Are Made Unalterable & Have Specific Lifecycle Business Rules
    • Content Is Stored In A Secure & Immutable Repository
    • Document
      Or Object
      Becomes A
      Record
      Expunge
      Retention & Disposition Lifecycle Business Rules Are Linked To Records
      Produce
      Corporate Control
      Author Control
      Records Management
      Publish/Declare
      • Legal Rules
      • Regulatory Compliance
      • Business Rules
      • Access Control
      Activity
      Disposition
      Retention
      Store/
      Transfer
      • Document Creation
      • Collaboration
      • Records Classification
      • Publishing
      Time
    • 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
    • Sarbanes-Oxley
      Fiscal Accountability for all Public companies
      Graham Leach Bliley Act (GLBA)
      Privacy of Financial Information
      Basel II
      Capital Assessment and Reporting Standards for Global Banking
      US Patriot Act
      Customer Documentation Requirements in order to “know your customer”
      SEC Rules 17a-3 & 17a-4
      All records related to securities transactions to be maintained for 3 years
      Compliance
      NASD 3110
      written policies and procedures for review of correspondence with the public
      DoD 5015.2 and UK PRO
      Federal Standards For Records Management
      Health Insurance Portability & Accountability Act (HIPAA)
      Right to carry insurance between job; Privacy of Patient Information
      Audits Also Used To Support Proof of Regulatory Compliance
    • 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 protected
      Understand 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
    • 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 ArtifactRecords 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
    • Expand Your Skills & Differentiate
    • Project Information Managed Effectively
    • Q&A
      http://betterecm.wordpress.com