Market rm

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  • RIM - be a resource and be knowable of trends, developments, technologies, and benefits of RIM solutions Awareness: establish game plan for getting the word out Role: promote RM, educate through training, front line PR Solutions - be proactive - provide recommendations to resolve various records issues
  • Establish Creditability – RIM professionals often are overlooked due to lack of creditability to add value, thus effectiveness fails Gain Recognition – acknowledging that RM is a valued function is usually not forthcoming Build a Power Base – need to have creditable alliances to enhance worth of RM and its impact on campus. This becomes the political base to draw from for support Win Support – unless senior administrators endorse the objectives of having a RM presence, the program/function will go unnoticed and die Remove Back Office perception – be solid contributor to the success of the institution and be recognized as being important Create Vision – need to demonstrate a clearly defined vision with objectives to demonstrate what can be accomplished in order to be successful.
  • Communications: opening the door for access Management: formal buy in and establish official policy/procedures Media: utilize existing methods and services for getting the word out Networking: methods for creating atmosphere to work together for common good Collaborate: identify specific needs and identify applicable partners Training: design curriculum, target specific audiences, open dialogue
  • Correspondence – direct communications to decision makers re: Public Records Law and RM’s role/services Web Address – include in all communication methods Brochures and business card – portray professional image of operation and service
  • RM Manual – create policies and procedures for users to follow Strategic Records Committee – supported/mandated by Administration to serve as an advisory board for RM University Business Manual – officially recognized as a business function with legal implications for the University
  • Campus publications – solicit interviews and submit self written articles for publications Alumni Association – heightens awareness and interest for possible contributions to mission. Departmental newsletters/web/email: inform readers of training sessions, retention policies, public records compliance List-serv: efficient way to reach out to all liaisons re: policies updates, announcements, latest RM related news, etc. Campus Calendar: efficient tool for publicizing events campus wide ARMA publications: helps establish creditability, excellent resource
  • RM Liaisons – all departments represented, Officially appointment by administrative head. Accountability established Roundtable and bag lunches: open door discussion – how do others do things - vent frustrations – ask questions – improves visibility Administrative Councils/Boards: ask to be added to agendas for brief dialogue on RM needs/services Key Players – identify senior leaders and request a brief introductory meeting to put a face to a function Others: ask key players to identify other potential allies who may be interested in supporting RM
  • Specific Needs: what’s the goal and who is needed ally Strategy and Timeline : How will it happen and what time commitment is expected from others Proactive – be positive about progress made toward achieving goals. Remain focused on objectives of project. Update Often : keep folks in the loop. Helps build confidence, support, encouragement, and willingness to continue collaborating Thank Partners: personal note of appreciation, acknowledge each player’s contribution when announcing final product
  • INTERNAL AUDIT : notifies us when offices needing recordkeeping assistance and/or retention questions UNIVERSITY COUNCIL: provides assistance when interpreting laws governing retention, privacy, public records requests, develop contracts for special educational events, etc. UNIVERSITY REGISTRARS: works closely to determine appropriate retention guidelines for paper/electronic records of student records HUMAN RESOURCES: partners with resolving retention questions for EPA and SPA employees INFORMATION TECHNOLOGY: build relationship to address electronic records issues and needs involving RM and archival preservation OTHER UNIVERSITIES : share strategies
  • DESIGN CURRICULUM: sequential workshops from Intro, Scheduling, Filing, ER, Archives, Imaging, Email NEW EMPLOYEES: at orientation session T & D: utilize their training services – for publicity, registrations, reminders ON-SITE TRAINING: tailored to specific school/department OUTSIDE SPEAKER(S): ½ or all presentations on various topics
  • VOLUME: determine current volume from a department and track volume generated since campaign RM LIAISONS: expand network of appointed liaisons TRACK INQUIRES: increase in email/telephone traffic from school/department being targeted TRANSFER REQUESTS: increase? More records coming into UA as a result of scheduling activity WORKSHOPS: more attendees? ONSITE PRESENTATIONS: requested?
  • CONSULTATIONS: more frequent? MEDIA: multiple outlets? SCHEDULES / SPECIALIZED RETENTION MODULES: Increase # schedules. Steady progress with modules? FILE CABINETS: track number of file cabinets purchased annually by school/department. Look for drop. RECYLCING/SHREDDING: benchmark volume picked up from schools/dept from campaign KEY PLAYERS: increased frequency of contact with “key players”
  • BACKOFFICE IMAGE DIES – be progressive and creative in thought, actions, solutions NOONE IS LEFT BEHIND – education campaign reaches all employees BUILD BRIDGES AND SOLUTIONS WILL HAPPEN: encourage and help develop partnering efforts DECISION MAKING IMPROVES - more extensive education opportunities to administrators and liaisons ASSETS PROTECTED: save moneys and the archival collection expands thus preserving our past
  • Market rm

    1. 1. MARKETINGRECORDS MANAGEMENT Designing an Effective Awareness Campaign August 21, 2012 Patrick Alfred Waluchio Ongwen Knowledge Management Officer
    2. 2. SCOPE • Objective • Challenges • Action Plan • Measuring Impact • Benefits University • Conclusion21st August 2012 African Research and Resource Forum 2
    3. 3. OBJECTIVES • Help shape RM’s presence on campus • Promote awareness • Understanding your role • Offer solutions21st August 2012 African Research and Resource Forum 3
    4. 4. CHALLENGES • Build Credibility • Broaden Recognition • Create a “Power Base” • Rally Support from the Top • Remove “Back Office” Impression • Empower Vision21st August 2012 African Research and Resource Forum 4
    5. 5. ACTION PLAN: Overview • Communication • Management • Media • Network • Collaborate • Training21st August 2012 African Research and Resource Forum 5
    6. 6. ACTION PLAN: Communications• Correspondence re: Public Records • Senior Administrators • Deans / Department Heads / Directors• Web address • letterhead • email signatures• Brochures / Business Card21st August 2012 African Research and Resource Forum 6
    7. 7. ACTION PLAN: Management• Develop RM manual for departments (requiring signature from select senior administrators)• Establish a Strategic Records Committee • Key players (IT, HR, B/F, Legal, UR) • Sounding board • Help prioritize goals • Provides clout to win support (collaborative efforts, etc.)• University Business Manual 21st August 2012 African Research and Resource Forum 7
    8. 8. ACTION PLAN: Media• Campus newspaper to faculty/staff • request interview and submit articles• Alumni Association• Departmental communications (all staff emails, web, newsletters)• List-serv for RM Liaisons• Campus calendar• ARMA publications21st August 2012 African Research and Resource Forum 8
    9. 9. ACTION PLAN: Networking• Records Management Liaisons• Roundtable / bag lunch discussions• Administrative councils and boards• “Key players”• Others21st August 2012 African Research and Resource Forum 9
    10. 10. ACTION PLAN: Collaboration• Identify specific needs• Develop strategy and timeline• Stay proactive and focused• Keep others informed• Formally thank partners for their participation21st August 2012 African Research and Resource Forum 10
    11. 11. ACTION PLAN Collaborating Partners• Internal Audit• University Council• University Registrars• Human Resources• Information Technology Services• Other universities, states, and/or organizations21st August 2012 African Research and Resource Forum 11
    12. 12. ACTION PLAN: Training• Develop RM track for employees• Target new employees• Utilize Training and Development Office • Publicity • Registration process• Offer specialized training opportunities onsite (schools/departments/divisions)• Offer Seminars/Conferences21st August 2012 African Research and Resource Forum 12
    13. 13. MEASURING IMPACT• Volume of collection, prior to marketing• Records Management Liaisons appointed• Email & telephone requests• Transfer requests• Workshops/seminar attendees• Onsite workshops requested21st August 2012 African Research and Resource Forum 13
    14. 14. MEASURING IMPACT (continued)• Frequency of consultations• Media coverage• Schedules and specialized modules• File cabinets purchased• Records picked up for recycling/shredding• Dialogue with “key players”21st August 2012 African Research and Resource Forum 14
    15. 15. CONCLUSION• More progressive image of RM• Marketing plan reaches everyone• Collaboration efforts make a difference• Better decision making involving records• University’s assets are better protected21st August 2012 African Research and Resource Forum 15
    16. 16. QUESTIONS? pongwen@arrforum.org21 st August 2012 African Research and Resource Forum 16

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