This presentation, delivered to the ARMA Mile High Denver Chapter on January 17, 2023, outlined the value and benefits of building a records management playbook. Attendees learned about the elements of a playbook and the individual plays within the playbook. The session concluded with a discussion of how to actually build a RM playbook.
4. What is a Playbook?
• A compilation of the organization’s
business “plays”
5. What is a Playbook?
• A compilation of the organization’s
business “plays”
• A description of how to execute the
“plays” as they exist today
• As-is, not ideal
• In the context of your organization and
your culture
6. What is a Playbook?
• A compilation of the organization’s
business “plays”
• A description of how to execute the
“plays” as they exist today
• As-is, not ideal
• In the context of your organization and
your culture
• A living document
7. What is a Playbook?
• A user manual for your department or
business
• In this case, a user manual for your records
program!
Source: Trainual
8. What the
Playbook
Is Not
A regurgitation of industry
standards and “best practices”
A copy of how another company
may have chosen to do it
A set of detailed procedures
A strategy
9. The Structure
of the
Playbook
• Introduction to the Playbook
• Introduction to the Program
• The Plays
• Appendices
• References and Resources List
• Assessment Results
• Roadmap
11. Records Management
Plays
• Capture, Scanning, Filing
• Metadata and Classification
• Respond to Records Requests
• Retention and Disposition
• Migration and Decommissioning
• Recordkeeping System Operations
• Records Center Operations
12. Records
Management
Program Plays
• Review and Update Policies
• Maintain the Retention
Schedule
• Assess and Audit the
Program
• RIM Inventory
• RIM Training
• RIM Awareness and
Engagement
14. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records
Management Playbook
15. Benefits of Using a Business Playbook
Organization
Efficiency
Cost Savings
Work Quality
Employee Training
Independence
Improvement
Source: Indeed.com, https://www.indeed.com/career-advice/career-development/what-is-a-playbook-in-business
16. Organization
• Hey, it’s what we do!
• The playbook includes everything you
need to execute your program’s plays
– all in one place!
22. Improvement
Identify areas with the program that need improvement
Identify common pain points and issues
Add them to the playbook!
23. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records
Management Playbook
24. The Playbook Should
Answer These Questions:
• What would your replacement need to
know in order to do your job for 30-60-
90 days?
• What are the things you do, create,
monitor, or report regularly?
• What are the questions you answer
every day/week/month?
26. The Architecture of a Play
• The purpose of the play
• A description of the play
• The players involved in the play
• The frequency and schedule of the play
• The references, guidelines, standards, checklists, etc. required to
execute the play
• The metrics associated with the play
29. How Do You Determine What Plays to Include?
• Review your existing processes and procedures
• Review any guidelines, templates, and job aids
• Make a list of job responsibilities for you/your staff
• DON’T review a RM textbook….
30. Where Do You Build And
Keep Your Playbook?
• In a Word document-type manual
• As a PowerPoint file
• In a knowledge base or knowledge
management application
• As separate articles or pages in a wiki
• Wherever it can be accessed by the ones
who need to access it
• Wherever it can be readily updated
32. Maintaining Your Playbook
• Only as valuable as it is current!
• Add new plays
• Update plays as needed to reflect
changes to laws, processes, tools, or
configurations
• Implement a regular review cycle too
33. Additional
Resources
• The Business Playbook, Chris
Ronzio
• https://www.indeed.com/career-
advice/career-development/what-
is-a-playbook-in-business
• Ariel Lim Consulting, Create Your
Own Business Playbook
https://ariel-
lim.com/blog/business-playbook/
34.
35. For More
Information
Jesse Wilkins
President, Athro Consulting
https://www.athroconsulting.com
jesse.wilkins@athroconsulting.com
Twitter: @jessewilkins
LinkedIn:
https://www.linkedin.com/in/jessewilkins