This presentation, delivered virtually to the ARMA Greater Kansas City Chapter on January 10, 2024, outlined how to build a records management playbook. The presentation described the benefits of building a playbook, the elements of a playbook, the elements of a play, and how to actually build and maintain one.
NewBase 19 April 2024 Energy News issue - 1717 by Khaled Al Awadi.pdf
20240110 ARMA GKC Build and Sustain Your RIM Program with a RIM Playbook.pptx
1. Build and Sustain
Your RIM Program
with a RIM Playbook
Jesse Wilkins
President and Principal Consultant
ARMA Greater Kansas City Chapter
January 10, 2024
3. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records Management
Playbook
4. What is a Playbook?
ⓘ Start presenting to display the poll results on this slide.
5. What is a Playbook?
• A compilation of the organization’s
business “plays”
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
7. 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
8. What is a Playbook?
• A user manual for your department or
business
• In this case, a user manual for your
records program!
Source: Trainual
9. What the
Playbook
Is Not
A regurgitation of industry
standards and “best practices”
A copy of how another
organization does things
A set of detailed procedures
A strategy
10. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records
Management Playbook
11. 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?
12. 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
13. Organization
• Hey, it’s what we do!
• The playbook includes everything you
need to execute your program’s plays
– all in one place.
19. Appendices
• Complete RACI chart
• Complete schedule/calendar
• List of references and resources
• Assessment results
• Program roadmap
• Etc.
20. What Plays should be Included in
Your Playbook?
ⓘ Start presenting to display the poll results on this slide.
21. 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
22. 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
24. What are the Elements of a Play?
ⓘ Start presenting to display the poll results on this slide.
25. The Elements 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
• Contact information to ask someone about the play
28. How Do You Determine What Plays to Include?
• DON’T review a RM textbook….
• Review your existing processes and procedures
• Review any guidelines, templates, and job aids
• Make a list of job responsibilities for you/your staff
29. Who Should be Involved in Building a
Playbook?
ⓘ Start presenting to display the poll results on this slide.
31. Where Should You Build and Maintain
Your Playbook?
ⓘ Start presenting to display the poll results on this slide.
32. Where Do You Build And
Keep Your Playbook?
• Word document-type manual
• PowerPoint file
• As separate articles or pages in a wiki
• Trainual etc.
• SharePoint!
• Learning management system
33. Where Do You Build And
Keep Your Playbook?
• Wherever it can be accessed by the
ones who need to access it
• Wherever it can be readily updated
34. Maintaining Your Playbook
• Only as valuable as it is current
• New processes / plays
• Legal or operational updates
• Changes to tools or configuration
• Implement a regular review cycle too
35. 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/
36.
37. For More
Information
Jesse Wilkins, CIP, CIPP/US, CIPM, IGP, CRM,
CIGO, edp, ICE-CCP
President, Athro Consulting
https://www.athroconsulting.com
jesse.wilkins@athroconsulting.com
LinkedIn:
https://www.linkedin.com/in/jessewilkins
Twitter: @jessewilkins