This presentation, delivered virtually to the ARMA Oklahoma chapter on February 15, 2024, introduced attendees to the idea of a business and RIM playbook. Attendees learned about the benefits of a playbook, the elements of a playbook, and the elements of a play. The session concluded with a review of the process for building a playbook from scratch.

1. Building and Sustaining
Your RIM Program
with a RIM Playbook
Jesse Wilkins
President and Principal Consultant
February 15, 2024

2. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records Management
Playbook

3. What is a Playbook?
• A compilation of the organization’s
business “plays”

4. 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

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
• A living document

6. 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

7. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records
Management Playbook

8. 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

9. Organization
• Hey, it’s what we do!
• The playbook includes everything you
need to execute your program’s plays
– all in one place.

10. Efficiency
The playbook has the pre-
thought-out answers to
common issues and questions
All in one place!

11. Employee Training
• Speed up employee onboarding
and training
• Again, consistency!

12. Agenda
• What is a Playbook?
•The Value of the Playbook
• Building Your Records
Management Playbook

13. The Structure
of the
Playbook
• Introduction to the Playbook
• Introduction to the Program
• The Plays
• Appendices

14. Appendices
• Complete RACI chart
• Complete schedule/calendar
• List of references and resources
• Assessment results
• Program roadmap
• Etc.

15. Records Management
Plays
• Records Management Program Plays
• Capture, Scanning, Filing
• Metadata and Classification
• Retention and Disposition
• Migration and Decommissioning
• Recordkeeping System Operations
• Records Center Operations

16. Records Management Program Plays
Review and Update Policies
Maintain the Retention Schedule
Assess and Audit the Program
Conduct a Records Inventory
Review and Update RIM Training
Conduct RIM Awareness and Engagement Activities

17. Information
Governance
Plays
Privacy Plays
E-Discovery Plays
Information Security Plays
Document Management / Document
Control Plays
Archives Plays

18. Sector-Specific Plays
Government Healthcare Financial
Services
Law Firms

19. 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

20. Example
Play: Send
Boxes to
Offsite
Storage
• Purpose
• Description
• Players
• Schedule
• References and Resources
• Metrics
• Contact information

21. Example
Play: Send
Boxes to
Offsite
Storage

22. 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

23. Who Should
Build the
Playbook?
• You!
• (The subject matter expert /
process expert)
• With management support
and signoff

24. Building a
Playbook
Interview key actors and
stakeholders
Develop draft list of plays
Gather documentation
Update draft list of plays based on
documentation
Determine technical approach/tool

25. Building a
Playbook
Draft the plays
Review with play actors (RACI)
Finalize the plays
Develop introduction (optional)
Develop appendices (optional)

26. 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

27. 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

28. 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

29. 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/

31. For More
Information
Jesse Wilkins, CIP, CIPP/US, CIPM, IGP, CRM,
edp, ICE-CCP
President, Athro Consulting
https://www.athroconsulting.com
jesse.wilkins@athroconsulting.com
LinkedIn:
https://www.linkedin.com/in/jessewilkins
Twitter: @jessewilkins