This presentation, delivered virtually to the ARMA Northeast Ohio Chapter on April 9, 2024, outlined the purpose and benefits of building a RIM Playbook, described the elements of a playbook, described the elements of a ply, and outlined the steps to take to build a playbook.
Grateful 7 speech thanking everyone that has helped.pdf
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20240409 ARMA NE Ohio Building a RIM Program with a RIM Playbook.pptx
1. How to Build and Sustain
Your RIM Program
with a RIM Playbook
Jesse Wilkins
President and Principal Consultant
ARMA Northeast
Ohio Chapter
April 9, 2024
3. Agenda
⢠What is a Playbook?
â˘The Value of the Playbook
⢠Building Your Records Management
Playbook
4. What is a Playbook?
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5. What is a Playbook?
⢠A compilation of the organizationâs
business âplaysâ
6. What is a Playbook?
⢠A compilation of the organizationâs
business âplaysâ
⢠A description of how to execute the
âplaysâ 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 organizationâs
business âplaysâ
⢠A description of how to execute the
âplaysâ as they exist today
⢠As-is, not ideal
⢠In the context of your organization and
your culture
⢠A living document
8. What the
Playbook
Is Not
A regurgitation of industry
standards and âbest practicesâ
A copy of how another
organization does things
A set of detailed procedures
A strategy
9. Agenda
⢠What is a Playbook?
â˘The Value of the Playbook
⢠Building Your Records
Management Playbook
10. 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
11. Organization
⢠Hey, itâs what we do!
⢠The playbook includes everything you
need to execute your programâs plays
â all in one place.
16. Appendices
⢠Complete RACI chart
⢠Complete schedule/calendar
⢠List of references and resources
⢠Assessment results
⢠Program roadmap
⢠Etc.
17. What Plays should be Included in
Your Playbook?
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18. 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
19. 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
22. What are the Elements of a Play?
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23. 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
26. How Do You Determine What Plays to Include?
⢠DONâT review a RM textbookâŚ.
⢠Review your existing processes and procedures
⢠Review any guidelines, templates, and job aids
⢠Make a list of job responsibilities for you/your staff
27. Who Should be Involved in Building a
Playbook?
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29. How Would You Build a Playbook?
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30. 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
31. Building a
Playbook
Draft the plays
Review with play actors (RACI)
Finalize the plays
Develop introduction (optional)
Develop appendices (optional)
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