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- 1. MARKETING RECORDS MANAGEMENT Designing an Effective Awareness Campaign August 21, 2012 Patrick Alfred Waluchio Ongwen Knowledge Management Officer
- 2. SCOPE • Objective • Challenges • Action Plan • Measuring Impact • Benefits University • Conclusion 21st August 2012 African Research and Resource Forum 2
- 3. OBJECTIVES • Help shape RM’s presence on campus • Promote awareness • Understanding your role • Offer solutions 21st August 2012 African Research and Resource Forum 3
- 4. CHALLENGES • Build Credibility • Broaden Recognition • Create a “Power Base” • Rally Support from the Top • Remove “Back Office” Impression • Empower Vision 21st August 2012 African Research and Resource Forum 4
- 5. ACTION PLAN: Overview • Communication • Management • Media • Network • Collaborate • Training 21st August 2012 African Research and Resource Forum 5
- 6. ACTION PLAN: Communications • Correspondence re: Public Records • Senior Administrators • Deans / Department Heads / Directors • Web address • letterhead • email signatures • Brochures / Business Card 21st August 2012 African Research and Resource Forum 6
- 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. 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 publications 21st August 2012 African Research and Resource Forum 8
- 9. ACTION PLAN: Networking • Records Management Liaisons • Roundtable / bag lunch discussions • Administrative councils and boards • “Key players” • Others 21st August 2012 African Research and Resource Forum 9
- 10. ACTION PLAN: Collaboration • Identify specific needs • Develop strategy and timeline • Stay proactive and focused • Keep others informed • Formally thank partners for their participation 21st August 2012 African Research and Resource Forum 10
- 11. ACTION PLAN Collaborating Partners • Internal Audit • University Council • University Registrars • Human Resources • Information Technology Services • Other universities, states, and/or organizations 21st August 2012 African Research and Resource Forum 11
- 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/Conferences 21st August 2012 African Research and Resource Forum 12
- 13. MEASURING IMPACT • Volume of collection, prior to marketing • Records Management Liaisons appointed • Email & telephone requests • Transfer requests • Workshops/seminar attendees • Onsite workshops requested 21st August 2012 African Research and Resource Forum 13
- 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. 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 protected 21st August 2012 African Research and Resource Forum 15
- 16. QUESTIONS? pongwen@arrforum.org 21 st August 2012 African Research and Resource Forum 16
Editor's Notes
- 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