Marketing Best Practice Records Management. Kemal Hasandedic MBII GDDM MRMA National President RMAA

Transcription

1 Marketing Best Practice Records Management Kemal Hasandedic MBII GDDM MRMA National President RMAA

2 RM an excellent product to Market Questions: 1. Why do we need to sell to senior management? 2. What are you selling? 3. What message do you want them to receive? 4. What are you doing to achieve your desires?

3 Why the need to sell? 1. Recognition of value of the information you manage. 2. Competition for budget $ s 3. RM and Strategic Management 4. Strategic and Corporate Plan

4 What are you selling? 1. Responsibilities 2. Productivity and business 3. Bottom line needs of the company 4. Compliance 5. Corporate Governance 6. That you can deliver on your promises.

5 Best practice recordkeeping Will assist an organisation to improve its overall performance in areas such as: 1. decision making 2. product development 3. providing evidence of business activities 4. transparency 5. accountability 6. risk management and 7. audit control.

6 Records Management Definition: Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records (AS ISO )

7 Part 1 of ISO AS applies to the management of records, in all formats or media, created or received by any public or private organization in the conduct of its activities, or any individual with a duty to create and maintain records, provides guidance on determining the responsibilities of organizations for records and records policies, procedures, systems and processes,

8 Part 1 of ISO AS provides guidance on records management in support of a quality process framework to comply with ISO 9001 and ISO 14001, provides guidance on the design and implementation of a records system, but does not include the management of archival records within archival institutions

9 Benefits of Records Management Records management governs the practice both of records managers and of any person who creates or uses records in the course of their business activities. Records management in an organization includes: a) setting policies and standards, b) assigning responsibilities and authorities, c) establishing and promulgating procedures and guidelines,

10 Benefits of Records Management cont. d) providing a range of services relating to the management and use of records, e) designing, implementing and administering specialized systems for managing records, and f) integrating records management into business systems and processes.

11 Records a valuable resource and an important business asset A records management system results in a source of information about business activities that can support subsequent activities and business decisions, as well as ensuring accountability to present and future stakeholders. Records enable organizations to: conduct business in an orderly, efficient and accountable manner, deliver services in a consistent and equitable manner,

12 Records a valuable resource and an important business asset support and document policy formation and managerial decision making, provide consistency, continuity and productivity in management and administration, facilitate the effective performance of activities throughout an organization, provide continuity in the event of a disaster,

13 Records a valuable resource and an important business asset meet legislative and regulatory requirements including archival, audit and oversight activities, provide protection and support in litigation including the management of risks associated with the existence of, or lack of, evidence of organizational activity, protect the interests of the organization and the rights of employees, clients and present and future stakeholders,

14 Records a valuable resource and an important business asset support and document current and future research and development activities, developments and achievements, as well as historical research, provide evidence of business, personal and cultural activity, establish business, personal and cultural identity, and maintain corporate, personal or collective memory

15 Regulatory environment The regulatory environment consists of a) statute and case laws, and regulations governing the sector-specific and general business environment, including laws and regulations relating specifically to records, archives, access, privacy, evidence, electronic commerce, data protection and information, b) mandatory standards of practice,

16 Regulatory environment c) voluntary codes of best practice, d) voluntary codes of conduct and ethics, and e) identifiable expectations of the community about what is acceptable behaviour for the specific sector or organization.

17 Policy and responsibilities Policy The objective of the policy is to create and manage authentic, reliable and useable records, capable of supporting business functions and activities of your business for as long as they are required. This policy is to be communicated, implemented, adopted and endorsed by your CEO and applied across the whole organisation. Responsibility for compliance has to be assigned. The policy should be derived from an analysis of business activities i.e. the areas where legislation, regulations, other standards and best practices have the greatest application in the creation of records connected to business activities

18 Responsibilities Records management responsibilities and authorities should be defined and assigned to all employees of the organization. They should include statements such as: Records management professionals are responsible for all aspects of records management, including the design, implementation and maintenance of records systems and their operations, and for training users on records management and records systems operations as they affect individual practices.

19 Responsibilities cont. Executives are responsible for supporting the application of records management policies throughout the organization. Systems administrators are responsible for ensuring that all documentation is accurate, available and legible to personnel when required. All employees are responsible and accountable for keeping accurate and complete records of their activities.

20 Your organisation needs therefore to create and maintain authentic, reliable and useable records, and protect the integrity of those records for as long as required. To do this, organizations should institute and carry out a comprehensive records management programme Records management requirements Principles of a records management programme Records are created, received and used in the conduct of business activities. In my mind they are critical in supporting an organisation undertaking its business operations in areas such as compliance & accountability.

21 A comprehensive records management programme determining what records should be created in each business process, and what information needs to be included in the records, deciding in what form and structure records should be created and captured and the technologies to be used, determining what metadata should be created with the record and through records processes and how that metadata will be persistently linked and managed,

22 A comprehensive records management programme determining requirements for retrieving, using and transmitting records between business processes and other users and how long they need to be kept to satisfy those requirements, deciding how to organize records so as to support requirements for use,

23 assessing the risks that would be entailed by failure to have authoritative records of activity, preserving records and making them accessible over time, in order to meet business requirements and community expectations, complying with legal and regulatory requirements, applicable standards and organizational policy,

24 ensuring that records are maintained in a safe and secure environment, ensuring that records are retained only for as long as needed or required, and identifying and evaluating opportunities for improving the effectiveness, efficiency or quality of its processes, decisions, and actions that could result from better records creation or management

25 Marketing The success of your ability to sell Best Practice Recordkeeping is going to come back to how effectively YOU market and promote the program and its benefits

26 Value and Worth You have to believe in the value and Worth of your RM Program You have to believe in the Value and Worth YOU have within Your organisation You have to believe in the Value and Worth of RM

27 Marketing Strategy What do we do? What do we want to do? Can we add Value? How? Are we a Team working to the same Goals? How do we meet our Goals?

28 Marketing Strategy Continued What is our Philosophy? How do articulate that Philosophy? What did we identify in our SWAT analysis? Who can we align with? Will benchmarking work for me? What do we want to achieve?

29 Key Components Market You Market your team Market the RM program Market the benefits and risks associated with Recordkeeping Market Best Practice Recordkeeping

30 How to Market You Get onto Internal committees particularly key executive ones Meet with users regularly MBWA TQM concept Encourage Ideas and value Input Circulate RM articles Walk the Talk

31 Marketing You continued Document and Publish achievements Display personal achievements, qualifications, team and individual awards Customer Service Push your personal attributes

32 Marketing Your Team Involve team members in committees Promote internally questions on certain areas are to be addressed to X first Encourage the team to MBWA and network Encourage formal studies Report on achievements Develop individual marketing strategies

33 Marketing Your Program Align your Program s Vision with the Corporate Goals and Objectives Promote and Cultivate internal Alliances Understand the idiosyncrasies of your organisation Develop a Business case Anticipate Resistance and Objections Outline the Risks

34 Marketing Your Program Continued Provide real examples of Good Bad and Ugly RM within your organisation Presentations to internal clients Inter and Intra Net Newsletters Get industry experts to address Executive teams Undertake Focus groups

35 Marketing the Benefits and the Risks Records a valuable resource and an important business asset Critical for best Practice Corporate Governance Essential to developing a KM, Innovative and Learning Culture Disaster Recovery 9/11 Penalties for non compliance

36 Marketing Best Practice RM Identify sources of Best Practice RM Benchmark performance Identify the Benefits and Risks Smart Business Apply for recognition i.e. awards and then promote successes

37 Opportunities Be realistic Know your business Identify the tactics to win support from key management figures Observe others managers Notify management of RM trends Participate in projects that have an RM component

38 Summary Records are a STRATEGIC ASSET Management support is essential Your job is to sell you, your team and your program Promote - Promote Promote Look for Opportunities