(I deliberately included the prior email message below)
Our Corporate Compliance management has so far divided the RM policy draft
into the following sections, unclear what order the sections will be in, or
if they'll be separate documents:
1. Overview - 2.5 pages on scope of policy, goal of RM program, definitions
of terms
2. Retention -1 page - that retention and destruction must follow the
retention schedule and indexing is required (and what indexing means)
3. Legal Holds - 2 paragraphs
4. Roles and Responsibilities - of 6 distinct groups
5. email - 4 sentences
Appendix - the retention schedule
Our policy is extremely high-level. Everyone seems to agree that it should
be and nobody wants a RM 101 lecture about the value and purpose of proper
RM. However I did insist that the policy specify basic RM roles for
particular groups of staff including individuals because I agree with ISO
15489-2 that a policy must specify/assign recordkeeping responsibilities
to individuals.
I intend to write a comprehensive RM Program manual to accompany the policy
that explains how to implement policy requirements. I think I'll put the
bulk of reference material in appendices with a brief mention of its
importance in the main body of the manual. The manual will go into
detail about the purpose, value and goals of the RM program with heavy
reference ISO 15489 and GARP.
Do I provide org charts for each business unit? Server inventories? My SOPs
are things like my workflow of auditng other people's indexing of paper and
electronic stuff? Why would I share that in an RM manual, that's my job, not
anyone else's. How much implementation instruction do I provide, given that
there are not many rules, everything is pretty much a suggestion
here: filing standards? vital records management? disaster recovery (which
is not an RM program)? deprographics including scanning project QA tips? We
don't have an archives nor send anything to an archives so that's easy. I'm
pretty sure I don't want to tell the mailroom how to do their job.
On Thu, Feb 11, 2010 at 10:25 PM, Nolene Sherman <[log in to unmask]> wrote:
> I am getting ready to write our company's first-ever records management
> policy and am struggling with how much to put in it. I would prefer a
> concise to the point policy that people will actually read rather than a
> document several pages long. My first decision is -- do I have separate
> policies for electronic communications, information security, etc? That
> would help keep it short, but since these are all inter-related, employees
> would have to go to who-knows-how-many documents to fully understand their
> responsibilities surrounding records and information.
>
> In your opinion, what should be included in a records management policy?
> What are the absolute must haves and what can optionally be added?
>
> I'll start with a basic framework:
>
> 1. Purpose
> 2. Scope
> 3. Policy Statement
> 4. Company's regulatory environment and obligations
> 5. Recordkeeping principles & systems (I think this is the area that can
> get bogged down)
> 6. Responsibilities
> 7. Monitoring & Consequences of not following policy
> 8. Definitions
> 9. References
>
>
>
> Nolene Sherman
> [log in to unmask]
> Orange County, CA
>
> Tracking where records are kept is what Tiggers and Records Managers do
> best!
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already
> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
> message.
> mailto:[log in to unmask]
>
--
Maureen Cusack
San Francisco, CA
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