Answers to Mr. Grevin's queries below
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Frederic Grevin
Sent: Thursday, March 19, 2015 12:47 PM
To: [log in to unmask]
Subject: Re: Optimal Size for a Records Survey Project Team
Hi Jason,
A few questions:
1. Are you expecting survey BOTH paper records and electronic records? - Yes, thought the bulk is electronic
2. Are you expecting to survey any artifacts? No
3. At what level do you expect to inventory the paper records? Box? Folder? Document? Box
4. At what level do you expect to inventory the electronic records? See answer to 7
5. What will be the data-collection device? Laptop? Tablet? Paper forms? Laptop
6. Do you want the teams to work in all locations more or less simultaneously, or could they work sequentially, location by location? Sequentially
7. Do you expect the inventory of the paper records and the electronic records to be completed at the same time? This affects the composition of the team. Same time. It's less about specific doc formats and mapping what the business has against pre identified record series. And identify any new series that may need to be created
8. What is the existing relationship between your IG / RIM group and the various business units - especially those outside of the U.S.A.? As a centralized function, this is brand new to the firm so no prior relationship.
9. Do any of these business units have existing records managers / archivists / IG staff? No, some admins have been handling the work historically but not in an official or formalized way.
10. Are any of the countries in the APAC or LatAm involved in "disagreements" with the U.S. Government? No
Sounds like you're going to have fun...
Warmest regards,
Fred
------------------------------
Frederic J. Grevin
[log in to unmask]
212-312-3903 (Office)
Original Message
From: Stearns, Jason
Sent: Thursday, March 19, 2015 11:26
To: [log in to unmask]
Reply To: Records Management Program
Subject: Optimal Size for a Records Survey Project Team
Good day:
I am hoping to rely on the expertise of the group…
I’ve been asked to put together a proposal for a project team to conduct a records survey of our business groups.
Based on experience, what would you recommend as the optimal size for a project team to go business groups by business groups to conduct the survey? I envision a PM with a handful of team members, but would like to hear your thoughts on the nest size for the team (I’m less worried about time and cost, but your experience in managing the team, while of course handling the rest of the daily responsibilities and other projects).
Our company profile is: Financial Services/Asset Management; Approx. 85 Business Groups; ~10,000 employees; Primarily US and UK and a handful of locations in APAC and LatAM. Based on our known legal and regulatory obligations, we have a master list of record series and would look for the business groups to map their records to this list and identify any additional series needed.
Thanks in advance for your input and insight.
Kind regards,
Jason
Jason C. Stearns, CRM, IGP
Director | Legal & Compliance | BlackRock
Phone: +1.212.810.3134 | Mobile: +1.917.689.5813
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