records retention schedule refresh project. contents: i. introduction ii. planning iii. data...

Records Retention Schedule Refresh Project

Contents:

I. IntroductionII. PlanningIII. Data Gathering/Engaging the LOB’sIV. Consultant and Legal ResearchV. Control Committees ReviewsVI. Rollout/Training

I. Introduction - RRS

Functional Schedule

246 Record Classes (Record Series)

Format: Intranet, Interactive

I. Introduction - RRS

Each RRS entry includes:

Record Class Code Record Class Name Business Function Description Official Retention Period Retention Event Record Type Example

II. Planning

What changes are needed and how do we know? Operational Needs Legal/Regulatory Requirements

What are our internal Capabilities within Timeframe? Internal – Operational Adjustments Consultant Partner - Regulatory Research Collaborate – Combining the two and drafting schedules.

How do we engage PNC staff to determine operational Needs? Records Coordinators

III. Information and Data Gathering

Operational Adjustments

CRM-Originated ACT in Retention Code Similar Record Classes to be Combined Duplicate Record Type Examples Misc

LOB Originated (Records Coordinators) Use/Usability Survey Broadcast Email: Request for needed

adjustments

III. Information and Data Gathering

Determined for each CRM-originated potential adjustment the LOB Records Coordinator whose are of responsibility that record class fell under.

Record Coordinator Roster of functional areas covered.

RRS Business Function Index

III. Information and Data Gathering

Operational Adjustments

LOB-Originated Engage Records Coordinators

Use/Usability SurveyBroadcast Email: Request for needed

adjustments Regular inquiries

..

III. Information and Data Gathering

Operational Adjustments

Met with each Records Coordinator re: the potential adjustments of record classes in their area, CRM-originated and LOB-originated.

Often the Records Coordinators brought the record owners were into the discussion

III. Information and Data Gathering

Operational Adjustments Document

Drafts per Record Coordinator were prepared and reviewed by the record Coordinator and any record owners who had been part of the discussion.

When all approvals were complete, all of the adjustments were assembled into one Operational Adjustments Document.

III. Information and Data Gathering

Operational Adjustments

Record Classes Considered for Adjustment

117

Proposed New Record Classes

21

Proposed Discontinued 9

ACT / IND

ACT Identified 92

ACT Addressed 88

IND Identified 18

IND Addressed 13

IV. Consultant and Legal Research

Consultant Partner: Iron Mountain Consulting Services

1. Manage Legal Research Donald Skupsky/Information Requirements Clearinghouse – US Federal

and States Baker & McKenzie – Canada, UK, Germany Convert the raw research into reports, matrix

2. Prepare Draft RRS Prepare proposed retention periods from legal research Work with us to overlay the Legal research onto the Operational

Adjustment to develop draft RRS’s for review Assist in answering reviewers questions if needed

3. Additional Prepare two guidelines reports Record Class Consolidation Recommendations Collaborate on long range planning for the RRS

IV. Consultant and Legal Research

Summary of Changes to the RRS

New Record Classes 9

Discontinued Record Classes 11

ACT or IND Eliminated (Changed to a Number) 44

ACT – 2nd Record Class Created (Active & Inactive) 28

Retention Period Changed – Other 18

Changes to Verbiage Only (No Retention Change) 72

V. RC & Control Committee Reviews

Records Coordinators – Public Comment

Records Steering Committee.

Operational Risk Committee.

VI. Rollout/Training

Roll-Out

Communication Channel Audience

Group Email Record Coordinators

Quarterly Work Group Call Record Coordinators

Corporate Communications via established Communications Procedure

All Staff

Announcement in the RDA All authorized users

Updated RRS file in Excel via Email

Records Storage Vendors

Posting on the CRM Intraweb page All Staff

VI. Rollout/Training

2014: In-person and remote live training.

2015: In-person and remote live training Computer-based training

Questions?