business rules for records · pdf filebusiness rules for records management what the heck are...
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![Page 1: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/1.jpg)
Business Rules for
Records Management
What the heck are they and why
do we need them?
![Page 2: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/2.jpg)
What are RM business rules?
Discipline related to creation,
protection, use, retrieval and
disposition of records.
Occurs at 3 levels of the
organization:
Across all of the organization
Across parts of the organization
Across programs within the organization
![Page 3: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/3.jpg)
3 Levels of the Organization
Level 1: Across all of the organization Policies or legislation
Standard setting procedures/manual
Retention Schedule
Level 2: Across Parts of the organization Naming.metadata
Classification structure
Level 3: Across Programs within the organization Users instructions with assignments
Operating procedures
![Page 4: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/4.jpg)
Level 1
Policy or legislation Formal and written
Approved and directed by upper/highest level of management
Standard Operating Procedures (high level) Guidelines
Roles and Responsibilities
Training
![Page 5: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/5.jpg)
Level 2
Classification Structure How does the business work?
Storage
Tools
Creation and use
Standard operating procedures - business unit requirements, timelines
What do we call it? Taxonomy
File plans
Access and control
Metadata/file naming/titling
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Level 3
User responsibilities:
Record Custodians on teams
Record Stewards as individuals
Declaration of records
Accountability
Auditing
Standard operating procedures (front
line) = file plans for record sets, decision
making points, purge working papers
![Page 7: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/7.jpg)
Plan for Success
RM Strategy
Training Programs:
RM, Security, Tools & Systems
Communication Plan
Measures/Metrics
Written Policies: (content,
security, retention, tools, file
naming)
![Page 8: Business Rules for Records · PDF fileBusiness Rules for Records Management What the heck are they and why do we need them?](https://reader031.vdocuments.mx/reader031/viewer/2022022005/5ab4c6fc7f8b9a1a048c4b9e/html5/thumbnails/8.jpg)
Conclusion:
RM is a process, not an event.
It is a core organizational principle which must be adopted and incorporated into the daily work environment.
RM takes daily discipline to achieve.
Business rules are needed at all 3 levels for success.