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Successful Records Project Management: A Comprehensive Guide

Learn how to combine records management and project management disciplines for successful project outcomes. Follow steps from initiation to closure with a case study on RM program assessment.

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Successful Records Project Management: A Comprehensive Guide

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  1. Why Manage Your Records Project? Maura L. Dunn, CRM, PMP Director, Duff & Phelps, LLC ARMA Liberty Bell April 16, 2009

  2. What makes a project a project? • RM Activities • Implement an ERM • Roll out a policy • Develop a retention schedule • RM Projects • Clearly defined objectives • Beginning, middle, end • Managed – not just allowed to happen

  3. Combine RM and PM disciplines to ensure success

  4. Project Management Steps

  5. Case Study: Conduct an RM Program Assessment • Large organization – more than 50,000 staff, geographically dispersed • 12 distinct organizational units at the highest level – multiple retention schedules, records policies, taxonomies • Desire to move to an enterprise records management system • Official records largely stored in paper but extensive creation of uncontrolled electronic records

  6. Initiate • Draft Project Charter identifying the Project Manager, Project Champion, and Stakeholders • Identify the purpose, objectives, and deliverables of the project • Identify equipment and resources • Plan for the project definition meeting with key stakeholders

  7. Plan

  8. Plan

  9. Resource Match your team structure to your project plan

  10. Execute • Kickoff meeting • Introduce team • Outline goals, high level project plan • Discuss communication, reporting mechanisms • Execute project plan • Mark completion of milestones – clearly define entrance/exit criteria • Track progress to identify any issues early

  11. Monitor • Status Reports • Earned Value Management (EVM) • Risk Management • Identify potential risks • Quantify impact and probability of risk occurring • Develop mitigation and contingency plans

  12. Close • Complete final milestone(s) • Discuss lessons learned • Compile project documentation

  13. Contact • Maura L. Dunn, CRM, PMP • Director, Legal Management Consulting • Duff & Phelps, LLC • 240.482.3982 • maura.dunn@duffandphelps.com

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