Loving the Execution of Your Records Management Program GKC ARMA Meeting February 14, 2018

Learning Objectives We will role play a project team today in order to share… …a day in the life involved in an RM project and program …what each persona did during the project …how the persona’s work changed as a result of the project What is a Persona? A fictional character who represents the essential traits of a role Why use a Persona? Give a voice to a role in a situation, i.e. a project or solving a problems

Recap: WaterOne Project Case Study Fictionalized for this month’s meeting Timeframe – 2017 & ongoing Problem Statement Solution Description Joanna – can you recap the project in 3 to 5 minutes?

Project Responsibilities Name: Joanna Role: Records Manager Who are they? Responsibilities Mid-Career Level CRM Certified New to the company (<3 years) Excited to implement a new RM Program Managing Records Management Project Define records policy for the organization Build the File Plan for the organization Ensure compliance with RM policies and procedures Define and measure RM metrics Quotation Goals & pain points Project Responsibilities Highly artistic and creative Wants to reduce risk exposure for the company Work with stakeholders to define the file plan Work with stakeholders to write procedures and work instructions Meets with executives to communicate project status per the communication plan Deliver Training Program

Project Responsibilities Name: Christine Role: IT Manager Who are they? Responsibilities Senior-Career Level Multi-Industry Experience Long tenure at the company Was previously a consultant Oversees multiple IT projects IT application owner for the document management system Document management system integrations Sample quotation A blank customer profile template is available for download from MaRS. You can find it in the “Activities for Research and Discovery” section of the Building Future Leaders website. Goals & pain points Project Responsibilities I love deadlines. I like the whooshing sound they make as they fly by. – Douglas Adams Strong problem solver Ensure IT systems do not accumulate technical debt by non-compliance with industry best practices Daily IT project activities Reports to IT executives on IT resource and budget needs

Project Responsibilities Name: Gen Role: Human Resources Stakeholder (Business Manager) Who are they? Responsibilities Mid-Career Level Retired Military New to the company (<3 years) Pursuing CRM certification Managing HR Records Personnel Files Equal Rights Documents I9 Documents Quotation Goals & pain points Project Responsibilities Great Vision without great people is irrelevant. – Jim Collins Improve the work-life balance of employees Need to find a way to engage employees in managing their records Responsible for daily HR activities

Project Responsibilities Name: Gen Role: Compliance Officer Who are they? Responsibilities Mid-Career Level Retired Military New to the company (<3 years) Pursuing CRM certification Ensuring Compliance with Regulations and Best Practices Records Coordinator Purging Records Templates with Retention Quotation Goals & pain points Project Responsibilities Detail oriented Wants to reduce risk exposure for the company Responsible for ensuring the company satisfies applicable regulations, best practices, and controls

Project Responsibilities Name: Debra Role: Legal Stakeholder Who are they? Responsibilities Mid-Career Level Records Management Experience Long tenure at the company Review legal contracts Assist with procurement process and vendor analysis Quotation Goals & pain points Project Responsibilities Obtain the best solution for the organization Balance the cost of the solution and also meet all business needs Ensure legal requirements are implemented in the solution Facilitate communication and discussion on the solution

“Panel Discussion” Personas will role play answers to questions. Sample Questions How did you decide on the solution? How did you measure success? What were the results? Did it go as planned? What lessons were learned? Audience Questions