BFMA Book of Knowledge: Best Practices for Records Communications Terri R. Hansen http://www.bfma.org/?page=CertProgBodyOK May, 2019 Copyright 2019 © BFMA | All Rights Reserved

What To Expect Today Overview of the content Definitions Communication Skills and Functions Information Management within Forms Management Function Records Retention Why is this important? May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Definition Information Management A field of business in which information, records, and other data are received, indexed, stored, and destroyed intelligently. Glossary of Forms and Forms Management Terms. (n.d.). Retrieved March 25, 2019, from https://cdn.ymaws.com/www.bfma.org/resource/resmgr/Master_Glossary_Final_(1).pdf May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Definition (cont.) Records Management The formalized, referenced, schedule retention of the records of an organization which supports retrieval, transaction reconstruction, proof and context of the historical activities of the organization … Glossary of Forms and Forms Management Terms. (n.d.). Retrieved March 25, 2019, from https://cdn.ymaws.com/www.bfma.org/resource/resmgr/Master_Glossary_Final_(1).pdf May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Definition (cont.) Record All documented information, regardless of its characteristics, media, physical form, and the manner it is recorded or stored. Records include accounts, agreements, books, drawings, letters, magnetic/optical disks, memos, micrographics, etc. (Businessdictionary.com) Forms Management Program records can include e.g., paper and electronic records of the form history file, special projects documentation, scheduled review documentation, and for every edition of every form the source file, the output file and unfilled samples. May, 2019 Copyright 2019 © BFMA | All Rights Reserved

What is a Body of Knowledge? It is the complete set of concepts, terms and activities that make up a professional domain, as defined by the relevant learned society or professional association. (Wikipedia) May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Book of Knowledge Governance Communication Skills and Functions Principles, practices, technology, terminology, issues related to: Governance Communication Skills and Functions Project Mgmt. Skills Work Simplification, Process Improvement, Business Analysis Information Management within Forms Management Function Forms/template Design and Development Forms Print Production Procurement and Contracting Inventory Management and Warehousing Administration of Forms Management Program May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Communication Skills and Functions Establish relationship and liaisons with clients, partners, and stakeholders Records Management and Information Management May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Communication Skills and Functions May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Information Management Information Management Function within Forms Management Program Manage Information Displayed on Forms Implement Form Identification and Maintain Form Lists and Catalogs Filenaming Convention to Manage Form Editions and Versions Maintain and Provide Back-Up Copies of Source Files and Forms Records for Business Continuity and Disaster Recovery Manage and Maintain Digital Assets May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Information Management (cont.) Maintain a Forms Database Implement and Maintain a Retention Plan for Records and Data Maintain General Record Keeping and Filing Systems Document Organization-Wide Special Projects and Scheduled Reviews Responsible for the Container and Apply Program Manual, Style Guide, and Company Standards May, 2019 Copyright 2019 © BFMA | All Rights Reserved

How do the two Sections Overlap? Communication Skills and Functions Forms Analysis Technology Forms Control Program Mgmt Information Management within Forms Management Function May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Overlap – Forms Analysis Communication Skills and Functions Forms Analysis Technology Forms Control Program Mgmt Information Management within Forms Management Function May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Overlap - Technology Communication Skills and Functions Forms Analysis Technology Forms Control Program Mgmt Information Management within Forms Management Function May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Overlap – Forms Control Communication Skills and Functions Forms Analysis Technology Forms Control Program Mgmt Information Management within Forms Management Function May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Overlap – Program Management Communication Skills and Functions Forms Analysis Technology Forms Control Program Mgmt Information Management within Forms Management Function May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Subject Classification Codes May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Record Retention Schedule May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Record Retention Schedule (cont.) Real Sample In addition, there are other types of records unique to forms management. May, 2019 Copyright 2019 © BFMA | All Rights Reserved

By Retention Code May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Importance The business records of an organization demonstrate how it fulfills its mission. It is fundamental that all business records are properly maintained and protected from damage, misuse, or improper disposition. May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Certificate Programs Forms Analysis: FMfa Forms Development: FMfd Forms Control: FMfc Program Management: FMpm Forms Management Specialist: FMS May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Certificate Courses Forms Management Fundamentals Forms Technology Forms Analysis Business Process Analysis Forms Design/Development Effective Data Collection and Presentation Forms Print/Production Forms Control Program Administration May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Conclusion The book and body are additional pillars to our profession. Professional certification National Standard on Forms Management Standard Occupation Codes Allows employees to demonstrate their knowledge Shows there is something special to know Shows FM as an asset and value added May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Questions? May, 2019 Copyright 2019 © BFMA | All Rights Reserved

Federal Deposit Insurance Corporation (FDIC) Terri R. Hansen Federal Deposit Insurance Corporation (FDIC) TeHansen@fdic.gov (703) 562-2777 http://www.bfma.org/?page=CertProgBodyOK May, 2019 Copyright 2019 © BFMA | All Rights Reserved