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

2. 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

3. 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?

4. 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

5. 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

6. 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

7. 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

8. 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

9. “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