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 Align records to organizational goals Actively manage organization’s records Records Management Clearly define goals Outline charter and scope Develop and execute project plan and budget Project Management

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

9. Resource Project Manager Workstream 1 Lead AnalystsTech Writers Workstream 2 Lead Change Management Specialists 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 13