Why Manage Your Records Project?
Maura L. Dunn, CRM, PMP
Director, Duff & Phelps, LLC
ARMA Liberty Bell
April 16, 2009
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
Combine RM and PM disciplines to ensure success
Records
Management
Project
Management
• Align records to
organizational goals
• Actively manage
organization’s records
• Clearly define goals
• Outline charter and scope
• Develop and execute
project plan and budget
Project Management Steps
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
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
Plan
Plan
Resource
Match your team structure
to your project plan
Project
Manager
Workstream
1 Lead
Analysts
Tech Writers
Workstream
2 Lead
Change
Management
Specialists
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
Monitor
Status Reports
Earned Value Management (EVM)
Risk Management
 Identify potential risks
 Quantify impact and probability of risk occurring
 Develop mitigation and contingency plans
Close
Complete final milestone(s)
Discuss lessons learned
Compile project documentation
Contact
Maura L. Dunn, CRM, PMP
Director, Legal Management Consulting
Duff & Phelps, LLC
240.482.3982
maura.dunn@duffandphelps.com
13