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RECMGMT-L  February 2010, Week 2

RECMGMT-L February 2010, Week 2

Subject:

Re: One comprehensive Information Policy or multiple focused policies?

From:

Christine Figueroa <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 12 Feb 2010 09:56:20 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (88 lines)

Hi Nolene,

With this type of document, I find it best to analyze the purpose of the
document. Is it to create a comprehensive policies and procedures document
or is it to give users or your "public" the pieces related to their daily
work? If it is both, I have some suggestions below.

You may find that it is best to create one large policies and procedures
document (such as a manual) and then publish portions of it out to your
"public" as needed. For instance, you may have an intranet (if this is your
publishing venue) that gives a listing of policies with links to the
portions of your document that are relevant and offer guidelines as another
way for them to access information. I say this because, from my experience,
users are not interested in other departments policies and procedures but
are very interested in what is relevant to their work. For users that are
interested in reading the complete document, a .pdf version made available
to them will be of great use.

As for the ingredients, all of the items on your list are relevant. You may
consider including auditing functions (which may be under roles and
responsibilities) and related policies, procedures and directives (ESI,
transitioning employees, information security, destruction guidelines,
confidentiality policy, records access policy, Records Retention Policy
maintenance, and the like).

I am a big fan of keeping policies, procedures and directives separately (so
as to not need to update the entire document when something changes)
although some of our colleagues may disagree.

This is a huge endeavor and I wish you the best of luck.

Best regards,

On Thu, Feb 11, 2010 at 10:25 PM, Nolene Sherman <[log in to unmask]> wrote:

> I am getting ready to write our company's first-ever records management
> policy and am struggling with how much to put in it. I would prefer a
> concise to the point policy that people will actually read rather than a
> document several pages long. My first decision is -- do I have separate
> policies for electronic communications, information security, etc? That
> would help keep it short, but since these are all inter-related, employees
> would have to go to who-knows-how-many documents to fully understand their
> responsibilities surrounding records and information.
>
> In your opinion, what should be included in a records management policy?
> What are the absolute must haves and what can optionally be added?
>
> I'll start with a basic framework:
>
> 1. Purpose
> 2. Scope
> 3. Policy Statement
> 4. Company's regulatory environment and obligations
> 5. Recordkeeping principles & systems (I think this is the area that can
> get bogged down)
> 6. Responsibilities
> 7. Monitoring & Consequences of not following policy
> 8. Definitions
> 9. References
>
>
> Nolene Sherman
> [log in to unmask]
> Orange County, CA
>
> Tracking where records are kept is what Tiggers and Records Managers do
> best!
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already
> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
> message.
> mailto:[log in to unmask]
>



-- 
Christine M. Figueroa, MLIS, CRM

[log in to unmask]
714.402.9110

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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