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Decker Hubbard and Brown 39 Columbia Tower Suite Seattle WA PH 555 555 5555 FX 555 555 5556 www.DHandB.com Analysis of D. H. and B.’s Records Management Needs Decker Hubbard and Brown is in need of Records Management Program to organize our corporate documents.
This report provides the analysis and assessment of Decker Hubbard and Brown’s Records Management Program for the creation of content and documenting the processes of the business activities. Decker Hubbard and Brown Prepared for. John Simpson VP of Operations Prepared by. Susan Bowman Senior Analyst September 20xx The purpose of this report is to provide the analysis and assessment of Decker Hubbard and Brown’s Records Management Program for the creation of content and documenting the processes of the business activities. Documenting and conducting analysis of the Records Management Program will provide Decker Hubbard and Brown with the assessment of the current state of the organization’s Information Management Policies and should be taken into consideration before moving forward with any modifications or development and design of Records Management Program.
The report identifies the dependencies between workflow processes and the business actions that generate records and the associated information metadata that needs to be created or captured as part of the Records Program to better understand where the organization is with respect to records management. Decker Hubbard and Brown is in the process of reviewing the enterprise records management challenges associated with being financial services company in the technology vertical. It is the goal of the organization to improve knowledge sharing and better equip staff to perform their jobs and to be as efficient effective and consistent as possible. The Objective In order to improve staff access to information and increase knowledge share the Records Management Program must be able to provide the compliance ease of access efficiency and continuity of all of Decker Hubbard and Brown’s records. In order to fulfill these goals and objectives of Decker Hubbard and Brown the program should address the following needs. 1. Organize content that has been accumulating into centralized location with standardized process and procedures. 2. Develop roadmap for long term goals and objectives of the company’s enterprise Records Management Program.
3. Identify and categorize the vital documents and records generated within the organization. 4. Comply with regulatory requirements and prioritize the importance of records. 5. Provide complete review and audit of existing processes that generate records. 6. Identify stakeholders for the Records Management Program. 7. Deliver technology requirements for the Records Management Program. 8. Identify resources for the program. The Opportunity The Records Management Program is an important component for Decker Hubbard and Brown to continue to be leader in the financial services industry. The Records Management Program will be able to satisfy Decker Hubbard and Brown’s needs to be competitive in the financial services market and build foundation for the records management controls and processes to govern the vast amount of information created received and used in the conduct of Decker Hubbard and Brown’s activities. Goal #1. Design an enterprise Records Management Program to demonstrate the company’s understanding of the nature of its records and compliance with legislation policies principles processes and procedures for managing the organization’s knowledge.
Goal #2. Develop long term plan for the care and security of the company’s records and to provide fast access to content. Allow personnel to make intelligent and well informed decisions from the most relevant and up to date data. Goal #3. Identify the company’s processes and the technologies for best practices of records life cycle management. The company’s primary focus of records is for the functional areas within the organization that generate high volumes of content and meet the goals of the Records Management Program. current inventory of Decker Hubbard and Brown’s documents and records is recommended to define the as is state and identify departments or business units that have gaps in standards and procedures for Records Management. As part of the formal program assessment review of all content in context of the Records Management Program will help Decker Hubbard and Brown develop policies and procedures for the new program. The policies and procedures should be authorized and adopted though change management and delivered to the organization with training. The goal of the Records Management Program is to develop policies that clearly identify the sources of content categories of records and the appropriate retention period. Content Sources Content Source Description Location Owner
Network File Share The group of electronic documents created for developing collateral for the purpose of sales activates to include sales marketing training and projects. Server – UNC Path Sales Marketing Professional Services File Cabinets The HR group's documentation of an individual's employment assessing and directing employee progress toward performance goals investigating and responding to employee misconduct grievances and disciplinary matters.
2rd floor room Line of Business Application Accounting software Server Accounting Document libraries Server Projects Marketing Sales Software.
Misc. docs Server Misc. Docs Policy and Procedure List The following is list of Decker Hubbard and Brown’s current policies dealing with information and records management related matters. Title Latest Version Date Description Purpose of the Policy
Source Electronic Records and Email Policy 5 20XX Policy and procedure for managing records Identify the employee’s responsibilities for storing and deleting paper and electronic documents including emails and records management requirements Business Business Computer Equipment Policy
6 20XX Policy for use of organization’s computer equipment Identify the responsibility for safeguarding the data on local machines and servers Business File System and Temporary File Shares Policy 8 20XX Policy for using temporary share location and retaining short lived records Conform to security and access related guidelines Business File Naming and Versioning Procedure
7 20XX Version control reduces the risks of using the wrong documents and enhances the ability to secure records and provide better information auditing Ensure documents are correct current and support productivity though using standards and templates Business Accounting Policy and Procedure 6 20XX Accounting policies and procedures for income and expenses
Handled by bookkeeper accountant or software such as Quickbooks Online Simple Start or Pro SAP or Peachtree Accounting Manage receipts invoices and canceled checks Regulatory Logo Use and Guidelines Policy and Procedure 8 20XX Company branding documents and templates Standardize on document creation Business Audit 7 20XX Specific retention periods and standards for documentation surrounding an audit
Conform to any policy procedures or guidelines specific to an industry Regulatory Secure FTP Server Policy and Procedure 2 20XX Organization of information on the FTP server and purging Organize and manage objects placed on the FTP server Business Expense Accounts Diaries Log Books and Other Records
6 20XX Policy for travel car meals and entertainment costs Meet record keeping guidelines for the management of receipts for an expense and standardize the written record of the purpose of the expense the date it was incurred and other information depending on the nature of the expense Regulatory Gaps in Records Management Policy and Procedure For the purposes of the Records Management Program Decker Hubbard and Brown will perform records inventory and catalog all content to create file plan and retention schedule for the development and maintenance of the Records Management Program. The following outlines Decker Hubbard and Brown’s organizational structure with the purpose and details of each unit. The purpose or function of each unit in the structure of Decker Hubbard and Brown will aid in the creation of the File Plan to categorize records define ownership and locations of content and aid in defining taxonomy. Organizational Chart
The following is list of departments and functions within Decker Hubbard and Brown. Name and Acronym of Business Unit Function of Business Unit Description Specific details about business unit content Professional Services The functions relating to the management of projects Documents created by project managers and consultants' projects pre sales activities training support Project Plan Project Charter
Estimates Design Document Consulting Reports Human Resource Management The function of managing the workforce Documents created for personnel management regulations personnel development and on boarding Employee Files Regulations Recruiting Marketing
The function of managing the production and organization of creating communicating delivering and promoting the organization's mission and goals to customers clients partners The activity of promotion and design elements of the organization Sales Collateral Tradeshows Campaigns Social Media Standards
Templates and internal departments Sales The function of distributing collateral for goods and services in response to acquisition requests and promotion of the organization's products and services Promoting the organization's products professional services and maintaining account activity Call List Quotes
Presentations Account Activity Financial Management The functions related to the fiscal management of the collection investment and disbursement of funds The activity of the expense and administration of debt owed to suppliers and transactions dealing with the billing of goods and services and administration of debt owed to the business Accounts Payable Accounts Receivable Checks
Purchase Orders Invoice Administration Board of Directors The functions relating to the management of the organization and its general administration The activity of miscellaneous operating records Insurance Policies Business Planning Emergency Documents
Security Tapes The following outlines Decker Hubbard and Brown’s regulatory or legal compliance requirements for managing the documents and records created in the daily activities of running the business. The regulatory environment for Decker Hubbard and Brown consists of the internal audits and IRS regulations for records management. Regulatory Environment Elements Decker Hubbard and Brown's internal audit operations including reports IRS required documents for recordkeeping Material safety data sheets MSDS
Sarbanes Oxley SOX JCAHO Joint Commission on Accreditation of Healthcare Organizations HIPAA Health Insurance Portability and Accountability Act ISO International Organization for Standardization regulations Internal Audits. Decker Hubbard and Brown uses third party auditing firm to provide evidence of sound financial reporting and ensure the company is in compliance with laws and regulations. IRS Required. Decker Hubbard and Brown is required to keep business documents supporting federal tax regulations and provide summary of business transactions. The Records Management Program will include the creation and disposition of the company’s financial records for example. accounting journals supporting documents expenses travel transportation entertainment and taxes. Material Safety Data Sheet MSDS. Decker Hubbard and Brown must catalog and maintain MSDS documents. The Occupational Safety and Health Administration OHSA requires that MSDS documents be available to employees in the workplace and to local fire departments and local and state emergency planning officials in the event of an emergency. Part of Decker Hubbard and Brown’s Records Management Program is to provide online access and management MSDS sheets. To ensure records are identified and managed in the framework of how Decker Hubbard and Brown conducts business records based workflow process should be documented and identified. Decker Hubbard and Brown could benefit from process improvement and workflow automation as part of the Records Management program to reduce document handling time minimize double entry and increase productivity with more relevant search results. The process of creating records within Decker Hubbard and Brown can be identified by pinpointing the transactions that are worked on during business operations and the workflow process for these procedures. Attention to the stages of records life cycle creation management and disposition within the workflow and the primary records generated within processes will identify critical and valuable records within the company. For example many records are generated from the sales order process and project related deliverables. Sales Order Process for Goods and Services