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Sample Project Management Worksheet Records Management Policies and ProceduresView Document Sample
Use the Records Management Policies and Procedures to define the policies and procedures that outline the specific terms for the management and governance of records for the organization.
Document Length: 8 Pages
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Records Management Policies and Procedures
The Project Management Pack suite of templates compliments the proposal and contract documents by giving you a collection of business documents to be used once you have a project to work on.

A wide variety of documents are included and are intended to be picked based on your needs. All projects are different and have different needs and goals. Pick the collection of documents from our collection and use them as needed for your project. Recommendations and samples provided are only intended as general guidelines.

How to write my Records Management Policies and Procedures document

Records Management Policy The company policies pertaining to insert the policies in question are outlined below. Outline your company policies as they apply to your Records Management program. Department. Author. Date. Category. Topic. RECORDS MANAGEMENT POLICIES The Records Retention Policy and Program Procedures and the Records Retention Schedule outlined in the file plan together comprise the Records Retention Program for Company This Policy and Procedure applies to all records and information both paper and electronic.

The Objectives of the Program. * Objective #1 List reasons and benefits for the records program such as Follow good business practices for record keeping or Destroy records when they have fulfilled all legal regulatory contractual and usage requirements to reduce storage and equipment costs. * Objective #2 * Objective #3 Definitions This portion of the policy contains the definitions for special terms used in the Records Management Program. Records management terms used within the context of this policy are listed and key words or phrases with potential for multiple meanings have been defined below. Define the vocabulary terms specific to your company or industry. Your goal should be to avoid confusion by stating the exact definitions you intend for the key words and phrases used in your program.

* Definition Insert description here * Definition Insert description here * Definition Insert description here * Definition Insert description here * Definition Insert description here * Definition Insert description here * Definition Insert description here * Definition Insert description here * Definition Insert description here

* Definition 10 Insert description here Current Functions Detail policy statements regarding the various functions of records management activities involved with content or records lifecycle. Describe the functions of the Records Program. * Ownership and Management of Content o Creating Records o Defining Records

o Drafts and Duplicates o Historical Records o Electronic Communication * Monitoring and Audits * Back up and Disaster Recovery * Legal Requirements Litigation and Legal Hold

* Regulations * Destruction of Records * Updates to the File Plan and Changes in Retention Procedures Following is description of the procedures to be followed for the program. There are many possible types of procedures. Typically procedure will be step by step guide as to how task will be performed. Examples include file reviews calculating the destruction date of records record destruction methods for destruction and changes to the retention schedule legal holds audits and reports.

Procedure #1. Title Describe the first procedure. Step 1. Title Description of procedure step. Step 2. Title

Description of procedure step. Step 3. Title Description of procedure step. Procedure #2. Title Describe the second procedure. Step 1. Title Description of procedure step. Step 2. Title

Description of procedure step. Step 3. Title Description of procedure step. Compliance Plan Use this Compliance Plan to describe how you will comply with specific rules and regulations whether they are internal to an organization or externally imposed such as rules imposed by law.

To fill out the rules below; insert the name of the rule set or regulations that must be followed. For example you might put in XYZ Corporate Code of Conduct XYZ Lawsuit Summary Judgment or Americans with Disabilities Act. Then describe the effect of that rule set on your organization and how you will comply with all the details. * Rule to Be Complied With Details. Cite details of the rule set or refer to document or website that contains the details. Parties Affected. Name individuals groups or companies that are affected by these rules within the context of this proposal. Compliance Measures. List the steps you will take to comply with the rules. Name responsible individuals and specific measures you will take. Notes. Insert any important notes about the measures you will take including changes to be made in basic procedures or personnel and any important dates or cycles such as those for monitoring or inspections.

Penalty for Noncompliance. List the penalty for not complying with these rules such as fines loss of licenses or firing of personnel. * Rule to Be Complied With Details. Cite details of the rule set or refer to document or website that contains the details. Parties Affected. Name individuals groups or companies that are affected by these rules within the context of this proposal. Compliance Measures. List the steps you will take to comply with the rules. Name responsible individuals and specific measures you will take.

Notes. Insert any important notes about the measures you will take including changes to be made in basic procedures or personnel and any important dates or cycles such as those for monitoring or inspections. Penalty for Noncompliance. List the penalty for not complying with these rules such as fines loss of licenses or firing of personnel. Regulations This project is legally required to meet the rules and regulations listed below. Legal Requirements Applicable to This Project. * Requirement #1 Agency. Name of Requirement #1 Briefly describe the requirement and state how it will be met. * Requirement #2 Agency. Name of Requirement #2 Briefly describe the requirement and state how it will be met.

* Requirement #3 Agency. Name of Requirement #3 Briefly describe the requirement and state how it will be met. Roles The records management program requires the following roles. * Role name e. g. Records Administrator Add any details needed to fully explain this role or any requirements necessary to fill this role. * Role name Add any details needed to fully explain this role or any requirements necessary to fill this role. * Role name

Add any details needed to fully explain this role or any requirements necessary to fill this role. * Role name Add any details needed to fully explain this role or any requirements necessary to fill this role. Responsibility Add any relevant summary information. Provide contact information for people who may want to apply for or make recommendations for these roles. The following are the responsibilities and duties of the parties in the records management program. Completion of the project requires the coordination and interaction of insert the major parties here

Describe in general what the responsibilities and duties will be and why they are important to the project. The Responsibilities template is used to describe all the responsibilities and duties of each party involved in the project. The parties could be companies government agencies departments within an organization and or individuals. For example you might substitute Retention Administrator Legal Department Department Managers records officers Staff and IS department for Party #1 Party #2 and Party #3 below. Responsibilities may also be grouped by when they occur instead of by party. Insert Party #1 * Insert responsibility description. * Insert responsibility description. * Insert responsibility description. Insert Party #2

* Insert responsibility description. * Insert responsibility description. * Insert responsibility description. Insert Party #3 * Insert responsibility description. * Insert responsibility description. * Insert responsibility description.

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The editable Records Management Policies and Procedures document - complete with the actual formatting and layout is available in the retail Proposal Kit Professional.
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