Writing the Sample Records Governance Plan document
The Governance Plan will serve to provide a unified, centrally administered approach to records management within Decker, Hubbard and Brown. Why we need a governance plan. The Governance Plan is the road map for the overarching content environment, architecture, system development, process, policy and decisions for the Records Management Program. This plan also identifies the area of ownership for Decker, Hubbard and Brown's information management group and identifies who is responsible for which areas of the Records Management Program.
The Governance Plan sets the regulations and rules for the use of records and system environments so that the content to be managed is sustainable and grows in a consistent manner that is in line with Decker, Hubbard and Brown's goals and business requirements.
Governance Program Goals
The Decker, Hubbard and Brown governance plan outlines the content types that will be governed and the organization of the governance model. The plan will detail who will govern what and how the content will be governed.
The Content Committee develops the roadmap and vision for the content management program and insures that the project timelines are socialized and delivered to the organization. The Content Manager insures the stakeholder expectations are managed and communicates any issues and change requirements. The departmental Content Specialist will train other personnel on asset management and provide requirements to business analyst and are the Go-To leads for business groups. The CIO is responsible for the architecture and long term support for the content management system.
Records Program Committee
Reference Program RACI for detailed roles and responsibilities. The Content Governance Committee will meet on a monthly basis to review system health and growth rates to track trends and update the roadmap for current and future needs. The roadmap will cover a 5 year rolling plan to include business process workflow and automation to increase adaption of the content management program.
Areas governed by the Records Program Item Description Content Stores ServerA, ServerB Files and content on servers. Systems SharePoint, ECM System, and legacy accounting system Applications that generate content.
- Asset and Facility Management
- Financial Management
- Human Resources Management
- Information Management
- Legal Records
- Professional Services
Sales and Marketing Management Content types to be governed by department. Reference the File Plan for all content types for each department. Records Related Standards Standard Name Documentation Location IT.
Server capacity and storage requirements. Supported OS. Supported browsers ServerA Content. Supported file types.
Supported applications ServerA Business. Content storage locations by department ServerA Regulatory. HIPPA, CIP, and SOX ServerB. All Content-Related Policies and Procedures Policy Name Policy Location Process for developing policies and procedures RACI.
Road Map ServerA Communication plan. Stakeholder Management plan. Stakeholder Communication Log ServerA Change management.
Change Requests ServerA Internal and external content. Content developed by 3rd parties. Content we control ServerA Structured and unstructured content.
Structured content (Master Data). Unstructured content such as invoices or project files, and content that is not managed in a database.
Records Training Guidelines and Materials Training Documents Document Location Policies and procedures. Content Management Best Practices. Retention Schedules ServerA Systems and applications use manual. Administrator Manual ServerB Content-specific material.
Archive File Formats ServerB. Records Maintenance Infrastructure Documents Document Location SLA. Disaster Recovery. Upgrade/hotfix Schedules.
The development of the Records Policy and procedures and the enforcement of standards should be reviewed, managed and updated by the governance committee as outlined above.