This presentation, delivered to the ARMA Mile High Denver Chapter on January 17, 2023, outlined the value and benefits of building a records management playbook. Attendees learned about the elements of a playbook and the individual plays within the playbook. The session concluded with a discussion of how to actually build a RM playbook.
4. What is a Playbook?
ā¢ A compilation of the organizationās
business āplaysā
5. What is a Playbook?
ā¢ A compilation of the organizationās
business āplaysā
ā¢ A description of how to execute the
āplaysā as they exist today
ā¢ As-is, not ideal
ā¢ In the context of your organization and
your culture
6. What is a Playbook?
ā¢ A compilation of the organizationās
business āplaysā
ā¢ A description of how to execute the
āplaysā as they exist today
ā¢ As-is, not ideal
ā¢ In the context of your organization and
your culture
ā¢ A living document
7. What is a Playbook?
ā¢ A user manual for your department or
business
ā¢ In this case, a user manual for your records
program!
Source: Trainual
8. What the
Playbook
Is Not
A regurgitation of industry
standards and ābest practicesā
A copy of how another company
may have chosen to do it
A set of detailed procedures
A strategy
9. The Structure
of the
Playbook
ā¢ Introduction to the Playbook
ā¢ Introduction to the Program
ā¢ The Plays
ā¢ Appendices
ā¢ References and Resources List
ā¢ Assessment Results
ā¢ Roadmap
11. Records Management
Plays
ā¢ Capture, Scanning, Filing
ā¢ Metadata and Classification
ā¢ Respond to Records Requests
ā¢ Retention and Disposition
ā¢ Migration and Decommissioning
ā¢ Recordkeeping System Operations
ā¢ Records Center Operations
12. Records
Management
Program Plays
ā¢ Review and Update Policies
ā¢ Maintain the Retention
Schedule
ā¢ Assess and Audit the
Program
ā¢ RIM Inventory
ā¢ RIM Training
ā¢ RIM Awareness and
Engagement
14. Agenda
ā¢ What is a Playbook?
ā¢The Value of the Playbook
ā¢ Building Your Records
Management Playbook
15. Benefits of Using a Business Playbook
Organization
Efficiency
Cost Savings
Work Quality
Employee Training
Independence
Improvement
Source: Indeed.com, https://www.indeed.com/career-advice/career-development/what-is-a-playbook-in-business
16. Organization
ā¢ Hey, itās what we do!
ā¢ The playbook includes everything you
need to execute your programās plays
ā all in one place!
22. Improvement
Identify areas with the program that need improvement
Identify common pain points and issues
Add them to the playbook!
23. Agenda
ā¢ What is a Playbook?
ā¢The Value of the Playbook
ā¢ Building Your Records
Management Playbook
24. The Playbook Should
Answer These Questions:
ā¢ What would your replacement need to
know in order to do your job for 30-60-
90 days?
ā¢ What are the things you do, create,
monitor, or report regularly?
ā¢ What are the questions you answer
every day/week/month?
26. The Architecture of a Play
ā¢ The purpose of the play
ā¢ A description of the play
ā¢ The players involved in the play
ā¢ The frequency and schedule of the play
ā¢ The references, guidelines, standards, checklists, etc. required to
execute the play
ā¢ The metrics associated with the play
29. How Do You Determine What Plays to Include?
ā¢ Review your existing processes and procedures
ā¢ Review any guidelines, templates, and job aids
ā¢ Make a list of job responsibilities for you/your staff
ā¢ DONāT review a RM textbookā¦.
30. Where Do You Build And
Keep Your Playbook?
ā¢ In a Word document-type manual
ā¢ As a PowerPoint file
ā¢ In a knowledge base or knowledge
management application
ā¢ As separate articles or pages in a wiki
ā¢ Wherever it can be accessed by the ones
who need to access it
ā¢ Wherever it can be readily updated
32. Maintaining Your Playbook
ā¢ Only as valuable as it is current!
ā¢ Add new plays
ā¢ Update plays as needed to reflect
changes to laws, processes, tools, or
configurations
ā¢ Implement a regular review cycle too
33. Additional
Resources
ā¢ The Business Playbook, Chris
Ronzio
ā¢ https://www.indeed.com/career-
advice/career-development/what-
is-a-playbook-in-business
ā¢ Ariel Lim Consulting, Create Your
Own Business Playbook
https://ariel-
lim.com/blog/business-playbook/
34.
35. For More
Information
Jesse Wilkins
President, Athro Consulting
https://www.athroconsulting.com
jesse.wilkins@athroconsulting.com
Twitter: @jessewilkins
LinkedIn:
https://www.linkedin.com/in/jessewilkins