Print RSS

My Blog

Project Records Part III

Trudy Robinson - Wednesday, April 27, 2011
The third part of records management in projects is about those who use it.  You can have the best structure in place, but if it's not used properly there is absolutely no point.  You won't find what you need when you need it - whether it is as serious as battling a contractual issue (or whatever) in court years later, or as simple as having the transparency in place when you are audited or having the relevant information for a FOI application.

So, it must come from the top.  Agreement that there will be a centralised structure.  Agreement over who will have read, and who will have write access.  Agreement what will be saved where and who is responsible.

Once in place, you must drive the message home with team members.  No matter if a project manager is managing multiple projects - they need to save their sent and received communications into different directories under each project (not within their own comms folder/s in Outlook).  They need to save reports within the relevant project's directory structure, they need to save schedules by date again under each project.  Get over it, cope.  Build a bridge and get on it.  If they don't like it, get a bigger hammer.

One of the biggest problems now is email.  It is used as a form of informal communication but with very formal consequences.  If a team member sends out an email to a stakeholder during a project which promises something, then they leave - unless that email is recorded in the central communication directory - that promise may have you in court with no idea of what is coming.  You must you must you must drive this home.  Even if you never end up in court, any contractual disputes, affirmation of decisions made, clarification of why something has occured, who decided what when, or audit reference to ensure there is transparency and governance around a project/programme - this is why it's needed.  It's a bit like insurance - if you wait until you need it, it's too late.

So, encouarge team members to include themselves on distribution lists so when they receive their own emails that they've sent to a group, it will remind them to drag it out of their mailbox into the relevant communications directory.  Prompt them when you're copied on communications to check that they've saved it where necessary. 

Check where they're saving draft documents.  NOT in their personal directory - always in their project directory.  I can't emphasise it enough - if most organisations managed the HR element of records management, the big software companies who tout records management software wouldn't have a saleable product.

Check that team members use links to the centralised structure rather than attachments to an email.  This not only means the right file is in the correct place before distribution, it also reinforces the stakeholders who follow the link to the project/programme area.  Of course if a stakeholder is external to an organisation they would require an attachment as they wouldn't be able to follow the link.

Include records management in your team member KPIs.  Don't mention it then forget about it.  Make it an every day, every step of every process occurrence.

Drive it home until you can rely upon it.

When it's in place, your records management strategy becomes a reliable tool.  And I promise you - it will save you pain.

toodles
Trudy
Comments
Anonymous commented on 30-Oct-2012 09:43 PM
Some truly superb posts on this site, appreciate it for contribution. "It is not often that someone comes along who is a true friend and a good writer." by E. B. White.online casino
Anonymous commented on 31-Oct-2012 07:57 PM
replica swiss watches,swiss made replica watches Australia,swiss watch ...Welcome to replica swiss watches online store .Replica Uhren We offer high quality replica swiss watches up to 80% brand at affordable price.
Anonymous commented on 31-Oct-2012 08:49 PM
I've been absent for a while, but now I remember why I used to love this website. Thank you, I'll try and check back more often. How frequently you update your website?Casino Online |Super Casino | Best Casino
ugg boots size 5 commented on 13-Nov-2012 06:12 PM
Nobody can be exactly like me. Even I have trouble doing it. (Tallulah Bankhead) http://www.thusshoes.com
replica rolex commented on 13-Nov-2012 07:55 PM
Tile pictures of you as well as a close friend during the yr onto 1 site to get a existing wrapped with reminiscences. Scan and print childhood images of relations to personalize everyone"s reward. Visitor Blogger:fake rolex replica rolex usa SuzanneThis straightforward balsa-wood coronary heart is motivated from the minimalist, nature-inspired interiors I have been admiring these days.replica breguet ?This coronary heart is so, really easy for making and really adaptable for show at your wedding ceremony reception as well as round the house. Adhere it to your wall, dangle it inside a corner, prop it with a shelf - it can be very simple to use it. ?Materialstwo balsa-wood strips (1/32" x 2" x 35")wooden stainfoam brush for staininghot-glue
replica rolex commented on 14-Nov-2012 08:07 PM
replica daytona rolex price possible in Wintertime or when sunshine publicity is nominal. two.replica watches Exactly what are some added issues a bride can perform in the home making sure that she seems her very best on her large day?Consume drinking water! This can flush out harmful toxins and preserve the pores and skin distinct. Exfoliate confront and human body the moment every week to boost circulation and mobile renewal.buy rolex watch Slumber! This can overcome dim circles, wonderful strains and locations.replica jaeger lecoultre watches A hair masque while in the week prior to the wedding ceremony may also do miracles to maintain locks shiny and nutritious. three.rolex 116233 Exactly what are your prime bridal attractiveness guidelines? Whenever you smile to the digital camera: tilt your chin down, drive your
uggs nordstrom commented on 15-Nov-2012 07:43 PM
Have you been breaking out in the sweat considering what to pack in your summer time getaway? There is certainly no should fret. are so light-weight and multipurpose, you will not even ought to examine a bag, no matter whether you happen to be paying out a weekend for the seashore or even a week in Paris. To the weeklong vacation , look at your each day pursuits. Have you been planning to get traipsing by way of ruins, eating at four-star dining places, or traveling to churches in which bare shoulders are not permitted long ugg boots ? I begin packing a few to 4 times in advance of my journey, so I"ve adequate time and energy to ensure I am using what I want and using out points that aren"t needed, claims Nada Vergiliuggs , proprietor and
Misty commented on 15-Nov-2012 08:37 PM
Excellent web site. A lot of helpful info here. I'm sending it to a few buddies ans also sharing in delicious. And naturally, thank you on your effort!
thinning hair commented on 16-Nov-2012 09:19 PM
I do consider all the ideas you have offered
on your post. They are very convincing and will
certainly work. Still, the posts are very short for newbies.
May just you please extend them a bit from subsequent time?
Thank you for the post.. thinning hair
vigrx plus commented on 17-Nov-2012 07:54 PM
I simply couldn't leave your site before suggesting that I extremely loved the standard information an individual provide to your guests? Is going to be again steadily to investigate cross-check new posts
thyromine commented on 17-Nov-2012 08:05 PM
Hi there colleagues, its great piece of writing on the topic of cultureand completely explained, keep it up all the time.
black ugg boots commented on 22-Nov-2012 12:18 PM
cheap ugg boots The UR Card is a new product serving the needs of the tourists to South Africa . It is a 1-stop medical insurance prepaid debit discount card. Being able to utilize three different features in one simple application makes the UR Card the traveller s unique best friend. UR TransactionsThe UR Card is a MasterCard based new card application for South Africa. With its easy and transparent price structure and its easy usability it is a great alternative for carrying cash or being involved in complicated bank charge structures. uggs After processing electronic transactions (EFT) or simple cash deposits at any Standard Bank branch, you will be able to swipe the card, withdraw at any ATM or even transfer funds with in the UR Card
melatrol commented on 24-Nov-2012 08:07 AM
Hi i am kavin, its my first time to commenting
anyplace, when i read this paragraph i thought i
could also create comment due to this brilliant post.
Laura commented on 24-Nov-2012 05:47 PM
Champions League Neil Lennon bemoaned Celtic's lack of composure at Benfica
2012 Adidas f50
"Anyway they got the goal and we decided to throw young Tony (Watt) on and he gave us a little bit of a lift and we almost nicked a draw at the end. But we live to fight another day."
"It will be a huge loss because he has been magnificent, he will be a big miss," he said.
Ola John gave Benfica an early lead but that was cancelled out by Georgios Samaras, only for Ezequiel Garay to hit the hosts' winner in the 71st minute.
"I'm disappointed," said Lennon. "I'm disappointed with the two goals we conceded, particularly the second one where we have cleared it but haven't picked up as we were coming out.
Nike T90 Laser iv
mercurial 9

tivbhjhj15lhk
penis enlargement pills commented on 26-Nov-2012 06:40 AM
Greetings from Carolina! I'm bored to tears at work so I decided to check out your website on my iphone during lunch break. I love the knowledge you present here and can't wait to take a look when I get home.
I'm shocked at how quick your blog loaded on my phone .. I'm not even using
WIFI, just 3G .. Anyways, great blog!
Leticia commented on 28-Nov-2012 01:16 AM
ehxb, casino online portugal, svcb
casino online commented on 28-Nov-2012 01:16 AM
neri, casino online, kqwje
casino online commented on 28-Nov-2012 01:46 AM
jhsh, online casino, kjwdehnxbdv, online casino, sghsd
online kaszino commented on 28-Nov-2012 01:47 AM
kjsdnx, online kaszino, sdfenxbdv, online casino, sghsd
breast enlargement commented on 01-Dec-2012 03:11 AM
Good article. I'm going through many of these issues as well..
provillus commented on 01-Dec-2012 08:37 PM
I will immediately grasp your rss feed as I can not find your email subscription hyperlink
or e-newsletter service. Do you've any? Kindly let me understand in order that I may just subscribe. Thanks.
dsilavcas commented on 02-Dec-2012 08:28 AM
cialis kaufen
kaufen viagra
comprar cialis
viagra precio
prix cialis
acheter viagra
generico cialis
costo viagra
achat viagra en ligne
viagra acheter
viagra generique
dsilavcas commented on 03-Dec-2012 08:01 PM
kaufen cialis
bestellen viagra
precio cialis
viagra generico
cialis generique
vente viagra
prezzo cialis
prezzo viagra
achat viagra en ligne
viagra acheter
viagra en ligne
breast actives commented on 06-Dec-2012 05:30 AM
Oh my goodness! Amazing article dude! Thanks,
However I am experiencing troubles with your RSS.
I don't understand why I can't subscribe to it. Is there anyone else having similar
RSS issues? Anyone who knows the answer can you kindly respond?
Thanks!!
Felicia commented on 06-Dec-2012 06:14 AM
An outstanding share! I've just forwarded this onto a coworker who had been conducting a little research on this. And he in fact ordered me dinner simply because I stumbled upon it for him... lol. So let me reword this.... Thank YOU for the meal!! But yeah, thanx for spending the time to talk about this issue here on your site.

Post a Comment




Captcha Image

Trackback Link
http://trudyrobinson.com/BlogRetrieve.aspx?BlogID=419&PostID=115806&A=Trackback
Trackbacks
Post has no trackbacks.