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.

Thanks for every other informative blog. Where else may just I get that kind of info
written in such an ideal means? I've a venture that I'm simply now
operating on, and I've been on the glance out
for such info.
Voyance en direct commented on 15-Feb-2014 07:37 PM
Ma vοүance gratuite immédiate Avril 2015 BELIER ...
Vous pouvеz jeter un oeіl sur mon web blog
Henry lee Lucas commented on 15-Feb-2014 08:28 PM
I was recommended this website through my cousin.
I am now not positive whether this submit is written by him as nobody else realize such exact about my trouble.
You're wonderful! Thanks! commented on 15-Feb-2014 09:16 PM
Votrе tirage de tarot offeгt -> feell free to viѕit my wеb blog
super real commented on 15-Feb-2014 09:47 PM
When you submit an entire and acceptable loan mod application you are going to
be given a more speedily response and obtain the results you may need faster super
real 4 what is my lasting financial plan, and the way can this new mortgage assist me accomplish this plan.
Premiere Surgical Dot Com commented on 15-Feb-2014 10:34 PM
Yes! Finally something about teismo patologija.
Click Here commented on 16-Feb-2014 07:33 AM
Spot on with this write-up, I seriously believe this amazing site needs much more attention.
I'll probably be back again to read through more, thanks for the advice!
where can i find garcinia cambogia commented on 16-Feb-2014 10:38 AM
Hey I know thjs iss off topic but I was wondering if
you new of any widgets I could add to my blog that
automatically tweet my newest twitter updates. I've been looking for a plug-in like this for quite some time and was hoping maybe you
would have some experience with someting like this.

Please let me know if you run into anything. I truly enjoy reading
your blog and I lokok forward to your new updates. commented on 16-Feb-2014 02:53 PM
Hello! Do you use Twitter? I'd like to follow you if
that would be ok. I'm undoubtedly enjoying your
blog and look forward to new posts.
business commented on 16-Feb-2014 04:41 PM
Unquestionably believe that which you stated. Your favorite justification
appeared to be at the internet the simplest factor to have in mind of.
I say to you, I certainly get annoyed even as folks think about issues that they just don't
understand about. You managed to hit the nail upon the highest and
also outlined out the entire thing without having side effect , other people
could take a signal. Will probably be back to get more.
Voyance serieuse commented on 16-Feb-2014 06:26 PM
Ϲette voyance par telephone juillet 2014 ϹANCΕR . -> Jetez un օeol sur mon web site
valve replacement surgery commented on 16-Feb-2014 10:17 PM
My spouse and I absolutely love your blog and find a lot of your post's to be just what I'm looking for.
can you offer guest writers to write content available for
you? I wouldn't mind writing a post or elaborating on a few of the subjects you write regarding here.
Again, awesome web log!

Post a Comment

Captcha Image

Trackback Link
Post has no trackbacks.