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Developing Taxonomy/Retention Schedule Hybrids

Developing Taxonomy/Retention Schedule Hybrids. Terra Nova Chapter Presentation October 22, 2014 Steve Neilly, CRM. Definitions. Records Taxonomy

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Developing Taxonomy/Retention Schedule Hybrids

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  1. Developing Taxonomy/Retention Schedule Hybrids Terra Nova Chapter Presentation October 22, 2014 Steve Neilly, CRM

  2. Definitions • Records Taxonomy A systematic framework for organizing records, document or information into logical groups and sub-groups and then providing definitions for each group and sub-group. • Records Retention Schedule A listing of record types and their period of retention following their active use.

  3. Functional Taxonomy • Hierarchical structure, easy to follow • Is technology neutral • Business driven (but not necessarily organization chart driven) • Results from a process and functional analysis of business activities • Applies to all information regardless of format or media • Allows for easy integration with, and development of, the corporate records retention schedule

  4. Developing a Taxonomy Process Analysis Develop process maps or flow charts Functional Analysis Function Activity Sub-activity Record -And/Or- Records Inventory

  5. Conducting Interviews Opening statement: I want to understand your business 1) Describe to me, in under a hundred words, your major business areas are. 2) Let’s explore each business area you described, starting with____________. (repeat for each business area) 2.1) Describe the major actions that that business area executes. 2.2) For action_____________ what are the documents/information are generated and where are these housed? (looking for Identification of records, data bases, etc) 2.3) After completing the initial action are there sub actions or new actions generated? If yes, repeat 2.1 and 2.2 for each. 2.4) for record/information ____________ what is the retrieval frequency after the initial action is complete. 3) Now that you’ve had a chance to review the classification manual, do the descriptors for this area encompass the information that this area holds? If not, are you able to offer suggestions. 4) In your opinion, are there any documents/records that just don’t seem to fit anywhere? 5) During your explanation of the major actions your mentioned an interface with another business area ____________. Please tell me about any other departments that you interface with and how that happens. This is a take away for you to use!

  6. Process Flow Diagram

  7. Swim Lane Diagrams

  8. Breaking It Down • Human Resource Management (Function) • Recruitment (Activity) • Competitions (Sub-Activity) • Internal Position Posting (Record) • External Position Posting • Collected Resumes • Interview Notes • Completed Tests and Results • Offer Letter • Rejection Letters • Recruitment Plans (Sub-Activity)

  9. Records Inventory • Gather record information through an inventory process • Each business unit submits in inventory coordinated with one Subject Matter Expert • Look to all storage areas for listings of record types: • File cabinet file index • Offsite records holding inventory • Drive file tree printout • Procedure documents

  10. Records Inventory (2) Desk Drawers Databases & Systems File Cabinets Network Drives Office Storage Various Media Local Drives Records Warehouses Email Onsite/ Offsite Intranet Web Portals Internet

  11. Records Inventory (3) • Look for the metadata for each record • Name/title • Description • Owner/Custodian • Owners Immediate Access Requirement • Owners Long-term Access Requirement • Look for secondary metadata components • Duplicate and Master Copy • Storage Location/URL • Storage System (if electronic) • Access/Security Restrictions • Personal Information Bank • Media Type

  12. Sample inventory

  13. Build it up • Develop and define Functions, Activities and Record types Typical Administrative Functions

  14. Build it up (2) Sample Activities Definitions at all levels

  15. Build it up (3) Add the metadata

  16. Bring it together Sample Taxonomy/Retention Schedule

  17. Real World Taxonomy

  18. It applies everywhere Whether its here… or, its here… Make sure they’re aligned!

  19. Show me the money Considerations of cost to develop a taxonomy and retention schedule • Project manager/consultant time to conduct interviews and develop process maps • Staff time to attend interviews • Staff/PM/consultant time to conduct inventories • Inventory management software (eg: RulesMapper) and programming time • Consultant cost for legal citation research • PM/consultant time for taxonomy development • PM/consultant time for retention development • PM/consultant/staff time for training

  20. Any Questions… Thank you for your time and attention! steve.neilly@informationinnovation.ca 403.596.9539

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