What are the best practices for collaborating on records management projects?

1 Define the scope and objectives

Before starting any records management project, you need to define the scope and objectives clearly. What are the expected outcomes and deliverables of the project? Who are the stakeholders and what are their roles and responsibilities? What are the risks and assumptions involved? How will you measure the success and quality of the project? By answering these questions, you can establish a common vision and direction for the project, and avoid confusion and conflicts later on.

2 Choose the right tools and platforms

Another important factor for collaborating on records management projects is choosing the right tools and platforms. You need to select the tools and platforms that suit your project needs, such as the type, volume, and complexity of the records, the security and privacy requirements, the accessibility and usability features, and the integration and interoperability capabilities. You also need to ensure that the tools and platforms are compatible and consistent across the project team, and that everyone has the necessary training and support to use them effectively.

3 Establish the standards and policies

To ensure that your records management projects are compliant and consistent, you need to establish the standards and policies that govern them. These include the records classification scheme, the metadata schema, the retention and disposition schedule, the access and security controls, and the audit and review procedures. You need to document these standards and policies clearly and communicate them to all the project team members and stakeholders. You also need to monitor and enforce them throughout the project lifecycle.

4 Communicate and coordinate regularly

Communication and coordination are essential for collaborating on records management projects. You need to communicate and coordinate regularly with your project team members and stakeholders, such as by holding meetings, sending updates, sharing feedback, and resolving issues. You need to use the appropriate communication channels and methods, such as email, phone, chat, video conference, or collaboration software. You also need to keep the communication and coordination clear, concise, and respectful, and avoid information overload and duplication.

5 Document and share the progress and results

Finally, you need to document and share the progress and results of your records management projects. You need to document and share the project plan, the milestones, the tasks, the deliverables, the changes, the issues, and the lessons learned. You need to use the agreed-upon tools and platforms, and follow the established standards and policies. You also need to ensure that the documentation and sharing are timely, accurate, and complete, and that they meet the expectations and needs of the project team members and stakeholders.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?