EDU623 Final Story Board

7/27/2019 EDU623 Final Story Board

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LearningObjective:N/A

FacilitatorScript:

1. ThisisanintroductiontoRecordsManagement.

2. AftercompletingthistrainingmoduletheEngineeringandProjectsEngineershouldbe

ableto

utilize

Records

Managements

services

and

describe

the

companys

document

repositories.

Interactivity/Navigation:

Clicktheslidetogotoslide2

FormativeAssessmentNotes:N/A


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FacilitatorScript:

1. Evergetconfusedaboutdifferenttypesofdocumentsandwheretheyarestored?

2. DuringthistrainingyouwillreceiveanoverviewoftheCompanysrecords

managementsystem,

learn

how

to

utilize

document

services,

and

navigate

document

repositories.


Clicktheslidetogotoslide3



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FacilitatorScript:

1. Readsthelearningobjectives.

Interactivity/Navigation: Clicktheslidetogotoslide4.



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LearningObjective:DescribetheroleoftheRecordsManagementDepartmentforstoring

andpreservingcompanyrecordsandidentifyatleasttwoofitsgoverningdocuments.

FacilitatorScript:

1. Recordsmanagementisresponsiblefordeveloping,implementing,andmaintainingthe

recordsmanagement

program.

This

includes

record

storage,

preservation,

safekeeping,

anddisposal.

2. Employeesandmanagersareresponsibleforactingwithintheprogramframework.

3. Policies,procedures,operatinginstructions,guides,andmanualshavebeenissuedwith

defineandimplementtheprogram.


Clicktheslidetoslide5.



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FacilitatorScript:

1. TheRecordsProgramManualhasbeenpreparedtodescribehowrecordsare

identified,prepared,

collected,

authenticated,

controlled,

stored,

preserved,

retrieved,

anddisposedofinthecourseoftheCompanysoperations.

2. TheprocedureDocumentControlofPrintedCopiesdefines theprocessand

responsibilitiesforcontrollinghardcopiesofdocumentsprintedfromtheCompanys

documentrepositories.

3. TheprocedureControlofCorporatePoliciesdefinestheresponsibilitiesand

processesfor preparing,revising,canceling,andmaintainingdocuments.

4. TheprocedureControlofSafeguardsInformationestablishes therequirementsand

processesforcontrollingSafeguardsinformation.

5. AllofthesedocumentscanbefoundintheCompanysPoliciesandProceduresSystem

bytheirrespectivedocumentnumbers.


Clickprocedurenumberstoaccessprocedures.




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FacilitatorScript:N/A


Clickon thecorrectanswer

Clicksubmittoadvancetoslide7.

FormativeAssessmentNotes:

Participantsshouldknow thatthisisatruestatement.


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Clickon thecorrectanswer

Clicksubmittoadvancetoslide8.


Participantsshouldbeabletochoose e,sinceallofthegoverning

documentsaregiveninitemsAandB.


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LearningObjective:Differentiatebetweenthetypesofcompanydocumentsandrecords,

andidentifyatleasttwoexamplesofeachtype.

FacilitatorScript:

1. TheRecordsProgramManualclassifiesdocumentsintotwocategories:documentsand

records.2. DocumentsaredefinedasinformationonCompanyactivitiesthatarerecordedina

formwhichallowsforproperidentification,classification,andstorage.

3. Documentscantaketheformofpapers,drawings,correspondence,specifications,

books,maps,photographs,microfilmormicrofiche,computertapes,orotherstored

information.

4. Recordsareaspecialcategoryofdocumentsthatserveasevidenceofthe

accomplishmentoffunctions,policies,decisions,procedures,operations,orother

activitiesoftheCompany.





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LearningObjective:Differentiatebetweenthetypesofcompanydocumentsandrecords,andidentifyat

leasttwoexamplesofarecord.

FacilitatorScript:

1. Therearemanycategoriesofrecords,suchascontract,noncontract,QualityAssurance(QA),

Purchasing,

Personnel,

Financial,

and

so

on.

2. TheRecordsManagementProgramincludesallcategoriesofrecords,thoughnotallrecordsare

processedandreleasedthroughtheRecordsManagementOrganization.Certainrecords,particularly

thoseofasensitiveorconfidentialnature,arelocallycontrolledbytheowneroftherecords.

3. Contractrecordsaretechnicalandbusinessrecordswhichrelatetoaspecificcontract.Theseinclude

contracttechnicalrecords,safeguardsinformation,contractadministrativenontechnicalrecords.

4. Noncontractrecordsinclude:

a. PersonnelrecordswhicharestoredinHumanResources

b. Purchasingrecordswhichareprocurementrelateddocuments

c. LifetimerecordswhichconsideredwhichtheCompanyconsideredtobeofsignificantvalue

andareequivalenttopermanentrecords

d. NonpermanentrecordswhicharethosethatwererequiredtoshowevidenceofCompany

activitye. VitalrecordsarethoserecordswhoselosswouldimpacttheoperationoftheCompanyinthe

eventofadisaster.

f. ThirdPartyProprietaryrecordsarethoserecordsthataresubjecttothirdpartyrestrictions.





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LearningObjective:Differentiatebetweenthetypesofcompanydocumentsandrecords,and

identifyatleasttwoexamplesofeachtype.

FacilitatorScript:

1. Controlledandforinformationonlydocumentsarekeptelectronicallyinthesame

repository.The

difference

is

in

their

intended

use

ifthey

are

printed

as

hard

copies.

2. Controlledcopiesofdocumentsareusedtobeprintedandusedtodirectdaytoday

activitiesthatareadministrativeinmanner,areplacedintoworkpackages,orsubmittedto

customersasrequiredbyacontract.

a. Itisimportanttoensurethatanydocumentusedascontrolledcopybethelatest

revisionandthatallpreviouslyprintedversionsofthatdocumentaredestroyed.

3. Forinformationonlycopiesareprintedandusedonanoccasionalbasis.Theseare

considereddocumentsthatdonotdirecttheperformanceofworkandarereferencedfor

obtaininginformation.

a. Informationonlycopiesmaybeusedaslongasneededbytheenduserandmaybe

keptforhistoricalpurposes.

b. Informationcopiesmaynotbeusedwithincontrolledworkpackages,butmaybe

submittedtocustomersifthecontrolledcopiesarenotrequiredbycontract.





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LearningObjective:Differentiatebetweenthetypesofcompanydocumentsandrecords,

andidentifyatleasttwoexamplesofeachtype.

FacilitatorScript:Matchthedocumentwithitdocumentorrecordtype.


Choosetheappropriateanswers.

Clickthesubmitbuttontoadvancetoslide12.


Participantsshouldbeabletodifferentiate betweenarecordandadocument.


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LearningObjective:Explainhowtoretrieveastoreddocumentandmatchthedocument

typewithitsapplicablestoragerepository.

FacilitatorScript:

1. Therearetwoprimarycompanydocumentrepositories.TheyareDocumentum

andthePoliciesandProceduresSystem.

2. DocumentumistheofficialcontrolledrepositoryfortheCompanysqualityand

businessrecords.

3. ThelinktoDocumentumislocatedontheintranethomepageunder

applications.

4. AccesstoDocumentumisrestrictedtoauthorizedusers.

5. Auserthatrequiresaccessmustsubmitahelpdeskticketrequestingaccessto

thespecificDocbase.

Interactivity/Navigation: Clicktheslidetoslide13.



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typewithitsapplicablestoragerepository

FacilitatorScript:

1. Theacronym,PoPs,standsforPoliciesandProceduresSystem.

2. AccessPoPs ontheintranethomepageunderapplications.

3. Fromthisdocumentrepositoryemployeescanviewandprintformsand

templates

4. Userscanalsoaccesscontrolledandforinformationonlyversionsof

policies,procedures,workinginstructions,andmanuals.



Formative

Assessment

Notes:

N/A


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FacilitatorScript:

1. Retrievedocumentsby:

2. Enteringadocumentnumber,apartialdocumentnumber,orpartialtitleinQuickSearch,or

3. SelectingthecategoryofthedocumentandclickingtheShowListbutton.





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Choosetheappropriateanswer(choiceswillbegiven).

Clickonthesubmitbuttontoadvancetoslide17


Participantsshouldbeabletochoosethe applicabledocumentrepository.


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LearningObjective:UsetheRecordsprogram1Appendix1aandlocatethegoverning

procedurefortwotypesofdocuments.

FacilitatorScript:

1. Oneofthefirststepsinpreparingacontrolleddocumentistoobtaina

documentnumber,anditisuptothepreparertodosoinmostinstances.

2. Acontrolleddocumentorrecordhasanumberwhichconsistsofadocument

identifier,asequentialdocumentnumber,andarevisionlevel.

3. Theactivedocumentidentifiersandtheirdescriptionsarelocatedin1Appendix

1aoftheRecordsManagementProgramManual.

4. Eachdocumenttypeisgovernedbyaprocedurethatoutlinesthestepsfor

obtainingitsapplicabledocumentnumber.


Click

the

slide

to

slide

18.



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LearningObjective:UsetheRecordsprogram1Appendix1aandlocatethegoverning

procedurefortwotypesofdocuments.

FacilitatorScript:

1. FornontechnicaldocumentssubmitaHelpDesktickettorequestanewDocID.

2. Includethetypeofdocument,thetitleofthedocument,adescriptionofthedocumentandalistofanygoverningdocuments.





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LearningObjective:UsetheRecordsprogram1Appendix1aandlocatethe

governingprocedurefortwotypesofdocuments.

FacilitatorScript:

1. Using

the

resource

1

Appendix

1a

identify

the

governing

procedure

you

wouldusetopreparethesedocuments.


Choosetheappropriateanswer(choiceswillbegivenforeachexample).

Clickonthesubmitbuttontoadvancetoslide20.

FormativeAssessment:

Participants shouldbeabletousethelinkto1APPENDIX1atolocatethegoverning

procedureforeachdocument.


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LearningObjective:Describehowtoprepareanewdocumentandidentifyatleast

threestepsinsubmittingittoRecordsManagementforstorage.

FacilitatorScript:

1. Thefirststepinpreparinganewdocumentisdeterminingwhattypeof

documentitis.

2. Isitapolicy?Amanual?Anadministrativeprocedure?Aguideline?Adeviation

letter?Acancellationnotice?Oraform?





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FacilitatorScript:

1. Onceyouhavedeterminedthetypeofdocumentyouneedtofindthe

applicabletemplatefromDocumentumorPoPs

a. Documenttemplatesareofferedtouserswhentheyobtainasystem

assigneddocumentnumberfromDocumentumor

b. Youcaneasilyfindtemplatesbyenteringthewordtemplateinthe

QuickSearchfeature

2. Sinceyouarepreparingthedocumentyouareconsideredtobetheownerof

thedocument.

3. Asthedocumentowneryounowneedtoidentifyaleadreviewerand

determineifthedocumentwillcontainproprietaryorsensitiveinformation





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FacilitatorScript:

1. Afterthedraftdocumentiscompleteditisforwardedtorecordsmanagement.

2. Includedwiththedocumentareanyrelatedformsorinstructionsandalistof

documentreviewers.

3. Inyouremailrequestthatthedraftdocumentbedistributedtothereviewers

forcomments.

4. Itisyourresponsibilityasthedocumentownertoaddresseachreviewers

commentsuntilaconsensusisreached.

5. Onceallcommentshavebeenaddressedsendthefinaldocumentalongwith

thecommentresolutionsandthereviewersemailsverifythatthefinal

documentmeetstheirapproval.





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FacilitatorScript:

1. Recordsmanagementwillreturnthefinaldocumenttoyoutoobtainsignatures.

2. Signaturesincludethedocumentpreparer,owner,reviewerandaquality

assurancerepresentative.

3. Policiesmustalsoincludethesignatureofarepresentativefromlegal.





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threestepsinsubmittingittoRecordsManagementforstorage



Choosetheappropriateanswer.



Participants shouldbeabletoorderthestepsrequiredfordocumentpreparation.


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FacilitatorScript:

1. Whenrevisingadocumentthedocumentownermustdeterminewhetherthe

revisionisforminorormajorchanges.

2. Minorchangessuchascorrectingatypographicalerrororachangeinthe

companylogoareconsideredminorrevisions.

3. Formminorchangesthedocumentownerpreparestherevisionandsubmitsit

totheapproversforsignatures.

4. If however,thereisanopendeviationletterforthatdocumentanychangemust

includeitandbetreatedasamajorrevision.





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FacilitatorScript:

1. Majorrevisionsarepreparedinexactlythesamewayasnewdocumentswith

thefollowingadditions:

a. Anydeviationlettersareincorporatedintothedocument

b. TheRevisionHistorypageisupdated





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Choosetheappropriateanswer(choiceswillbegiven).



Participant shouldbeabletochoosewhethertheitemindicatestheneedforamajorora

minorrevision.


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FacilitatorScript:

1. Therearetwootherdocumentactionsthatshouldbementioned,biennial

reviewsanddocumentcancellations.

2. BiennialReviewnoticesaresenttothedocumentownereverytwoyears.

3. Oncethenoticeisreceivedthedocumentownerreviewsthedocumentto

determineifarevisionisneeded,ifsoitmustberevisedanddistributedwithin

60daysofreceivingthenotice.

4. Whenadocumentisdeemednolongernecessaryitiscancelled.

5. TocanceladocumentthedocumentownerchangestherevisionnumbertoC,

addsCancellationNoticetothetitle,andreplacestheeffectivedatewiththe

dateofthecancellation.

6. Thedocumentisthenforwardedtorecordsmanagement.





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LearningObjective:Classifytherolesfordocumentpreparationandrevisionand

matcheachrolewithitsprimaryresponsibility.

FacilitatorScript:

1. Thedocumentoriginatoristhepersonwhorecognizestheneedtoprepareor

reviseadocument.





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FacilitatorScript:

1. Thedocumentpreparerthepersonwhoactuallypreparesthedocument.

2. Thispersonisconsideredthedocumentowner.

3. Thedocumentpreparerisresponsibleformakingcertainthatthedocumentis

correct,complete,andcontainstherightamountofdetail.

4. Newdocumentsmustmeetalloftherequirementsintheprocedure,Controlof

CorporatePoliciesandImplementingDocuments(#1)



FormativeAssessment

Notes:

N/A


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FacilitatorScript:

1. Oncepreparedthedocumentsaresenttothedocumentreviewers.

2. Reviewersverifythatthedocumentistechnicallycorrect,complete,andhasthe

rightamountofdetail.

3. Thereviewermakecertainthatthecorrectinterfaceshavebeenidentifiedand

described.





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FacilitatorScript:

1. Thedocumentapproveristhelastsignatureobtainedintheprocess.

2. Theapproverreviewsthedocumentfortechnicalcontent,associated

engineeringcosts,identifiesfinancialimpactsandcontractualrequirements.

3. Theapproverssignaturealsosignifiesthatthedocumentislegible.





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Choosetheappropriateanswer(roles willbeaddedformatchingpurposes).



Theparticipantshould beabletomatchtheresponsibilitywiththeappropriatedocument

preparationrole.


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FacilitatorScript:

1. Assistancecanbefoundinthedocumentumhelpmanuals,bycontactingthe

AREVAHelpDesk,orbycontactingarecordsmanagementemployee.

2. ClicktheResourcebuttontoaccessaprintablesheetofhelpfulhintsand

resources.


ThelearnerclickstheresourcebuttontodownloadaPDFcheatsheet




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FacilitatorScript:

ReadsSummary


Clicktheslidetoexitmodule.
