Semester Project Phase II Please Review The Description
Semester Project Phase Iiplease Review The Description Of The Organi
Review the description of the organization, Security Transport Professionals, Incorporated (STP). The project involves conducting a records inventory for a selected program or division, rather than the entire organization. You must determine whether to focus on narcotic/drugs, top secret materials, or toxic/dangerous materials. Once decided, identify which managers or personnel you will contact or interview to complete the inventory, potentially involving multiple departments.
You plan to use a two-step data collection method: distributing a survey followed by interviews based on survey responses. You need to specify your focus area, identify which departments or units to survey and interview, and prepare questions that enable you to speak knowledgeably about the record types in that area.
Prepare a diagram, table, hierarchy chart, or taxonomy that describes expected record types created and maintained by each department or unit. For each record type, indicate responsible department, triggering event for creation, and the nature of the information retained. Present this in a clear table format.
Develop a Records Inventory Survey Form that will include questions about types of records, owning and accessing departments, record creation applications, storage locations, dates created and last modified, vitality status, and other record variants. Identify who will receive the survey and justify your choices. The survey should be distributed a month prior to follow-up interviews, allowing two weeks for responses and two weeks for analysis and question refinement.
Explain the rationale behind each survey question, clarifying how each helps gather relevant records information. Then, craft an initial set of interview questions as a follow-up to the survey to deepen understanding of record management practices.
Using the information gathered, develop a record retention schedule for each record type, specifying methods of destruction and whether event-based retention applies. Discuss legal and compliance considerations influencing retention and disposal policies. Identify triggering events for event-based retention and justify their selection.
The research paper should be written in narrative format, incorporating tables, diagrams, and illustrations as needed, either embedded within the text or in appendices. Use APA style for citations and references, with at least five credible sources. The document must be at least ten pages, excluding illustrations, including a cover page, table of contents, and page numbers. Each section should include discussion of options considered, pros and cons, and research-based justifications for choices made, with all sources properly cited.
Paper For Above instruction
The effective management of organizational records is critical for ensuring compliance, operational efficiency, and future legal considerations. For Security Transport Professionals, Inc. (STP), a comprehensive records inventory is essential, especially given the sensitive nature of its cargo, which includes narcotics, top-secret materials, and hazardous chemicals. This paper details the process of selecting a functional area within STP for records inventory, mapping record types, developing survey and interview tools, establishing a retention schedule, and ensuring legal compliance.
Selection of Focus Area and Department Identification
The choice of focus area within STP depends largely on risk exposure and operational significance. For example, given the sensitive nature of narcotics and high-security materials, prioritizing the inventory of records related to the transportation and storage of top-secret government materials might be the most critical. Such materials demand meticulous documentation due to their legal sensitivity and security protocols (Zandbergen, 2010). Alternatively, records associated with hazardous chemicals require strict compliance with environmental and safety regulations (Erdman et al., 2020). For this project, the focus will be on the "top-secret materials" division because of its confidentiality requirements and stringent regulatory oversight.
Mapping Record Types and Responsible Departments
The first phase involves creating a detailed taxonomy of records generated within the selected division. A hierarchical chart or table is most effective for clarity. For instance, within the top-secret materials department, record types may include:
| Record Type | Responsible Department | Triggering Event | Description of Information |
|---|---|---|---|
| Shipment Authorization Record | Logistics Department | Shipment request approval | Details of shipment, authorized personnel, security clearance, and destination. |
| Material Storage Log | Security Operations | Storage of the material | Storage location, batch number, security access record, date/time of storage. |
| Transport Security Checklist | Transport Coordination | Preparation for shipment | Security measures implemented, personnel involved, route plan. |
| Incident Report | Security and Compliance | Any security breach or incident | Description of incident, personnel involved, response measures, date/time. |
This taxonomy provides a structured view of document types, their responsible units, and the events that generate them. Developing such a schema supports targeted inventorying and aids compliance efforts.
Designing the Records Inventory Survey
The survey aims to gather key data about existing records across departments. Sample questions include:
- What types of records are maintained in your department?
- Which department owns each record type?
- Which applications or systems create these records?
- Where are records stored physically and electronically?
- What are the dates of record creation and last modification?
- Is this a vital record that is essential for operational continuity?
- Are there any duplicate or backup copies of the record?
The survey will be distributed to department managers and designated record custodians. Choosing these individuals ensures accurate, detailed responses and reflects operational realities (Houghton & Rossiter, 2021). Distributing the survey one month before interviews provides sufficient response time, allowing for adjustments to interview questions based on initial findings.
Justification of Survey Questions
Each question is designed to map the records landscape comprehensively. For example, understanding which systems create records informs retention policy development, while knowing storage locations helps in physical and digital security planning. Identifying vital records ensures critical documentation is prioritized for preservation. These questions collectively support a strategic approach aligned with organizational policies and legal frameworks.
Developing Interview Questions for Follow-up
Based on survey responses, interview questions will probe deeper, such as:
- How are records classified and prioritized for retention?
- What are your department's procedures for record destruction?
- Are there any challenges in accessing or retrieving records?
- How do compliance regulations influence your record-keeping practices?
- Can you describe your process for updating and maintaining records?
These questions aim to clarify operational practices and identify gaps or risks in current record management.
Record Retention Schedule and Legal Compliance
The retention schedule links record types to required retention periods, legal mandates, and destruction methods. For example, shipment records might need to be retained for seven years per federal regulations (U.S. Government Publishing Office, 2020). Event-based retention is applicable when records must be preserved until a specific event occurs, such as termination of a contract or completion of an audit. The schedule would specify that, for instance, incident reports remain active until closure and a follow-up audit is completed.
Destruction procedures must comply with legal standards, such as secure shredding or digital wiping, to prevent unauthorized access. The rationale for event-based retention focuses on legal and operational needs, ensuring records remain available during ongoing investigations or audits.
Legal and Compliance Considerations
Organizations handling sensitive materials must adhere to regulations like the International Traffic in Arms Regulations (ITAR) and Environmental Protection Agency (EPA) standards. These laws define record retention durations, confidentiality requirements, and destruction protocols (U.S. Department of State, 2021). Non-compliance risks sanctions, legal liabilities, and damage to reputation. Therefore, retention schedules must incorporate these legal constraints, and destruction methods must ensure records are irrecoverable when appropriately disposed of.
Conclusion
Conducting a thorough records inventory and establishing retention policies are vital steps toward effective records management within STP. Focusing on the top-secret materials division, creating detailed record type schemas, deploying targeted surveys, and developing schedules aligned with legal requirements ensures operational security, compliance, and preparedness for audits or legal proceedings. Future steps include implementing the retention schedule, monitoring compliance, and periodically reviewing record management practices to adapt to changes in regulations or organizational needs.
References
- Erdman, S., Miller, P., & Adeyemo, A. (2020). Management of hazardous chemicals: A comprehensive approach. Journal of Environmental Safety, 35(4), 225-240.
- Houghton, L., & Rossiter, J. (2021). Records management in organizations: best practices and compliance. Information Management Journal, 55(2), 44-53.
- Zandbergen, P. A. (2010). Analyzing environmental and security risks related to handling sensitive materials. Risk Analysis, 30(8), 1244-1256.
- U.S. Department of State. (2021). International Traffic in Arms Regulations (ITAR). Federal Register, 86(122), 34250-34270.
- U.S. Government Publishing Office. (2020). Record Retention Guidelines for Federal Agencies. GPO.