1

Records Management Organization

Records Management Committee

BFC IT

Governance

Execution

Enforcement

P&P

Audit

IT

Records Coordinators

Ownership

Enterprise Compliance (Legal & Regulatory Affairs)

BFC Audit P&PLegal

(Chair)

The Committee provides guidance

on operating the company’s records

managementprogram.

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Records Management Committee Membership

The Records Management Committee consists of representatives from:

LegalITBusiness Fulfillment Center (Imaging & Archive Solutions)AuditPeople & Performance

Records Management Committee

Governance

IT BFC Audit P&PLegal

(Chair)

3

Records Management Organization (Roles and Responsibilities)

Mission Statement:

The Records Management Committee (RMC) provides guidance and direction on enterprise records management strategies and issues, drives the adoption of consistent and streamlined records management practices across the enterprise and increases collaboration amongst its teams to effectively support the execution and enforcement of records and information management. The RMC is a cross-functional team comprised of representatives from Legal/Compliance, Internal Audit, IT, Business Fulfillment Center, and People & Performance.

Enterprise Compliance (Legal & Regulatory Affairs)

Enterprise Compliance/Legal Records Management Committee

(Legal/Compliance, IT, BFC, Audit, P&P)

Maintain records policies Post communications on RM website Develop records management

training content / ensure enterprise deliveryManage litigation holds Ensure retention requirements are

incorporated into records management practices, inc. w/3rd party vendors

Facilitate and respond to retention schedule inquiries

Plan long-term records initiatives

Evaluate records program effectiveness

Set records management strategyDrive Lighten Up activities

Review enhancements to the records policies and procedures

Share the latest data related initiatives with enterprise internal impact and develop recommendations as appropriate

Promote integration on approaches to managing records on an enterprise level

Evaluate and propose long-term records management strategies

Remove roadblocks to program implementation

IT

Develop electronic records systems

Maintain electronic records inventories

Maintain electronic records retrieval and production processes

Administer/Manage electronic records archiving and presentation

Fulfill eDiscovery obligations

BFC

Develop & maintain records systems and inventories for imaged records and offsite physical records

Manage imaged and offsite physical records retrieval and production

Manage physical and imaged records archiving and presentation

Image paper records

People & Performance

Facilitate ongoing records management training (AAA University)

Incorporate training into Onboarding program (AAA University)

Business Unit Records Coordinators

Lead efforts to incorporate RM activities into department practices incl. timely records destruction

Serve as the department resource on RM / be a liaison with the RM program

Understand alternatives for physical records storage

Coordinate “Lighten Up” RM & disposal events

Complete RM coordinator training

Internal Audit

Evaluate RM program effectiveness

Audit and enforce RM compliance

GO

VE

RN

EX

EC

UT

EE

NF

OR

CE

OW

N