Please review the description of the organization that is the subject of your semester project





Please review the description of the organization that is the subject of your semester project. The

description of that organization, Security Transport Professionals, Incorporated, (STP) is described

in the instructions for Phase I that you have already completed.

1. This phase will involve performing a records inventory. The organization is far too large to

undertake a records inventory for the entire company. You will need to make a

determination of which program or division or functional area whether that be (a) the

narcotic/drugs that you ship/store, (b) the top secret materials that you ship/store, or (c) the

toxic or dangerous materials that you ship/store to include in its records inventory. Once

you have made that determination, decide which of the managers/personnel previously

identified that you will need to contact/interview and work with in order to complete the

records inventory for the functional area that your group has selected. It will most likely

include more than one of the personnel/departments listed above. As project manager you

have decided to collect information using a two-step approach where you first send out

survey questions and then once you have received the responses you will follow up by

conducting interviews.

(a) State whether you intend to focus on the narcotic/drug area, top secret materials for

the government, or toxic or dangerous materials/chemicals.

(b) Identify which of the above department(s)/areas/units that you will need to survey

and subsequently interview, depending on which one of the three functional areas you have

decided to focus your attention on.

(c) For the functional area that you have selected you want to be able to speak

intelligently to the knowledge personnel within that department and ask appropriate and

relevant questions. Therefore, you need to do some preparation and brainstorming before

making contact with the departments/units that you have identified as essential. To that

end, identify (using diagram, table, hierarchy chart, taxonomy, or other form that is most

descriptive) the “record types” that you expect are created and maintained in each of the

departments/areas/units that you have decided to focus on. Use descriptive names for each

record type and tell the type of information that would be retained in each record type. This

can be as specific as creating a taxonomy for the record if you should decide to do so (see

Appendix A in your text book), or you may conduct research and determine what other

structure would be appropriate in order to convey this information. The most effective way

to convey this information to me would be in the form of a table that identifies the Record

Type, Responsible Department, and the Event that triggers the creation of each record type.

[For example, if we were dealing with a health care provider (WHICH WE ARE NOT, I

am only using this unrelated example to give you an idea of what I want you to do), an

example of a record type that your doctor’s office might keep would be an Insurance

Record that would include things like information about the Insurer, information about the

patient, information about the insured if different from the patient, information about the

plan options and conditions of coverage, information about the insured history of using

this insurance in the past and the prior payment record.] [Another example: You will find

a record type used on page 172 of your text book to describe a workers’ compensation

insurance company’s accident/injury report as part of its record retention schedule.]

(d) Develop a Records Inventory Survey Form that you are going to use in surveying the departmental unit(s) you have identified above. The purpose for your survey is to be able to identify the kinds of records (contracts, financial reports, memorandum, invoices,

etc.), which department owns the records, which departments access the records, what

application creates the record, where the record is stored physically and logically, date created, last changed, whether it is a vital record, and whether there are other forms of the

record. You want to be able to use this information to make decisions related to retention

and disposal of the records. Explain who will receive the survey and why. The survey will be sent about one month prior to the follow up interviews. This will allow for two (2) weeks

to complete and return the survey and two weeks to tabulate and review it, and to tweak

your interview questions, depending on the results of the survey. Explain the rationale for

the questions that you included in your survey.

(e) Develop an initial set of interview questions that you plan to use as a follow up to

the initial survey that you drafted in (d) above.

(f) Based upon the records you have identified above, develop a record retention schedule and for the record types. Include in this the method of destruction when the record is marked for destruction. Explain whether you are going to use event-based retention for

any of your record types and if so why, and identify the triggering event. For this question,

you need to discuss the legal requirements and compliance considerations.

THE RESEARCH PAPER: While your research paper will undoubtedly include a number of

tables, diagrams, lists and other illustrations, the paper is to be written in narrative form. The

illustrations may be included in appendix at the end of the paper, or may imbedded in the body.

But please don’t forget that the paper itself is written in narrative form. Include citations to your


The paper should be written in narrative form using the APA format. Please use ample

subsections or subheading as appropriate. Your paper should have a 1-in margin on top, bottom,

left and right margins. The paper should be double spaced. Use a cover page with a title, and the

name of each team member who contributed to your project/paper. Each page should have a page

number in the bottom right margin. The paper should also include a table of contents, which

includes subject headings, subheadings or subtopics, references or sources, and illustrations as well

as page numbers for each.

For each major area or section of your paper explain identify the options you have

considered, where applicable. Discuss the alternatives you considered, giving pros and cons of

each, and provide information from the research you conducted that assisted you in arriving at your

conclusion as to why one alternative was selected over another. You MUST cite the sources for

your research any time you make reference to your research, whether that be through direct

quotations or in summary. Your work should include no fewer than five (5) sources. While there

is no minimum or maximum length for your paper, I anticipate that you cannot complete the assign

in under ten (10) pages, excluding illustrations.

The research paper should be submitted using the link contained in the CONTENT section of

iLearn. It will not be accepted via email to me.



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