Functional Analysis

            This Functional Analysis and Record Survey is the second part of a four-part work assignment to develop a Records Retention Policy for the Bridge Earthquake Readiness Office (BERO) in Portland,, Oregon, an autonomous division of local government in the Pacific Northwest that relies heavily on public-private partnerships. The Archives of Manitoba (AM) describes a functional records analysis as “the identification of the business functions and activities of an organization.” (AM Functional Analysis for Records, 2024) For the BERO, this document will first outline then examine the documents series and their context in the daily operations of their communication staffs, both private and public.

The BERO was established in 2024 with legal mandates regarding records retention including the management of high volumes of documents, images, forms and other content generated from internal (business) and external (public) communications functions and activities. All records are electronic. A single decision-maker oversees the personnel and operations at the BERO and has requested that a records retention schedule be drafted that encompasses these select functions. The decision-maker has also directed that the functional analysis includes a framework for organizing an annual records series and retaining all public communications records for seven years and all business communication records for 7 years, after which time they are to be reviewed for confidentiality, archiving, or destruction or other final disposition such as transferring the record(s) to a different government or private entity. The structure of this functional analysis and records survey is in the following format, as diagramed by the AM:

            A sample of records (transactions) was selected from the activities of both the Business Communications Team and the Public Communications Team. Business records include employee updates, coordination with local governments, internal coordination records, and executive-level messaging. Public communications include general communications records, correspondence with schools, and stakeholder and emergency communications, to name a few.  A functional analysis produces an outline in the following format:

1. Function

   1.    Activity

      1. Transaction(s)
         

Scoped to the BERO communications teams’ activities, the results of this functional analysis are documented in the outline on the following pages.

1. Business Communications

1.1 Employee Updates

1.1.1 Drafts and Finalized Newsletters and Memos Documents used to update staff on policies, events, or organizational news.

1.1.2 Email Distribution Logs and Intranet Posting Records Logs that capture the timing and method of internal communications.

1.1.3 Employee Engagement Data Metrics reports, surveys, and feedback records that track employee participation.

Annual Record Series for 1.1: Records generated are organized as:

• 1.1 – Employee Updates – 2024

• 1.1 – Employee Updates – 2025

1.2 Partner Communications and Content

Design team coordination and document repository for key internal partners

1.2.1 City

1.2.1.1 Inclined Elevator Examples Project examples for coordination with city teams.

1.2.1.2 Bridge Construction Detour and Outreach Summary Summaries detailing detour plans and outreach efforts at the city level.

1.2.2 State

1.2.2.1 Hand-off Meeting Notes Documentation from transitional meetings with state partners.

1.2.2.2 Incident Response Records of communications during incidents affecting state operations.

1.2.3 Department of Transportation (DoT)

1.2.3.1 DoT Project Charter Charters outlining the scope and roles for DoT projects.

1.2.3.2 Incoming Records from DoT Files received from the Department of Transportation containing updates and directives.

1.2.4 Metro Transit

1.2.4.1 Outgoing Records from Metro Transit Files sent to Metro Transit communicating project updates.

1.2.4.2 Page Turner Meeting Records Minutes and records from coordination meetings with Metro Transit.

1.2.4.3 Marquis Plan Specific planning documentation developed with Metro Transit.

Annual Record Series for 1.2: For each partner subset, the annual series are as follows:

• 1.2 – City – 2024, 2025

• 1.2 – State – 2024, 2025

• 1.2 – DoT – 2024, 2025

• 1.2 – Metro Transit – 2024, 2025

1.3 Coordination of Internal Programs

1.3.1 Training Materials, Schedules, and Feedback Forms Documents supporting internal learning and development programs.

1.3.2 Event Plans, Attendee Lists, and Post-Event Reports Records associated with planning and evaluating internal events.

1.3.3 Program Evaluation Reports and Collected Feedback Evaluation documentation to assess the effectiveness of internal initiatives.

Annual Record Series for 1.3: Organize these records into annual series:

• 1.3 – Internal Programs – 2024

• 1.3 – Internal Programs – 2025

1.4 Executive Communications and Leadership Messaging

This new series captures records related to communications from the leadership and executive-level activities within the organization.

1.4.1 Executive Announcements and Directives Formal announcements, directives, and messages issued by executive leadership.

1.4.2 Leadership Meeting Minutes and Strategic Briefings Minutes from high- level leadership meetings and summaries of strategic briefings.

1.4.3 Executive Board Communications and Governance  Reporting Correspondence and documentation involving board communications, governance reports, and executive oversight.

Annual File Series for 1.4: Records generated are organized as:

• 1.4 – Executive Communications – 2024

• 1.4 – Executive Communications – 2025

2. Public Communications

2.1 Public Communications and Content

Managing public messaging and outreach materials

2.1.1 Key Messages

2.1.1.1 Talking Points for Construction Workforce and Diversity Prepared key commentary to support public messaging.

2.1.1.2 Talking Points for Schedules and Costs Brief outlines covering project timelines and budget information.

2.1.1.3 Talking Points for Bridge Ramps for the Disabled Messages focusing on accessibility and inclusive design.

2.1.2 Comment Management

2.1.2.1 Letter to Bicycle Group Correspondence addressing public input from community groups.

2.1.3 Campaign Artifacts

2.1.3.1 Design Records for Promotional Materials Files for posters, brochures, and digital assets produced for public campaigns.

2.1.3.2 Advertising Schedules, Invoices, and Media Contracts Documentation detailing the logistics and finances of campaigns.

2.1.3.3 Campaign Performance Analytics and Feedback Summaries Reports that evaluate the reach and impact of public campaigns.

Annual Record Series for 2.1: Establish an annual series for records generated in:

• 2.1 – Public Communications – 2024

• 2.1 – Public Communications – 2025

2.2 School Outreach

Materials and documentation for educational institution engagement

2.2.1 Schedules for School Visits and Presentation Outlines Calendars and detailed outlines for school outreach events.

2.2.2 Tailored Educational Materials for School Programs Custom content designed for educational audiences impacted by operations.

2.2.3 Outreach Documentation

2.2.3.1 Minutes for School Outreach Detailed Agenda (Word Document) Detailed records of agendas, minutes, and outcomes from school outreach meetings.

2.2.3.2 Program-Specific Records Documentation for initiatives such as “Bring Your Kids to Work Day” and “Bridge Rattle and Roll.”

Annual Record Series for 2.2: Records organized by year:

• 2.2 – School Outreach – 2024

• 2.2 – School Outreach – 2025

2.3 Stakeholder Communications

Records of interactions with non-agency stakeholders and community partners

2.3.1 Meeting Notes and Correspondence

2.3.1.1 American Medical Response Meeting Notes Records from stakeholder meetings with healthcare or emergency partners.

2.3.1.2 Apex Reality New Seasons Meeting Notes Documentation from engagements with private or municipal stakeholders.

2.3.2 Stakeholder Issues Log Ongoing records tracking issues, concerns, and resolutions with external stakeholders.

Annual Record Series for 2.3: Group stakeholder records annually as:

• 2.3 – Stakeholder Communications – 2024

• 2.3 – Stakeholder Communications – 2025

2.4 Crisis Communication (Optional/As Needed)

Documentation to guide and record emergency response communications

2.4.1 Emergency Communication Plans and Pre-approved Templates Established protocols and template documents for crisis management.

2.4.2 Logs of Public Inquiries and Crisis Response Communications Detailed logs documenting the management of inquiries during crises.

2.4.3 Media Monitoring Reports and Incident Response

Documentation Reports that track media coverage and the department’s handling of crisis events.

Annual Record Series for 2.4: Maintain separate annual series when issues are managed:

• 2.4 – Crisis Communications – 2024

• 2.4 – Crisis Communications – 2025

After review of the individual activities and the records they produce, the overall annual records series has been created and documented in a separate outline, as follows:

Annual Record Series Organization

Each primary record series is subdivided by the year the records were generated (2024–2025).

• Business Communications Series:

  • Employee Updates – 2024, 2025

  • Partner Communications (per partner: City, State, DoT, Metro Transit) – 2024, 2025

  • Coordination of Internal Programs – 2024, 2025

  • Executive Communications – 2024, 2025

• Public Communications Series:

  • Public Communications – 2024, 2025

  • School Outreach – 2024, 2025

  • Stakeholder Communications – 2024, 2025

  • Crisis Communications – 2024, 2025 (as needed)

            This integrated approach to records management at the BERO will enhance retrieval, support annual retention and disposition schedules, and provide historical context for the 2024–2025 period and beyond.

Records Survey

            The records survey proceeds from the activities and transactions outlined in the functional analysis. A records survey is defined by the Society of American Archivists as “the process of gathering basic information about an organization's records, including their quantity, form, location, physical condition, storage facilities, rate of accumulation, and associated business processes.” (SAA Dictionary: Records Survey, 2025). In the current context, the survey examines a select number of records generated during the activities performed as a function of each communications team and presents the information in a Records Inventory Worksheet. Eight samples of these worksheets, each with a different series of records produced by the BERO communications teams, follow. 

References

Archives of Manitoba Government Management Office (MA). (2024, October). Functional Analysis for Records https://www.gov.mb.ca/chc/archives/gro/recordkeeping/docs/functional_analysis_for_records.pdf

Oregon Department of Administrative Services. (2022, April). Records Retention Schedule 2022-0001. https://sos.oregon.gov/archives/Documents/recordsmgmt/sched/schedule-das.pdf

National Archives of Australia (NAA). (2000, February). Administrative Functions Disposal Authority. (2000). https://www.naa.gov.au/sites/default/files/2019-09/AFDA-2000-Superseded.pdf

Robyns, M. C., & Woolman, J. (2011). Institutional Functional Analysis at Northern Michigan University: A New Process of Appraisal and Arrangement of Archival Records. The American Archivist, 74(1), 241–256. http://www.jstor.org/stable/23079008

Society of American Archivists (SAA). (2025). Dictionary: Records survey. https://dictionary.archivists.org/entry/records-survey.html