How do you build a RACI matrix for a records management program so everyone knows who is accountable?

A RACI matrix is a simple table that maps the activities in your records management program to the people or roles involved, so no task falls through the cracks and accountability is never ambiguous. RACI stands for Responsible, Accountable, Consulted, and Informed.

Understand the four roles

• Responsible — does the work to complete the task (for example, applying a retention rule or transferring records).
• Accountable — owns the outcome and signs off; there should be exactly one accountable role per activity to avoid diffused ownership.
• Consulted — provides input before a decision, usually two-way (legal, privacy, IT, the business unit).
• Informed — kept up to date after the fact, usually one-way.

Build the matrix step by step

1. List the activities. Down the left column, write the recurring tasks in your program: creating and classifying records, applying the retention schedule, conducting disposition, responding to legal holds, handling access and privacy requests, and auditing compliance.
2. List the roles. Across the top, name roles rather than individuals — records manager, program sponsor, IT/system owner, legal counsel, privacy officer, department record liaisons. Roles outlast staff turnover.
3. Assign one letter per cell. For each activity-role intersection, mark R, A, C, or I. Many cells stay blank, and that is fine.
4. Validate the rows and columns. Every row needs exactly one A and at least one R. Watch for rows with too many C’s (decision drag) or a role loaded with A’s across the board (a single point of failure).

Make it stick

A RACI matrix is governance, not a one-time exercise. Tie it to your records policy and retention schedule so responsibilities are formally documented and defensible. Standards such as ISO 15489 emphasize assigning clear authority and responsibility for records as a core element of a sound program.

Review the matrix at least annually and whenever roles, systems, or regulations change. Share it openly so the whole organization knows who decides, who acts, and who must be kept informed.

For more foundational concepts, explore the fundamentals topic hub.