Issue 3, 2009--2010
Inside this issue:
President’s Welcome
CRM Focus
2
January Meeting
3
Joint ARMA—AIIM Meeting
4
Spring Seminar
5
Meet and Greet
6
A Little Night Music
New Member Spotlight
Spring 2010
7
8
ARMA, Chicago Chapter Monthly
Meetings and Programs
9
ARMA Chicago Leadership 20092010
10
Have you ever dropped a suggestion in a suggestion box?
Completed a questionnaire at
the end of hotel visit? Spoken
to a manager about the service
you received or how an employee treated you?
I almost always have an opinion. But I find that my chances
of sharing it are greater when I
think that my comments might
actually change something - or
that I will get something in return for them.
With the 2009-2010 year just
about half over, I’d like you to
consider how ARMA Chicago is
doing. What is working? What
do you want to see more of? Is
there anything that needs to
change?
Does your opinion matter? You
bet. Here are some of the
changes and developments
brought about over recent years
based on feedback from ARMA
Chicago members:
Abigail Austin ………………….Co-Chair
1) the monthly program format;
2) offering a plated lunch at
some meetings;
3) reformatting the website;
4) the venue for the Spring
Seminar;
5) continuing to provide programs containing information
on electronic records management;
6) reaching out to members
through better communication;
7) updating vendor information
for member reference; and
8) offering evening educational
sessions on RIM fundamentals.
While I’m not claiming that we
have pleased everyone all of
the time (and some things are
still a work in progress), ARMA
Chicago’s Board does listen to
Chapter members. Certainly for
as long as I have been involved,
the Board has worked very hard
to meet member needs. As a
matter of fact, much of the conversation at the Board meetings
Stuart Campbell, CA…………Co-Chair
Michael Szerlong …………….Production Editor
William O’Neill ………………..Co-Editor, Writer
Glenn P. Gercken, CRM……Co-Editor, Writer
Scott Torkelson ……………...Co-Editor
Carolyn A. Maciolek …………Photography
Susan Izban, ARMA Chicago Chapter President
is about making ARMA Chicago
better place – a place in which
RIM professionals can learn,
network, and have a little fun
while doing so.
So when we ask for your feedback – whether it is a compliment or constructive criticism –
let us know how we are doing.
You don’t need to wait for a
formal survey, either. As we
said at the January meeting –
things don’t just magically happen without you. We can all
play a role in making this Chapter the best it can be.
Susan Izban, CRM
Chicago Board of Education
Page 2
Spring 2010
In the Loop
CRM Focus
Thinking CRM? Interested ARMA Chicago Chapter members are encouraged to enroll for the CRM Study Session organized by CRM Liaison Committee members Joe Suster and Glenn Gercken. The Sessions follow East
Bank Club Chapter meetings. The location is the small dining room adjacent to the large meeting room where
the Chapter meets. Reservations are made separately through the Chapter meeting reservation protocol described in the monthly announcement provided to members’ e-mail addresses.
In the Loop monitors other Chapters’ newsletters.
Central New York’s newsletter shares another
avenue for CRM exam study. Empire State colleagues inform us that the San Antonio Chapter
maintains a Wiki that collects and displays study
notes that emanate from the Texans’ study sessions. Visit
www.icrmstudygroupsa.wikispaces.com to create
an account and see for yourself. Meanwhile, visit
icrm.org for more extensive information about the
CRM and activities of the CRM community.
East Bank Club, Chicago
Page 3
Spring 2010
In the Loop
PLANNING THE PLAN
ARMA Chicago’s January meeting was enlivened by Laurie
Fischer’s presentation,
“Strategic Planning: an Erecords Imperative.” Laurie, a
consultant with Fischer Associates, LLC, covered many of the
finer points of strategic planning, especially with respect to
electronic records, during her
thought-provoking address.
From the outset, Laurie emphasized the theme of “planning” –
rather than simply assembling
– this vital document: planning
the plan. As opposed to a Business Plan or Operational Plan, a
successfully composed strategic plan should be a living document; creating it should be a
continuous process. The goals
of a successful strategic plan
should include defining the
direction of your organization’s
future, allocating resources to
support the strategy, and coordinating activities that fit together and reinforce each
other.
Most every organization should
be on the lookout for signs that
they need a strategic plan or
that they should update their
present one. Is there an unclear vision of where your organization will be in two or
three years? Is there a lack of
unity or focus within the various
components of your organization? Have there been several
false starts with no tangible
results? All are signals it’s time
to address this issue.
Assessing the e-records environment must be a team pro-
ject, combining the efforts of
RIM, Legal, and IT, preferably
with one individual acting as the
facilitator. Among the basic
questions this team needs to
ask: what’s the record? Some
assessment guidelines Laurie
recommended for determining
“record” status are government
regulations, ISO standards,
industry norms, and Generally
Accepted Recordkeeping Principles (GARP).
Laurie noted a myriad of erecords present in a typical
organization: desktop applications, enterprise-wide systems,
business systems, and corporate systems such as payroll
processing. Once identified, the
team must decide which records to retain. With all the
data and metadata attached to
such relatively new web-based
systems like wikis, blogs, and erooms, the team has to take a
close look at some of this “semi
-structured data.” Websites
pose some particularly vexing
choices. Is the data intellectual
property or simply informative?
Does the data convey product
information or does the site
actually execute business transactions? What about e-mail
management? Which e-mails
need to be retained? For how
long? What about attachments? These and many other
considerations must be addressed by the team.
plished? Where do they see the
organization in the future?
What will be achieved if the
strategic plan succeeds? Formulating the vision for the organization should result in the
Mission Statement. As opposed
to the vision, a Mission Statement should concentrate on the
present, defining the core values of the organization and
stating the path that will help
the organization realize their
Laurie Fischer, Fischer Associates, LLC
vision.
An effective tool Laurie recommended was the “SWOT Analysis.” This allows the records
manager to chart some negative and positive attributes of
the present e-records environment - the Strengths, Weaknesses, Opportunities, and
Threats. By analyzing all the
possibilities that arise when
these attributes intersect, an
organization can plot out the
goals and strategies to best
meet any given circumstance.
Above all, Laurie emphasized to
the assembled RIM professionals that there’s “no such thing
as too much communication.”
In keeping with the idea that
the Strategic Plan is a living,
evolving document, an organization must continually reevaluate it. Gauge the progress
the organization is making.
Update and revise. And remember: never stop planning the
plan.
Once the key elements are assessed, the team can develop
the vision for the organization..
What goals are to be accom-
Laurie Fischer gives presentation on Strategic Planning
ARMA Chicago members at the January meeting
“Strategic Planning: an
E-records Imperative.”
Page 4
In the Loop
Joint ARMA-AIIM
Meeting
This year’s ARMA-AIIM Joint Meeting will occur Tuesday, April 13
(2010) at ARMA Chicago’s East Bank Club setting. AIIM Liaison
Joyce Osborne announced recently that this year’s program will
present Bob Larrivee, Director of AIIM North American Education
Services.
In the session Bob will present recent statistics from the AIIM
Industry Watch reports on ERM. He will discuss how organizations need to recognize that records management practices
should embrace and include electronic records as part of their
overall records management program. Just as physical records
require retention, security and disposition policies, the same
applies to electronic records. Bob plans to show how critical this
area is, given current mandates to produce electronic information as part of discovery as well as recent Federal mandates that
all patient records be made digital with provisions to manage,
track and report on their status should a breach of information
occur. Bob cites that the first steps in all of this should be the
realization that records are records regardless of format and that
all of them need to be addressed as part of the “total” records
management program.
Bob Larrivee’s Director’s responsibilities are part of AIIM’s Education Services Division. As Director Bob is responsible for identifying and capturing new markets and expanding AIIM’s educational offerings. Bob enjoys more than 25 years of experience in
the records management and computing industry. He has held
leadership positions in marketing, sales, research and development, product management and consulting assignments with
firms including Wang, Tech Data, Docubase, BIS Strategic Decisions, Kinetic Information and IMERGE Consulting. An AIIM
member since 1986, Bob has held positions including Chapter
President, Program Chair, Membership Chair, Conference Chair
and most recently has been an active member of the EmTAG
(Emerging Technologies Advisory Group) and the Education Advisory Committee.
Spring 2010
Page 5
In the Loop
Spring Seminar!
These days, it is critical for RIM professionals to how to succeed while working with
limited resources. With reduced budgets and staff across the board in many organizations, our own knowledge of RIM, technology, and the creation of a strong, supportive network of colleagues are more important now than ever before.
On March 9, 2010, ARMA Chicago will be hosting our 2010 Spring Seminar – the
premiere event in which ARMA Chicago continues the mission of providing exceptional programming and the chance for attendees to interact and learn from others
in the industry and each other. The Spring Seminar has always stood out as an extraordinary opportunity that should not be missed by anyone participating in the RIM
process.
This year, two highly-relevant RIM tracks will be offered: 1) Emerging Electronic Records Management Issues and Strategies: Compliance and the Cloud; and 2) Records Management Topics for Today: Tips, Trends, and Technology. The topics that
will be covered and the unique combination of accomplished, industry-expert speakers rivals the quality of educational programming found at ARMA International conferences. The cost of attending our Spring Seminar, however, has remained relatively low (only $130 for members) - and there are no travel expenses.
Efficiency in the workplace is a priority, and ARMA’s Spring Seminar is the place to
find out more about products and services that can help improve your workflow and
provide you with the tools your RIM program needs to succeed. The best vendors in
the industry attend and support this event. Their job is to listen to your concerns and
offer you practical solutions to meet your needs. Our vendors offer a wealth of
knowledge and are a great resource for RIM information – whether you are looking
for help now or may be in the future. This year, we will build on the positives from
last year’s seminar as well as include new ways for vendors and attendees to meet
and connect.
One of the best resources of information could be the person sitting next to you at
our Spring Seminar. Looking for advice on the best way to complete a project? Want
to bounce ideas off someone? Need a recommendation? Your ARMA colleagues
can help you in so many ways because they understand exactly what you are going
through.
Finally, one of the best ways to make progress is to gain support and understanding
from your coworkers. ARMA’s Spring Seminar is the perfect venue for you to invite
someone you work with – your staff, supervisor, office manager, technology project
leader, etc. - to learn about RIM. Having someone on your side can be an essential
element for your RIM program to succeed.
More information about ARMA Chicago’s March 9, 2010 Spring Seminar is available
at www.ARMAChicago.org. Join us so that you are prepared for whatever challenges
come your way. Attend to become the best records and information manager you
can be. Come to learn more so that you can do more.
“Nothing is more powerful and liberating than knowledge.”
– William H. Gray III.
Susan Izban, CRM
Chicago Board of Education
Spring 2010
Page 6
In the Loop
Spring 2010
Meet and Greet (Confessions of a shy attendee)
Ah! Spring Seminar is almost upon us. A time where “Hello my name is” is the badge de jour. A time to catch up with colleagues you haven’t
seen for a year while pleasantly smile at others whose names you forgot. A time of hoping you’ll retain a fraction of the information from the
day’s sessions. And a time to hope that maybe you’ll be able to get out a little earlier than expected.
I do jest concerning the above, well sort of, but there is one part of the Spring Seminar I will confess that used to bring me dread: The task of
“Meeting the Vendor”. You may feel the same. The sheepish feeling of standing at a vendor’s table smiling while eyeing that aqua blue logoembossed stress ball is not uncommon. Yet there is hope. Let’s take another look at meeting a vendor and how it can be a good experience
for everyone involved.
First, some things about the vendor you may not be aware of.
Vendors are living, breathing, blood coursing through the veins people. We may think of them as beings from another planet that should be
avoided at all cost. But they are like us. They have feelings, families, car notes or mortgages and are known to be very affable.
The vendor is a friend to our chapter. Much of what the chapter does would not happen if our vendors did not come up alongside us and
share their technical and financial resources. Talk to them when you can. The vendor has real knowledge that can actually help you on the
job. And one of times we actually have a chance to get close and personal with them is at Spring Seminar.
But if you’re skittish on how to approach these well groomed individuals, here are some basic “meet and greet” moves to use at this year’s
Spring Seminar:
1.
First, make sure your badge has not curled up to hide your name. Though they would like the skill, vendors cannot read your
minds.
2.
As you approach their table, have either a look of inquiry or an open smile. This puts everyone at ease.
3.
Greet the vendor with a well meaning “Hello”, followed by a nice firm hand shake. Make sure initial contact is with their eyes
and not with the “stuff” on their tables.
4.
As they talk to you, really listen to them and engage. A wandering mind is a terrible waste.
5.
When asked for a card, give it to them. Yes, they may call, but worse things have happened.
6.
Soon after that transaction, smile politely, shake their hand and move on.
7.
Repeat Steps 1 thru 6 at the next vendor of choice.
Think of our vendors at an extension of the Spring Seminar session. They are there to educate us on how their product fits into our scheme
of things. They have real knowledge that can help you on the job. Vendors just want to talk. Most vendors understand that you are not there
to sign “on the dotted line”. They just want to begin the conversation. Who knows where it may go? Maybe nowhere, but then again maybe
somewhere that will actually benefit the both of you. And that’s a beautiful thing.
Page 7
In the Loop
Spring 2010
A Little Night Music
Our thanks to Dernea Michaux-Davis, National Records Retention Manager at PriceWaterhouseCoopers, for speaking at our chapter’s first
Information Soiree*. All seats were taken as the ten of us gathered around the table for an intimate evening with Dernea as she shared her
experience of developing a file plan at PWC.
Dernea explained that a good file plan helps people across an organization agree on how to categorize and sort documents. For example, if
personnel files are to be filed by name (and not, for example, employee number), then the organization must agree that the naming convention will be, for example, LAST NAME, FIRST NAME. A small matter, it would seem, until you encounter an employee named “Lloyd
Henry.” Or was it “Lloyd, Henry”?
Dernea also said that she had to adjust her initial plan to reality. For example, Dernea painstakingly created a form to help in interviewing coworkers in an effort to inventory their records. The form was eventually thrown out as she realized it was actually hindering her interviewing
process. She now brings a “scribe” who takes extensive notes which allows her to concentrate on the person she is interviewing. Even before
interviewing it is essential to have in one’s possession a current organization chart and a current directory. Lots of time can be wasted in
talking to the wrong people.
Dernea said that she develops a file plan by drilling down from the function to the sub-function and finally to the record series. Dernea said
that her work also requires her to analyze what types of documents typically belong in a file so that she and others have a better understanding of the organization’s information assets. Along the way Dernea tries to learn about other RIM related problems affecting the department.
This gives her the chance to identify emerging opportunities help a department better manage their information. And isn’t that what we records managers do best?
With many heads nodding and many questions asked, the time flew by that evening. But by the many thanks received and the smiles of appreciation given, it was an evening well spent.
*Information Soiree is a new series of informational evening session ARMA Chicago is testing.
They are intentionally small to create an informal intimate environment between the presenter and the attendees. If there is a topic you wish
to hear more about or you wish to speak on drop us a line.
Christine Martin
Page 8
Spring 2010
In the Loop
New Members Spotlight
ARMA Chicago welcomes the new members who joined since In the Loop’s Winter issue. Chapter members look forward to welcoming our
new colleagues at future meetings and events:
Elizabeth Battista
Tayler Marie Robertson
Catherine Maksterieks
Corporate Records Manager
Sales and Marketing Coordinator
Chief Compliance Office
Walgreens Corporation
REB Storage Systems International
Duff & Phelps, LLC
Deerfield, Illinois
Chicago, Illinois
Winfield, Illinois
Mark W. Mosley
Timothy Dominak, CRM
David Sweet
Principal Consultant
Director – Regulatory Accounting
American Health Management
EWSolutions
AT&T
Information Association
Chicago, Illinois
Hoffman Estate, Illinois
Chicago, Illinois
David Murray
Joyce L. Ikard
Heather Sharbaugh
Strategic Account Executive
Customer Operations Manager
Compliance
IKON Office Solutions
Pitney Bowes Management Services
Career Education Corporation
Chicago, Illinois
Oak Brook, Illinois
Carol Stream, Illinois
Sue Robins, Hyatt Corporation
Dale Boyer, Much Shelist, PC
Brian Blinstrup, Thompson Coburn, LLP
Page 9
Spring 2010
In the Loop
ARMA, CHICAGO CHAPTER
Monthly Meetings and Programs, 2009—2010
September 8, 2009
“To Scan or Not To Scan…”Michael Cipriano, Millennia Group
East Bank Club 500 N. Kingsbury Street
Chicago, IL 60610
(312) 527-5800
October 6, 2009
“Unique Challenges of Managing White House Records” Philip C.
Droege, Director Office of Records Management
East Bank Club
November 10, 2009
“What Your Records Management Software Should be Doing for You.”
Link Bradford, Bradford Systems
East Bank Club
December 10, 2009
Holiday(s) Reception & Education Program
Moon Palace Restaurant 216 W. Cermak
Road Chicago, IL 60616
January 12, 2010
“Strategic Planning for E-Records Management" Laurie Fischer, Fischer
and Associates
East Bank Club
January 26, 2010
Evening Education Session 1: File Plan Development
Moody Bible Institute
February 9, 2010
“Retroactive Records Management” David Nelli, Index Engines
East Bank Club
March 9, 2010
Spring Seminar, 8:00 a.m. to 4:00 p.m.
University of Illinois, Chicago
April 13, 2010
Joint AIIM/ARMA Meeting featuring speaker Bob Larrivee, AIIM Direc- East Bank Club
May 11, 2010
Breakfast Meeting, 8:30 a.m.
East Bank Club
April 2010 meeting at the East Bank Club begin with the Board Meeting at 9:00 a.m., all members welcome. Presentations begin at 10:30
a.m. followed by lunch and networking at noon. The CRM Study Group, which may be booked separately, begins at 1:00 p.m. in the small
dining (Board) room.
3 Locations:
3900 S. Michigan Ave, Chicago, IL
3431 N. Powell St., Franklin Park, IL
Records Storage
Scanning & Digital Imaging
•
True File-Level Tracking
•
Scan-on-Demand Service
•
Simplified Client Chargeback
•
Back Log Conversions
•
In-House File Tracking
•
Index into ECM Systems
•
Detailed Activity Reports in Excel
•
Complete Online Control at Box & File level
•
Custom Box/File Label Printing
•
24/7 Security Control
Certified Destruction
Off–Site Data Protection Service
Document Management Software
Consulting Services
WWW.VANGUARDARCHIVES.COM
800-766-5554
420 S. 37th Ave., St. Charles, IL
Page 10
Spring 2010
In the Loop
ARMA Chicago Leadership 2009-2010
Executive Board
Board Members & Committee Chairs
President: Susan M. Izban, CRM Chicago Board of Education
Education: Erin G. Vandenberg, DePaul University
Vice President: Kathryn Pereira, Archdiocese of Chicago
Communications/Newsletter: Abigail Austin, Co-Chair, Moody
Treasurer: Pamela A. Coan, GRM, Information Management Services
Stuart Campbell, CA, Co-Chair, Consultant
Arrangements/Hospitality: Lisa M. Mann, Deloitte Services LP
Secretary: Susan I. Peterson, Tab Products
Chairman of the Board: Abigail Austin, Moody Bible Institute
Advisor: Larry R. Bates, Larry Bates and Associates
Advisor: Christopher C. Gaines, CRM, CC Gaines & Co.
Advisor: Michael J. Hattie, CDIA, Sage SOLION
Vendor Liaison: Michelle M. Paluch, East Bank Storage
Community Service: Linda J. Thompson, Pepsico QTD
Publicity: De’Andre Hardy, Iron Mountain
Membership: Michael J. Hattie, CDIA, Sage SOLION
Archivist: Joseph D. Suster, CRM, National Archives & Records Administration
Chapter Administrator: Kathy Daloia, ARMA, Chicago Chapter
CRM Liaison: Joseph D. Suster, CRM, NARA
Library: Dernea E. Michaux-Davis, PriceWaterhouseCoopers
Photography: Carolyn A. Maciolek, Accenture
Web Committee/Webmaster: Laurie L. Gingrich, PriceWaterhouseCoopers
Auditor: Thomas E. Lesko, Reb Steel Equipment
AIIM Liaison: Joyce A. Osborne, CDIA+, ECMp, Document Management Solutions,
Inc.
P.O. Box 6034
Buffalo Grove, IL 60089-6034
Phone: (847) 821-8239
Email: armaadmin@armachicago.org
Web: www.armachicago.org