Sitting for the
Certified Records
Manager (CRM)
Exam
Parts 1 thru
5
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1
Scott Murchison CRM

9a – 9:30a
9:30a – 10a
10a – 10:30a
Why become a CRM?
Part 1
Part 2
2
2
10:30a – 10:45a
Break
10:45a – 11:50a
Part 3
11:50a – 1:15p
Lunch
1:15p – 2:00p
2:00p –3:00p
3:00p – 3:45p
Part 4
Part 5
Taking the Exam(s)
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Why Become a CRM?
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• Career advancement
• Professional recognition
• Upleveling your profile
• It will CHANGE your LIFE
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• Apply to qualify to sit for the exam
• Receive approval by ICRM committee
• Complete all of Parts 1 – 5 (70%+)
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• Apply and sit for Part 6
• Complete Part 6 (60 pt & 40 pt essays)
• Wait
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• Bachelor’s degree & 1 yr field experience
• 1 yr experience for each yr of college
6 education (if no degree) & 1 yr field experience
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• Practical Hands-on
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– Formal job description or job duties in letter signed by manager
Teacher or Professor
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– Letter from Dept Head and syllabus of course(s) taught
• Consultant, Contractor or Sales Pro
– 2 client letters (minimum)
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• Register at icrm.org website
• Schedule, cancel or re-schedule exams
• Log in with Candidate ID and password
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• Pearson VUE administers the exams through online modules
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Part 1
Management Principles
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Part 1
Management Principles & RIM
• Principles of
Management
• Human Resources
• Methodologies
• Financial
Considerations
• Planning
• RIM Program
Components
• Directing and
Program
• Ethics
• Global Concerns of RIM Programs
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Part 1
Principles of Management
• Management Functions
– Planning
– Organizing
– Directing
– Controlling
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Part 1
Principles of Management
• Management Concepts, Theories
– Abraham Maslow
– Hertzberg
– McGregor (X & Y)
– Management by Objectives
– Peter Drucker
– W. Edwards Deming
– William Ouchi (Theory Z)
– Frederick Winslow Taylor
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Part 1
Principles of Management
• Management Concepts, Theories
– Total Quality Management
– Downsizing, Rightsizing
– Path/Goal Theory
– Outsourcing
– Team Building
– Knowledge Management
– Contingency Management
– Quality Circles
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Part 1
Principles of Management
• Mission, Goals, Objectives
– Responsibility in Developing RIM Programs
– Decision-making Steps
– Organization Structures 14
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Part 1
Human Resources
• Staffing
• Training, Development
• Job Descriptions
• Performance Evaluations
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• Consultants, Temporaries, Outsourcing
• Employee Relations
• Workplace Diversity
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Part 1
Methodologies
• Project Management
• Business Process Management
• Change Management
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Part 1
Financial Considerations
• Estimating Resources
• Budgeting the Program
• Cost Analysis
• Cost Justification, Business Case
• Forecasting, Benchmarking
• Audits
• Writing Requests for
Proposal/Quote/Information
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Part 1
Planning
• Scope
• Forming a Strategy
• Setting Goals, Program Objectives
• Manager’s Role
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• Staff Role
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Part 1
Planning
• Upper Management Support
• Program Marketing
• Mergers, Acquisitions, Divestitures, Joint
Ventures 19
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• Collaboration
• Determining Functions, Assigning Roles &
Responsibilities
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Part 1
RIM Program Elements
• Program Components
– Developing Policy, Procedures
– Incorporating Standards, Guidelines
– Communications, Awareness
– Training, Orientation
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– Metrics, Reporting, Auditing, Evaluation
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Part 1
Ethics
• Professionalism
• ICRMs Code of Ethics
• Social Responsibility
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Part 1
Global Considerations
• Standards, Models
• Multi-national Considerations
• Security Issues
• Privacy Issues
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Part 2
Creation & Use
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Part 2
Creation and Use
• Creating Records and Information
• Information
Capture and Use
• Legal Compliance
• Risk Assessments
• Information
Security
• Electronic
• RIM-Related
Business Activities
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Part 2
Creating Records & Information
• Definitions, Objectives
• Characteristics of a “Record”
• Media Considerations
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Creation/Capture/Receipt (migration, conversion)
• Structured vs. Unstructured Data
• Cost Considerations
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Part 2
Information Capture and Use
• Metadata, Taxonomies
– What are they?
– Developing record classification systems
– Promoting retrievable, usable records
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• Document Control
– What is the lifecycle of information
– Manual and systematic approaches
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Part 2
Legal Compliance
• Legislative and Regulatory Impact
• Litigation
– Litigation support
– What are legal “hold” notices?
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– Media challenges, software capabilities
• Discovery
• Personally Identifiable Information (PII)
– Definition
– Securing management
– Unique attributes
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Part 2
Risk Assessments
• Definition, Objectives
• Identity Theft
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• Business, Legal and Accountability Risks
Security Provisions
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Part 2
Information Security
• Definition, Objectives
• RIM Manager’s Role
• Applying Security Classifications
• Access Control
• Encryption, Authentication
• Identity Theft
• Information Security Threats
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Part 2
Electronic Communications
• Types of Communications Available
• Policies, Acceptable Use Practices
• Strategy Development
• Tools for Managing
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• Importance of Training
• Intranets and Internet
• Collaboration Tools and Unified
Communications
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Part 2
RIM-Related Business Activities
• Correspondence Management
• Documenting of Policies, Procedures
• Forms Management and Control
• Mail Management, Facilities
• Reprographics
– What are each of these?
– What elements comprise each?
– What are the implications of each?
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Part 3
RIM Systems, Storage and
Retrieval
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Part 3
Systems, Storage & Retrieval
• Basic Concepts
• Filing Systems
• File System Design
• Indexing and
Retrieval
• File Conversions
• Records Storage
Facilities
• Records Center
• Commercial
Records Centers
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Part 3
Basic Concepts
• Assessing Information Needs
• Controlling Volume of Information
• Classifying Information
• File Groups
• Media Selection
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Part 3
Filing Systems
• Classification Systems
• Physical
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• Electronic Document Management Systems
Special Storage Requirements
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Part 3
Filing Systems Design
• Design and Planning
– File design factors
– Selection criteria
– Active vs. inactive storage requirements
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– Filing manuals
• Location and Control
– Decentralized vs. centralized file systems
– Analyzing user needs
– Confidentiality requirements
– Security for PII
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Part 3
Records Storage and Retrieval
• Indexing
– Pointers to information
– Direct vs. indirect access systems
– Index types: alphabetical, analytical, chain,
37 coordinated, full-text indexing
– Contextual, truncated and cross-referencing
• Retrieval
– Storing and recovering data
– Locate information based on user needs
– Manual vs. electronic retrieval systems
– Search methods
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Part 3
File Conversions
• Planning and Evaluation
• Feasibility, Cost Studies
• System Design
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Back-file and Records Conversion Methods
• Post-conversion Media Disposition
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Part 3
Records Storage Facilities
• Design Considerations
• File Equipment
• Records Center Shelving
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Relocating a Records Facility (moves)
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Part 3
Records Center Operations
• Functions and Objectives
• Supplies
• Storage Containers
• Material Handling Equipment
• Managing a Records Center
• Operating the Records Center
• Disaster Recovery
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Part 3
Commercial Records Centers
• Business Case
• Vendor Evaluations
• Contract Considerations
• Vendor Performance Management
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Stretch
Biology Break
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Take Care of Yourself
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Part 4
Records Appraisal, Retention,
Protection and Disposition
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Part 4
Appraisal, Retention, Protection & Disposition
• Records Inventory
• Records Appraisal
• Retention
Schedule Creation
• Schedule
Implementation
• Schedule
Administration
• Vital Records
Program 44
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• Business
Continuity
• Archives
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Part 4
Records Inventory
• Planning
• Organizing
• Conducting the Inventory
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Part 4
Records Appraisal
• Data Analysis, Appraisal Evaluation
– Analyzing the inventory data to build RIM program components
– Understand these values
• Operational
• Administrative
• Fiscal
• Legal
• Archival
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Part 4
Retention Schedule Creation
• Types of Schedules
– General, functional
– Departmental, program-specific
– Schedule elements
– Media and formats
• Lifecycle Milestones
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• Approval Process
– Schedule approval options
– Approval points advantages, disadvantages
– Use of a committee
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Part 4
Schedule Implementation
• Publication, Distribution – Promotion and
Training
– Methods of publication, distribution
– Online, web availability
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– Promotion of new schedules
– Training program components
• Applying the Schedule – Disposition
– Implementing retention periods
– Transferring records
– Disposition (destruction or transfer to archives)
– Methods of Disposition
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Part 4
Schedule Administration
• Review and Update the Schedule
– Revising the schedule
– Mergers, acquisitions, divestitures
– Adding new records
• Holds and Evaluating Compliance
– Legal, audit holds
– Compliance audits
– Legal compliance
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Part 4
Vital Records Programs
• Identifying Vital Records
• Risk Analysis
• Protection Methods
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Developing the Plan – Testing and Updating
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Part 4
Business Continuity
• Planning
• Implementation Procedures
• Preservation and Recovery
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Part 4
Archives
• Appraisal
• Arrangement, Description and Use
• Preservation and Recovery
• Conservation and Preservation
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• Media, Software, and Hardware
Considerations
• Archival Administration
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Enjoy Lunch
Be Back at
1:15p
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Part 5
Technology, Equipment and
Supplies
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Part 5
Technology, Equipment and Supplies
• System Lifecycle
• Architecture and
Infrastructure
• Lifecycle
Management
• Imaging
Technology
• Program,
Applications
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Part 5
System Lifecycle
• Basic Concepts
• Planning Systems
• Developing and Implementing Systems
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Operating and Administering Systems
• Upgrading, Refreshing, Retiring and
Deactivating Systems
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Part 5
Architecture and Infrastructure
• System Architecture
• Devices
• Security and Accessibility
• Data Management
• Data Storage
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Part 5
Lifecycle Management
• Records Creation
• Capture
• Preservation and Recovery
• Organizing Records and Data
• Active Management
• Preservation Issues
• Data or System Disposition
• Recovery
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Part 5
Imaging Technologies
• Micrographics
• Reprographics
• Imaging Systems
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Part 5
Programs, Software, Applications
• Databases
• Decision Support Systems
• Content Management
• 60
Business Process Management (BPM)
• Communications
• Collaboration
• Web / Internet
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Taking the
Exams
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Thank You
Scott Murchison CRM
Partner, Kaizen InfoSource
(510) 552-9960 cell smurchison@2kaizen.com
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