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1. How do you handle meeting minutes?
 Secretary takes minutes
 Circulates draft for BOD consensus
 Minutes approved at next BOD meeting
 Minutes archived on
o BOD document library
o Uploaded to Dropbox/Website
 Minutes included in with next meeting agenda
 Include all officer’s reports
 Record meetings for easy review
 Achieved on website or chapter Google drive account
 Running list of action items with follow up
 Distribute minutes to membership
2. What were your best chapter meetings or seminars? (Topics, speakers, venue, etc.?)
 RIM101 – all day seminar on all disciplines
 Combined chapters venue
 Predictive coding (by an attorney)
 Automatic disposition
 Seminar/workshop:
i. Disaster Prep.
ii. TSL Expert
 Vendor forum – questions to ask vendor
 Straight up records management
 Spring seminar with Austin and San Antonio chapters
 Donald Skupsky, B.Y.O.D. e-discovery, awards ceremony, open panel, Houston keynote
 Amarillo: Nard presentation on electronic record migration
 Fort Worth: Ambassador of fun/face reader
 Houston: create techniques of records management
 Litigation Hold – trigger to release
i. ½ day – 3 speakers:
1. In house counsel
2. Vendor – ESI
3. Manager – how to return to retention schedule
 Anything Tom Forsyth does
3. Do you have an auditing procedure? If so, who is it conducted by and how often?
 No
 No… but informally 
 Yes, 2x per year
 Yes; BOD review of treasurer’s report monthly
 Yes, we have an audit committee
 No audit committee but plan to “trade/assess” another chapter’s financials. Any
volunteers?
 Yes, internal auditors, once/year
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Yes; three – non-board member committee once/year. Review receipts, bank
statements, checks, etc.
4. How does your chapter plan for changes in your leadership? How is institutional knowledge
passed onto the new board?
 Strategy meeting
 Succession Planning
 Scan the environment/Assess member qualifications
 Share best practices
 Store institutional knowledge on website and/or library
 Written procedures for each position and committee – shared Google drive
 Outgoing debriefs incoming
 Mentoring
 Update ongoing action items list
 Keep some old board members with new, staggered terms
 Annual board planning session with old and new board members.
 Informal meetings/happy hour sessions
5. What are some successful topics for monthly meetings?
 Trends in RIM
 Professional integrity
 Disaster preparedness and remediation
 Professional certification
 Personal info management and organization
 Future of RIM
 Email management
 Change it up!
 ECM
 E-discovery
 Privacy and security
 Leadership and professional development
 Disposition (content)
 Partnerships with other organizations
 Certification comparisons
 GARP
 Strategic planning
 Proper board procedures
 IG
 Company case studies
6. How do you appeal to the masses of different industries?
 IG as value center
 Universal perspective
 Networking with other local chapters (other industries)
 What’s in it for them?
 We ask speakers to apply lessons to different areas in their topics.
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 Case studies
 Common RIM themes
 Industry tables!
 Change management
 GARP – survey after each meeting
 RIM 101
 Project mgmt.
 Social media issues
 Browse and selected variety of industry and prospected
7. Do you accept credit card payments? If yes, how is that handled? Do you ask members to pay
extra to cover the processing fees? How do you determine that amount?
 Yes, we accept payments
 We use Quicken on cell phone - need email address of member
 Members charged (check locally)
 Website
i. Atlanta – event + square
ii. Austin – Square
iii. Houston – Blu Pay (no amex)
 Paypal payments on website
i. Swipes card on paypal
ii. Majority prepay online
iii. Paypal accepts amex
 Increase rate by $5 to absorb
 No but looking into it 
 Payments through event
i. Santa Fe has no fee for monthly meetings (have breakfast mtgs.)
ii. Accept POs, cash for seminar fees
 Yes, included in total cost
8. How can we drive up meeting attendance?
 Email members/non-members about the next meeting
 Call tree – call and invite
 Early posting on website
 Offer good relevant programs and speakers
 Reminder emails
 Make it fun!
 Door prizes – if you bring guest + ticket
 Central location
 Good food
 Personal invite or greeting
 Bring a friend or boss free
 Membership drive
 Free 2 members
 Incentives, vid conferences, different venues
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9. Does your chapter have a webmaster training and succession plan? What does it look like?
 No?
 Tick off what you have
 No – it’s a problem too
 Yes and being documented
 Yes
 Succession Plan:
i. President should have the chapter “football” (i.e., all passcodes, etc)
ii. Train incoming
iii. Hard to find volunteers
 No – excellent idea 
i. Should be led by ARMA International! *Drops Mic*
 Document all processes – policy and procedures
 No/Yes – outgoing trains incoming
10. How do you keep your members engaged?
 Interesting programs that are important to them
 Good food ***
 Communicate
 Friendly
 Community project
 Get them involved and be a part
 Provide information
 Social hour
 Good meeting location
 Surveys
 Recognition
 Door prizes
 Meet and greet new members
 Professional
 Organized
 Start and end on time
 Good parking
 No gossip
 ENERGY
 Follow- up to all questions
 Make it fun – door prizes
 All meetings online if you miss you can listen later
 Record game trivia
 Volunteerism opps and recognition
 Member spotlight
 End of year drawing for
i. ARMA International conf
ii. Chapter and ARMA member cost
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12.
13.
14.
 Email Feedback
 Diversified communication
 Small town, what else are they going to do?
 Virtual meetings
 Get them to join committees
 Vender forums
How can we identify and solicit new member prospects? Who’s responsible for decisions on IT,
to focus marketing and membership efforts?
 LinkedIn/Social media
 The board ($)
i. Marketing, membership, & IT
 Push or pull – motion
 Co-worker, guest *
 The board
 Be bold and ask, show how it will benefit them.
 Data records intensive industries
 *Vendor contacts
 IT relevant programs
 099 List
 Contact Seminar attendees that aren’t members
 Advance the profession committee
How do you plan your upcoming year of programs?
 Annual BOD meeting to place entire year (brainstorming)
 Planning overview with committee selecting the topics and speaker
 ARMA website ideas, BOD, surveying membership, previous speakers
 Annual planning session, theme for entire year
i. Do you include members?
ii. Or do BOD first, then ask member input?
 Summer planning meetings held
 List topics
 Market the topics
 Committee presents topics to board each
 Each meeting has an evaluation form for topic/speaker
 Annual planning meeting
What is the success rate of attracting members to monthly meetings?
 Call membership increase by 5%
 25% (dependent on communications and topic)
 50%
 20%-50%
 25%
How do you attract members that historically don’t attend meetings?
 Personal contact, W.I.I.F.M., incentives, free lunch
 Invite to attend at no cost
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Meeting to honor historical members
Bring boss or friend for free
Extra raffle ticket if bringing guest
Tough
Free lunch for annual meeting
Vendor sponsored lunch