1. How do you handle meeting minutes?
 Secretary takes notes
 Have minutes sent out before next meeting for review at meeting
 Vote to accept minutes
 Kept on laptop
 Kept on Google drive, cloud based storage
 Kept on website for members (public?)
 Combine meeting minutes with budget
 Store on:
i. Flash drive
ii. Notebook
iii. Joomla
iv. By orgs DMS
 President gives agenda to chapter secretary, secretary uses to expand into minutes
 Post minutes to website
 Use template
 Record audio of meeting?  to create minutes for approval
 Store past minutes – storage offsite
 Disclaimer – minutes are summary
 Capture actions, decisions ($), approvals
2. What were your best chapter meetings or seminars? (Topics, speakers, venue, etc.?)
 Mark Diamond – Contoural – e-records
 State archivist – revised record retention schedule
 CRM exam prep – workshop
 Calif. Angels site visit/tour
 Marriage of I.T./RM – Panel (100)
 FBI-privacy and id theft
 Industry specific round tables
 Field trip – library, etc.
 Food and alcohol
 Document destruction
 Workshops/interactive
 BYOD – trending technology
 Photo archives
 Change management
 Mock trial – record retention policies and how to defend it
 Records management for no records people
 Panel discussion – IT and RIM professionals working together
 Records retention schedule and supporting records
 Tours – Natural history museum, NAM
 Full-day seminar – mock court
 Cross pollination
 Cloud computing
 FBI special agent/cyber-security + 1
 Full day seminar, variety of topics
 How to train non-RIM staff
 State archivist
 Disaster planning – Belfort
 State records management
 RIM/TT panel
 Visiting NARA in San Bruno, CA
 Wine mixer
 Time of day
 Spring seminar (3-4 presenters) on info. gov.
 Establishing a corporate archives
 Cloud (what is it? What does it mean?)
 Author who has written about IG (Robert Small)
 Walt Disney CRM spoke on marketing RIM
3. Do you have an auditing procedure? If so, who is it conducted by and how often?
 Review as a board
 Approve by majority
 Third party audit (annually)
 Paid outside audit?
 ARMA Member outside chapter
 Treasurer – 2 Party
 Friend of president offered for free (gift card)
 Treasurer – copies bank statement and treasurer report
i. Some original bank statement passed around
ii. Board review and votes on it at meeting
 Annual – 1 board member/1 volunteer chapter member (Independent treasurer)
 VP
 Outside party
 Bi-Annual audit
i. Internal auditor and external
 Past president audits
 3 offices are named controllers with president and vice president having control of
chapter card.
 Bi – or annual audit
i. By external party – paid or volunteer
ii. Reviewed by chapter treasurer
iii. Approved by board
iv. Transparency is important
4. How does your chapter plan for changes in your leadership? How is institutional knowledge
passed onto the new board?
 Plan for changes
 Reach out to members personally
i. Invite board meting
ii. Send out email “call for nominations” – emphasize nominating yourself
 Look at bylaws to see what’s required
 Operation handbook
 Institutional knowledge
 Document roles/responsibility
 Lunch and a flash drive
 Mentoring
 Establish exit interview and checklist
 Google pass, boardsuite
 Board retreat
 Chapter archives accessible
 Establish exit interview and checklist (manual) – update as needed
 Chapter archives accessible
 What did you do? Type it to help new person
 Members vote on change
 IG framework
 Strategic plan
 Board retreat
 Send “regular chapter members to region leadership
 Target members who show interest
 New members taught role by old member
 Meet with old leader at lunch – transfer info via flash drive
 Look to by-laws
 Look at members who have an interest
 Knowledge via disk
 Success planning (mentorship, meeting, planning session)
 Leaders  volunteer “I need volunteers”
 Invite to board meeting/leadership conference
 Document role/responsibility
 Google docs, BoardSuite
 Operation handbook
5. What are some successful topics for monthly meetings?
 Other pieces of IG
 Stats for Oakland A’s at brewery tangential topics (with beer)
 Panel discussions
 Project management - interactive/hands on
 Certifications with recruiters/lessons learned
 Tours
 Target your membership – needs
 Reach out to partner groups
 Legal holds – chevron expert – WebEx/alternate presentation formats
 Change management
 Leadership and personal growth
 BYOD and trending technology
 Cloud security
 Managing your IT director
 Aware of audience
 Potential topic survey
 HQ update
 RIM basics
 RIM Project management and career development
 Best practices for on and off – boarding lateral (legal)
 Best/worst RIM Programs
 RIM check up
 FBI on cyber-threats
 Tours – Archives (state), 200s, Botanical gardens
 Document restoration
 University digital archives
 ID theft
 Address 10 best practical to specific organizations (port authority)
 State archivists
 Case studies given by members
 Gamification – making training fun!
 Panel groups
 Roundtables
 UCM – lessons learned
 SharePoint
 Mixers
 Change management
 Leadership skills – project management
 Creative business cases
 Relating to current events
6. How do you appeal to the masses of different industries?
 Best practices in RIM and other IG stakeholder: legal, privacy, security topics
 New emerging tech
 RIM professionals – emphasizing on professionals and fostering skills to help members
become better professionals
 Interactive round tables and panel discussions
 Tours
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
i. CC
ii. PayPal
iii. Square
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Yes, charge extra and some don’t charge whatever current processing fee
Cash at door
Some process CC at the door
Yes
i. PayPal
ii. Square
iii. Eventbrite
iv. No Processing Fees
v. Registration fee covers food. ($15/meeting – flat fee)
 PCI compliant/no risk
 No extra fee/No cash
 $10 Members, $15 visitors – meals included
 Yes – PayPal and credit card – no credit if paying at meeting
 No extra processing fee
 Why use credit cards?
i. More participation
ii. No follow up for no shows
iii. Members wanted cc option
iv. Reimbursement with respective company
v. 3% charge
 Square
 Payment – joint chapter meeting – 1 page. Select chapter to get to chapter individual
PayPal page.
8. How can we drive up meeting attendance?
 Bring a friend, 1st time attendee
 Drawing, gift cards/wine
 Award, certificate
 Rewards Program (attend meeting $ or referral reward)
 Remote attendance (WebEx, Webinar)
 Make chapter meetings interesting
 Survey members for interest
 Post on Listserv, advertise in newspaper
 Phone tree
 Social networking, meet-up app, Eventbrite
 Big name presenters
 Sponsored lunches, everything free!
 Time of day – morning, early afternoon
 Recruit co-worker records managers, clerks, etc.
 Better variety of topics
 Tours
 # meetings
 Advertising on website
 Plan year in advance (have backup in case they flake on ya)
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Regional website (Charlie)
Relevant topics
Promote at your office/company
Location, location, location
Alcohol option
Programs on hot button issues
i. Email
ii. Facebook
iii. BYOD (Bring your own device)
iv. Timely topics
 Lunch and learn
 PM meetings
 Facebook groups
 LinkedIn
9. Does your chapter have a webmaster training and succession plan? What does it look like?
 No plan
 No program to replace
 Quasi backup
 Find member with skillset
 Student trainee – on board
 Have plans
 Might use ARMA plan
 Facebook backup
 Simple easy software
 Jooka – worked – 12
 Have content downloaded – in word
 Word press-manual
 Conduct training
 List officers and title with picture
 Disaster recovery – “How to do my job” document for new officer
 Contractor – 200 - $1000/year
 “Director of electronic presence”
 Director of communications
 2 people – 1 content, 1 tech
 Working with Charlie Sadano for improved internet at ARMA
10. How do you keep your members engaged?
 Catered food
 Professional venues with parking
 Varied topics from basics to net generation
 Weekly or monthly emails
 Don’t let them marry
 Relevant programming – know your audience
 Free alcohol – “millennials”
 Fun/interactive/different/creative
 Room jeopardy – “info-tainment”
 Outreach (community)
 Workshops
 Round tables
 Open and accepting environment
 Panels with different perspectives
 Contact via phone
 Note people looking for employees so those looking for work
 Seminars, webinars, linked in
 Survey – interests and topics
 Service project
 Introductions at each meeting
 Ice breaker question
 Interesting meeting sites
 Different event annually
 Mentor to new members
 Tours-work places
 Board members spread out @ meeting
 Newsletter
 Invite – to board “roles/volunteer for other functions
 Free events – at chapter or local for other groups related to RIM
 Education opportunities
 Relevant topics
 Networking
 Fieldtrips
 Recognition of members, spotlight members
 Raffles
 Get those involved in chapter to bring new people from work
11. How can we identify and solicit new member prospects? Who’s responsible for decisions on IT,
to focus marketing and membership efforts?
 Reach out to member of other associations you belong to
 Invite your IT, legal, Eng. Departments
 Ask vendors to recruit
 Chamber of commerce flyers
i. What are you doing with your records volunteer at events to share literature
 Business journals – Orange county
 Annual archival “crawl” – historians, archivists
 “Shred-it” dates for different entities
 Hospitality concept
i. Team (+/- 8 people) make calls (10 calls/person) to members who haven’t been
to a meeting
ii. Webmaster works with board to decide info on web
12.
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14.
15.
1. Social media?
2. Use survey monkey
3. Video conferencing
4. Vendor sponsors with links to their company on our website
iii. Prospect list (email blasts)
iv. Cooperative marketing with sister chapters
v. 099 list and following up on membership
vi. Scholarships
vii. Rehab team (“Records health advisory board”)
viii. Blog
ix. Mixers with mixed drinks, after hours wine and cheese
How do you plan your upcoming year of programs?
 Summer Planning session
 Program director presents and vote
 Team brainstorms and votes
 Use various ways to generate ideas
i. ARMA Intl.org
ii. Info management magazine
iii. Demographics of members
 Summer planning meeting – 2 evening meetings – weekday in person
 Member surveys
 Board retreat
 Personal contact/phone calls/postcards
 Incentives/gift cards/raffles
 Info management magazine
 Industry specific roundtables bring new members
 Combine with other organizations or chapters in geographic areas or industry
 Announce meetings early
 Survey monkey to members
What is the success rate of attracting members to monthly meetings?
 Success rate depends on relevant/interesting topics
 40% success rate
 Depends on presentation
 Acquisitions/mergers
How do you attract members that historically don’t attend meetings?
 Rely on email, LinkedIn, phone calls
 Planned programs and format in advance
 Dates pre-scheduled and published
 Attract non-attending members with cutting edge topics/trends
What format (i.e., in person face-to-face meetings, web-based, etc.) does your chapter use to
conduct its education and program activities? Are there any specific benefits that the chapter
receives by choosing one format over another? If so, what are the benefits?
 Benefits of face to face:
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i. Networking
ii. Socialization
iii. Relationships
iv. Support
v. Individualized answers
vi. More info sharing
vii. Implementing strategies to develop loyalty
viii. Session of the month
Benefits of remote:
i. More inclusive
ii. More variety
iii. Speaker accessibility (Round table/interactive)
iv. Uncover more needs
Benefits of combo:
i. Invite remote chapter to join by video
ii. Inter-chapter relationship development
Session of the month
Remote meeting – skype, conference call
Panel discussions
Roundtables at the meeting – generate lots of interaction – industry specific
Brown Bag lunches
Tours (yearly)
Hands-on training
WEBX
Face to face more engagement – more networking
Remote – Time saver, access to better speakers