Master List
1. How do you handle meeting minutes?
 Secretary takes minutes
i. Circulates draft for BOD consensus
ii. Minutes approved at next BOD meeting
iii. Minutes archived on
1. BOD document library
2. Uploaded to Dropbox/Website
iv. Minutes included in with next meeting agenda
v. Include all officer’s reports
vi. Record meetings for easy review
vii. Archived on website or chapter Google drive account
viii. Running list of action items with follow up
ix. Distribute minutes to membership
 Secretary records minutes
i. Minutes emailed in word format for review
ii. Action items are included in minutes
iii. Minutes reviewed and approved at next meeting
iv. Final/approved minutes are posted on web
v. Need to have minutes accessible to membership
vi. Refer to “Jacki’s” handbook
 Secretary records
i. Draft via email for review
ii. Always have a n agenda – same format/template
iii. Roberts rules
iv. Need Quorum to approve
v. Post – some do/some hold for review at next meeting
vi. Board should review “before” next meeting to allow time for amendments/changes
 Take notes live and add reports and place in binder by year
 List attendees names only
 Take notes on laptop
 Create a database of key decisions that were made w/ ret to actual meeting for details
 Using a “consent agenda” saves time
 Secretary take minutes during meeting
i. Emails to membership
ii. Has printed copy on back of meeting agenda and approves at next meeting
iii. Sends minutes and action items list a few days before meeting – approved at meeting
 Doesn’t do any business at general meeting
 Minutes template used
 Draft circulated via email in advance of next board meeting – feedback clarify cycle
 Reviewed at next board meeting – amended and voted, approved
 Add action item list at top
 Post online – chapter website or online file share (Google) wiggio collaboration site
 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?)
Master List
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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.?)
 Lunch meetings – Topic and time were both important
i. Project mgmt. for records mgrs.
ii. Location – science museum, mall of America, Willis tower, fun locations
iii. Close
 Info security topic
 Round tables worked well
 Vial records topic
 Back to RIM basics sessions
 Winery, motorcycle hall of fame, Professional Development ethics (CLE credits)
 State prison
 Rock hall archives
 Info Mgmt for dummies
 Around the world @ 3 miles/hour
 Professional development
 Minnesota Historical Society tour
 NARA/St. Louis tour
 IGP/Ray Cunningham
 Mock trial with real life actors
 Baseball and tailgate party
 Records meeting for dummies author presented
i. SharePoint for dummies
ii. Panel disc w/ presenters at end of meeting
 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
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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
Panel discussion by CRMs – building retention schedules
Mock court case of deposed records manager
Gen counsel of health care concern
Outsourcing R.M. ops
A.G. (va) on data breach privacy
Gamification
Change management
Forensic file management
Ethics  offsite management
Partner with chamber of commerce for location, equipment – open to the public also)
Law firms (volunteer) for space
All day educational event in March/Mini-Conference (NYC)
One-day IG seminar – A-Z (NOVA)
All-day seminar: IG in a brave new digital world (Maryland) w/ speaker wrap-up
Roadshow: Principles (NNJ)
Free meetings, IG book
Full day multi-track educational event
Well credentialed speakers (some repeats, some new)
Time specific – Sept meeting – networking receptions (Jan, June)
Special locations
Case studies
Open bar
i. Nice restaurant
ii. Nice view
iii. Park with meeting room
iv. Member’s facility
Panel discussions – Jason Baron
Email scandals
Tour of records center
i. local weatherman
ii. Library
iii. State archives
Travel trip with chapter
Closet organizer speaker
Emergency management/disaster recovery
Topics
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i. Professional development
ii. Training
iii. Professionalism
iv. ARMA Principles
v. Roadshow
vi. Mock deposition
vii. ECM
viii. Panel
ix. Rapid fire
Speakers
i. Call the authors!
ii. Hot topic experts
iii. Authors
iv. Experts
v. Sponsors
vi. Judges/lawyers
vii. Practitioners
viii. Safford, Bill
ix. Blair, Barclay
x. Elected officials
xi. Wilkins, Jesse
xii. Chris Bower
xiii. Galina D.
xiv. Melissa Dederer – CT
xv. Motivational speakers
xvi. Project organizer/networking
xvii. Rosalie Rock
xviii. Generational Differences
xix. Laura Clark-Fey
xx. Kelly Twigger
xxi. Mark Diamond – Contoural – e-records
xxii. Author who has written about IG (Robert Small)
xxiii. Walt Disney CRM spoke on marketing RIM
xxiv. State archivist - revised record retention schedule
Venue
i. Location (access)
ii. Conference center
iii. Timing – time of day!
iv. Carpooling
v. Tour/meeting
vi. Fenway Park tour – year end meeting
vii. Habitat regeneration / Formal party
viii. Fashion show – members dressed professionally
ix. Hotel
x. BOA
xi. Top of Tower
xii. Casino
Master List
 Full day hands on preservation society – DR
 Ethics for RIM Pros – ½ day
 Panel discussions/industry specific
 Social media
 Email mgmt.
 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
 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?)
3. Do you have an auditing procedure? If so, who is it conducted by and how often?
 1 Person who is a non-board member who is nonobjective for accountability
 1 group performs an assessment annually.
i. Performed by treasurer, CHM of board, and the sitting president.
ii. All do the monthly finances with the entire board.
 Pres, VP, chapter members
i. Review yearly at year end.
 1 non-board member and treasurer and past president audit
 Third party (another chapter)
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Comprehensive audits by non-member or outside group every other year.
ARMA Groupie does it for chapter connections in financial group
Upload financial statements to drop box to share with board
Treasurer plus two non-ARMA with finance background – annually
Annually – 1 outside financial person
Random transaction sample received by non-board member – incoming
Annually, volunteers from chapter general membership
Random sampling method in off months (June, July, August) – or beginning of new admin.
Have treasure appoint and impartial 3rd party (not same company, etc.)
Annual financial review, not audit (audit implies wrong doing)
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
Yes; three – non-board member committee once/year. Review receipts, bank statements, checks, etc.
Yes. Mostly
Review often includes:
i. Board membership
ii. External
iii. Chapter membership
Annually/when treasurer changes
Need standardized guidelines from HQ
Yes
Appoint those to audit every 2 years - in bylaws
Important to do in transition of position
Separate handbook for treasurer/P&P (quick books online is used too)
Folder everything by month
Annually, audit committee, 2 signatures
Annually – outside firm
No
Informal, internal controls using 2nd board member
Copy of bank statement with treasurer’s report
Review all books every august
i. 1 hour vs 1 day
ii. 2 board members
iii. Why not outside of Board completion
Not handled by all chapters
i. Financially sent into nationals by treasurer
ii. Submitting 990
Audit committee
i. “reasonable” assurance of accuracy
ii. Not independent
iii. Written report provided
Master List
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Refer to e handbook
Don’t know
Local banker member does free audit and provides report
Treasurers use QuickBooks – 1x provided by HQ
Committee - board, chapter members audit when change treasurer
Board member + 2-3 members 1 X1 year
Same treasurer 4-5 years – Now new so audit when change treasurer.
Not sure (63 members)
Same treasurer 4 years – CPA + one committee member 12 years. Now auditing yearly
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 - 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?
 Board recruitment subcommittee/task force
 Connect w/ prior board member in that position
 Prayer!
 Personal contacts – talk to members
 Find your own replacement – except president
 Give new members a year to get acquainted
 Try to not rope in new members to board
 Handpick – selective
 Term limits
 Networking before/after meetings – recruit
 Mentorship program
 Think ahead
 Board responsibilities @task level
 Continuity of board members
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Create trainee positions to shadow current members
Create director positions to draw from for the board
Board manual
Job descriptions – updated
Board Retreat
Old member grooms new member of Board
Mentoring of new potential board members having them attend a couple board meetings to learn and
ask questions
Transition mtg in June
Position – level ‘binder’ passed on
Accumulate documentation on a board site
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
Changes in leadership:
i. Use for committees
ii. Collaboration tools
iii. Board handbook – Print and online, cd
iv. Chapter by-laws – expectations outlined
v. Communication
vi. Mentoring with existing members
vii. Transition in governance – Structured hand-off
viii. Use of existing positions to cover gaps
ix. Succession plan
x. Small task allotment
xi. Mentoring/assessment of volunteers
xii. Communication with membership
xiii. JUST ASK!
xiv. Alcoholic beverages!
xv. Every year leaders elected although unwritten rule
xvi. Some chapters – specify EVP becomes president
xvii. Passing on knowledge = immediate past president
xviii. Bring in someone to go over Roberts rules
xix. Job descriptions part of chapter handbook
xx. Plan a year in advance
xxi. Board mentorship
xxii. Board meetings open to committee members for knowledge transfer
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Institutional knowledge:
i. Stating rules – spell out committees, roles, functions
ii. Align our chapters with ARMA org chart
iii. Outgoing leader trains replacement
iv. Documentation (procedures, resources)
v. Attend leadership conference
vi. Transition plan
vii. Trial by fire
viii. Passing tribal knowledge
ix. Control volume of info – small chunks
x. Position description
xi. Develop handbook
xii. Use volunteer model – communicate
xiii. Word of mouth – wing it - trial by fire
xiv. Transition plan
xv. Collaboration technology tools
xvi. ALCOHOLIC BEVERAGES!
xvii. Structured handbook
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
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)
Master List
 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?
 IGP Certification
 Tours
 Speakers are from various industries
 Name recognition
 Hacking
 How to promote RIM in organization
 Records industry – past, present, future
 Certifications/degree plans
 Tours/field trips/history
 EDRM
 Wearable technology
 SharePoint
 Identity theft
 Computer forensics
 Social media
 Defensible disposition
 Big bucket theory
 Panel discussions
 World café format with specific topic
 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
 Privacy security
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Industry specific
Well known speakers
Retention is a popular topic
Site tours
Leadership
Career development
Social media and technology
Panel discussions re: retention schedule
Favorite local weatherman “personality
Disaster recovery
Horror stories like forensic IT
Professional closet organizer and applied to RIM
Make our principles relevant to non-RIM Audience
E-Discovery
Data security and privacy
Panels telling real-life pain points and successes
Ethics
Etiquette
FOIA – lawyer speaker
Communication skills
RIM and IT relationship
Acted scenarios, skits  “Edutainment”
Going back to basics
Disaster recovery – plans
Privacy
Compliance
Security
Risk management
R.O.I. Metrics
Social media
Mobility
Principles as a tool
Highlighting Special Projects by members
Succession of professional development
Tools
Marketing yourself as a “pro”
i. Photographer
ii. Resume helps
iii. Education
Film event – popcorn!
Personalities (big names)
Panel discussions
Issue viewpoints (vs.)
Industry specific topics
Business resumption (disaster recovery)
Presidential directive
Master List
 Practical application of RIM/IG – Case studies
 Industry specific RIM/IG based on demos
 Technology for IG Pros
 Privacy
 Information security
 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
 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?
 IG as value center
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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.
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
Common topics
Panel discussion/Round table
More interactive
Case study
Vendor Showcase (different vendor areas) Sponsors speak for 5-10 minutes
Work with other associations
Rotation of topics
i. Expertise
ii. Case studies
 Relative trends
 Appeal – choose good topics and speakers
 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, 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
Master List
i. Santa Fe has no fee for monthly meetings (have breakfast mtgs.)
ii. Accept POs, cash for seminar fees
 Yes, included in total cost
 Yes – PayPal or Eventbrite or Cvent – Will refund 48 hours in advance, have cc reader at meetings
 Yes – Square, chapter absorbs fee
 PayPal
i. Purchased a tablet exclusively for the chapter (as opposed to using an individual’s device)
 Eventbrite.com
 Check or cash
 Website interconnector
 Combine single account monitoring
 Cvent – Merchant services account (Bank/AmexBank)
 Difficult to determine how much we really are paying and where it comes from (intermediate report
from processor)
 Invoices for payment
 Nobody passes credit card fees to members
 Federal participants – PayPal is blocked
 Yes
i. CC
ii. PayPal
iii. Square
 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?
 Door Prizes
 First meeting free
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Bring a friend and both get in free
ARMA bucks earned (completing surveys, bringing friends, etc.) for end of year drawing for prize
High quality content
Location
Professional development outside of RIM, career coach
ARMA guest speakers
Free booze
Combined with other orgs
Tours (museums, archives, NARA
Communicate “session of the month” to members
Send postcard
Communicate with plenty of lead time through multiple channels
Field trip
Attendance prizes
Free reg fees if find a sponsor
Free membership
Price points
Virtual mtgs
Communication with broader groups
Contest
Mentoring
Financial
Incentive
Board members each bring guest
Solicit attendees through vendors
From lunch to happy hour time
Offer funds through a scholarship fund i.e. collect credits towards funds
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
Carpooling
Locations – accessible/public transportation
Multi-faceted content – relative
Bring a friend program – BYOBFF
Open house – students and other stakeholders/partner with academia
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Enticing invitations
Call the no-shows/non-attenders
Personal invite
Marketing
Be more open to each other and new members
Invite IT
Survey
Make life meeting web as well or conference call
Develop relationships
Incentives (BOGO)
Raffle for a freebee
Invite managers/supervisors (Boss day)
Catchy meeting titles – (Records to solve cold case murders)
Make it FREE
Partner with other professional organizations – joint meetings
Invite management and execs so they can encourage staff
Networking happy hours
“meet-ups” – can go on meetups.com and find networking groups for your interest.
Timely issues
Hot topic – good speaker
Timing of meeting based on weather (i.e. FEB – will they come?)
Feed them – upscale restaurant (Clyde’s)
Clear communication – what to do/expect (i.e. food, dinner) at meeting
Rotate venues – once a year, stability of location key by members get tired of same place every year.
Survey members – on preferred meeting location
Member invite a guest for free
Joint meeting with related organization
Manage price (consistent price point)
Interesting/topical programming
Transformational program
Interactive program
Accessible locations and parking
Improve and alternate program announcements
i. Linked in
ii. Twitter
iii. Facebook
iv. Website
v. ARMA cross culture/announcements
vi. Ray’s calendar (inside the records room. Com)
Raffles
ARCI (Alcohol related chapter incident)
Attendance raffles/awards
Bring a friend, 1st time attendee
Drawing, gift cards/wine
Award, certificate
Rewards Program (attend meeting $ or referral reward)
Master List
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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
# meetings
Advertising on website
Plan year in advance (have backup in case they flake on ya)
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?
 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
 No, should there be?
 What it looks like:
i. Collaboration
ii. Plan
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iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
xvii.
xviii.
xix.
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Mentoring
Back up
Training
Schedule
Content
Documentation
Various responsibility
Get a student and help (avoid burn out)
Incentive participation – Scholarship/benefits
Content maintenance
Training: back –up person
Weekly – easy , intuitive (online help chat)
Every board member has password
Need a plan
ARMA Int’l tools
ARMA chapter websites need to be standardized; uniform
Easier navigation to chapter sites
1. Sidebar : use secretary as entry level to leadership
Yes! There’s a plan – what it looks like:
i. Collaboration (key)
ii. Backup person
iii. Training
iv. Documentation
v. Standards
vi. Content – vetted, edited, schedule updates/change
vii. User guides
viii. Pictures
ix. Division of responsibilities
x. Mentor for prior year
xi. Announce vacancies at meetings
xii. Courting
xiii. Job descriptions
xiv. Document function – Role, Process, Responsibilities
xv. Partnered with university program
xvi. Breaking up responsibilities
xvii. Should have vote/voice in chapter business
xviii. Ball and chain: find and keep ‘em
xix. Incentive
No
Yes:
i. Offered scholarship for free membership in turn for them taking on a project, i.e. the website
ii. WebEx sessions for the training successor
iii. Region webmaster trains and supports chapters
iv. Document policies and procedures so volunteers receive a “guide book” for their role
v. Local college student – do as a project
Training = yes, succession = not exactly
Expand question to all board positions
Master List
 Lengthen term of position
 Alternate/Back-up
 Mobile device app
 Fail to plan = plan to fail
 Yes (issues with changing web platforms, admin, cost, time)
 Succession plan – sort of/informally
 Without succession plan = burnout, inefficient, brain, drain
 Need to document board position responsibility
 Check list/time line – especially for event
 Keep plan updated (avoid dormancy)
 Website tool from ARMA Intl would be useful to chapters… infrastructure required
 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?
 Yearly subscription
 Monthly mtg topic survey
 Creative mtg locations
i. Tours
 Change mtg times
 Spring seminar planning
 Networking mtg
 Free apps & drinks
 Frequent communication
 Survey of needs
 Free lunch instead of a monthly meeting to brainstorm
 Tied charity/fundraiser into mtg – SUC project
 Assign a mentor
 Relevant/exciting new topics
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Email, newsletter, website communication
What’s in it for me?
Table topics/ice breakers at tables
Raffles – for prize and charity split
Build relationships with members
Educational content
Membership surveys appoint new members to serve on committees, taskforce (rather than ask)
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 opportunities and recognition
Member spotlight
End of year drawing for
i. ARMA International conference
ii. Chapter and ARMA member cost
Email Feedback
Diversified communication
Small town, what else are they going to do?
Virtual meetings
Get them to join committees
Vender forums
Hot topics
Rotate topics
Provide variety of venues
Make it fun – Social
Non-“salesy”
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Engaging speakers
Recognizable speakers
Shorter meetings
Food
Booze!!
Give aways – raffles, give back
Awards –recognition
Member spotlight
Interactive meetings
Local interest with R.M. implications
Good venues – Bar nearby
Personal outreach
Greeter at door of meetings – separate from registration table
Mentorship – Board level – CRM, IGP, student
Social media, Twitter, Hootsuite
Website updates
Programming excellence
i. Topics
ii. Door prizes
iii. Fun games
iv. Engaging
One free drink/good food venues
Informative topics
Personal interaction – email, face to face
Annual events
Bring your boss
Tour/ Latest topics
Blending attendance approach
Relationships
i. Names
ii. Common interests
iii. Guests (invited)
Be ambassadors to the profession
Be current/Accessible
i. Website
ii. Library
iii. Resources
iv. Presentation Tours
v. Education (certs, topics, speakers)
vi. MENTORSHIPS
vii. Love your vendors, sponsors
Good speakers
Surveys
Raffles and auctions
Diversity in volunteer opportunities
Practical and pertinent topics
Master List
 Dynamic speakers
 Regula communication via social media, email, contact
 Community outreach – shred day, assist non-profits, train
 Career development seminars/workshops
 Social event “edutainment”
 Internships and mentorships
 Tie events to interests of members
 Open panel discussions and gripe sessions, open houses, subject matter
 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?
Master List
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As a vendor/member bring a client to a meeting, personal invitation or generic invoice
Communication
i. Via face to face
ii. Use new hires
iii. Networking at the other events
iv. Add visitors to mailing lists
v. Share invites to/within your group
Know who cares about the topic
Use linked in to find non-member records managers in your area
Advertise no job websites
Advertise in free business periodicals
Facebook, mailchimp, LinkedIn, Eventbrite, twitter
Marketing with other organizations i.e.: IIMC, CMCA, Bar Assoc.
Interface with other companies
Local business news
Interaction with local schools/college/universities
Vendor inclusion and contacts
Word of mouth through all business contacts
Table at career fair @ local MLIS/IS schools
Free 1st meeting
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
Prospect list “099”
Cross promotion – similar organizations – Social media, web
Table top at events (INFOGOV, CON, MER, AIIM, ILTA)
University Partnerships
Joint meeting (in co)
Virtual meetings via LinkedIn, WebEx
Bring your own BFF
Students:
i. Paralegal
ii. Library school
iii. I Schools
Vendor Partnership/evangelize RM
Bring your clients
Master List
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Financial incentive
i. Scholarships
ii. Students
iii. Other training
Advertising (direct)/ Marketing (define value and benefits
Go to local colleges to offer free membership
Members bring guest for free
Social media campaign – tweet, LinkedIn
Targeted mailers by industry or municipality
Hot topic, experts
Joint meetings with other organizations
Use your company depts. To contact counter parts at other agencies
Internships and placement services at schools – info, law, etc.
Contests/incentives to bring in new members
Newsletters – targeted distributions - social media outreach
Vendor contacts
1st event free
Scholarship program – vendor sponsored
Word of mouth
Bring a guest/friend
University relationship
Invite your boss/share value of ARMA
Other departments
Mailing lists
Social media ports/twitter/LinkedIn
Marketing materials/HQ
Cross-pollenated with ILTA and other orgs
Chamber of commerce/BBB, SBA
Mom and pop shops
Volunteer to do an archival project
Attend “Shred” day events
Local list serves
Info booth at technology fair
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
1. Social media?
2. Use survey monkey
Master List
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. Scholarships
vi. Rehab team (“Records health advisory board”)
vii. Blog
viii. Mixers with mixed drinks, after hours wine and cheese
12. How do you plan your upcoming year of programs?
 Get help from Vendors
 Planning retreat
 Ideas from chapter reports given at leadership
 Outreach to potential speakers at other conferences.
 Theme setting for whole program year
 Committee
 List tops and match with speakers
 Find best attended/rated sessions @ national conference – ARMA, AIIM, MER
 Survey with prize drawings
 Theme for the year
 Planning session in July or August (after leadership)
 Survey members for topics (end of year)
 Proactive in scheduling speakers well in advance
 Backup plan in case of poor weather
 Theme the who year “CRM theme”
 Examine past 3.5 years
 Info security and privacy – how to handle a breach /forensics
 General Business skills
i. Project management
ii. How to manage a records mgmt. project
iii. How to implement a records/content/document mgmt. system
 Change management
 BYOD
 Legal/eDiscovery
 Emotional intelligence, leadership, roundtables, work
 Life balance – appeals to all industries (CLE, IGP, CRM)
 Personal development
i. IG
ii. IT
iii. Disaster recovery, panel discussion
 SharePoint, cloud, social, mobile, BYOD, wearable tech, email
 Winery location for meeting
i. Tours
 Don’t be afraid to be specific, you cannot reach everyone at one shot!
 Case studies – work, re-group
 Situation – moderator (Disaster Recovery)
 Industry specific workshops
Master List
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Experienced  Newbies
Debate
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
Yearly planning meeting (June, July) 9-4 (All day)
Pick a theme at planning meeting
Professional Development committee or board brainstorms topics/speakers
Scheduled day long planning meeting
Coordinate with other chapters
Bring in entertainment/food
Preplanning meeting before year starts
Team effort – all board handles various meetings
Summer all-day retreat to plan (beach house, local offices, etc.)
Pick topics how?
i. Topic first then speaker
ii. Survey (monkey) to members – for issues, topics i.e. return to basics: retentions; what is RM,
cloud
Lunch and learns - steady participation
Location - location – location
Programs  Strategy meetings
Speakers/topics  template
Fill by Aug/Sept
Each month – different industry topics
Decided on a theme
Set 3 planning meetings to discuss
Assign members to develop each month’s presentation
Reach out to service providers for contacts/speakers
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
Master List
 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
13. What is the success rate of attracting members to monthly meetings?
 So-so –average – 30%
 20-35% attendance (one 60%)
 20-30%
 Call membership increase by 5%
 25% (dependent on communications and topic)
 50%
 20%-50%
 25%
 Attract 1/3 membership to meetings
 Define success upfront
 The number of members that attend based on overall membership
 Alternative locations – locate locations
 Attract geographically diverse – ease of access!
 Breakfast, lunch, dinner, happy hour, lunch and learn online
 Smaller chapters usually have higher percentage of attendance – members know it will be noticed if
they’re not there
 Success rate depends on relevant/interesting topics
 40% success rate
 Depends on presentation
 Acquisitions/mergers
14. How do you attract members that historically don’t attend meetings?
 Hot topic “in the news” speaker
 One on one communication using multiple channels i.e. email, phone, etc.
 To keep, have a personal relationship with their members
 Content!! Advertise it!
 Target students
 Scholarship opportunities
 Incentives: ARMA $; prizes/gift card
 Personal call
 Vendor sessions that are free before meetings
 Personal contact, W.I.I.F.M., incentives, free lunch
 Invite to attend at no cost
 Meeting to honor historical members
 Bring boss or friend for free
 Extra raffle ticket if bringing guest
 Free lunch for annual meeting
 Vendor sponsored lunch
 Some come back – content, network, looking for jobs.
Master List
 Outreach (alphabet soup of orgs)
 Encourage board members to recruit from other events
 Free offering
 Location variation
 Time of day
 Free stuff
 Different verticals
 Basics
 Survey membership
 Communication
 Programming
 Targeted survey to attract members that normally don’t attend
 Personal outreach
 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
15. 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?
 Face to face
i. Personal interactions
ii. Relationships
iii. Network
iv. Food/Drink
v. Know audience
vi. Can see reactions
vii. New faces
viii. Can be used as a team activity
 Conference call/Web conference
i. Can be organized quickly
ii. Allow for more participation
 Benefits of face to face:
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:
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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