Chapter Meeting...2001 October 2001 Vol. 2001 No. 2 Inside Presidents Message 3 What the heck is...

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October 2001Vol. 2001 No. 2

InsidePresident s Message 3What the heck is SII? 6Web site survey results 9

GLA News & Views / September 2001

GLA/ARMAChapter Meeting

November 14, 2001

"Robotic File PullingIn A Commercial Records Center:

The Secrets of Accessing1200 Active Files per day

Hear Noeleta Lacey of Advanced Records Management, Inc. tell usabout mobile racking systems, complete vault environment withdoor and elevator access, and robotic active file picking of a stag-gering 1100-1200 files per day.

Visit us online for more details:www.arma-gla.org

Stop waiting in line to Register for GLA Chapter Meetings.Save Time & Money!

GLAs Annual Pass allows participants to prepay for all 10 Chapter Meetings in advance.Pay $250 for all 10 meetings at a cost savings of up to $100. And you will be pre-regis-tered for every meeting. No refunds are given for missed meetings but a colleague fromthe same company may attend in Annual Pass holder s place.

Regular Chapter Meeting prices are as follows:

$30 pre-registered to GLA members$35 without pre-registration to GLA members

Pay $250 for all 10 meetings and save time and money.

G L A ’ S A N N U A L P A S S

1

$100 Gift Certificates!

Thanks to Un

iscribe who will

be handing out two $100 Gift

Certific

ates to Nordst

rom.

D oor

Prize

s

GLA News & Views / October 2001 2

Jim’s CornerBy James Higdon

GLAA R M A President

President s Message

to analyze what kind of information is goingto be useful to your firm, company, or clientand what is the most efficient way to deliverit to them.

Imagine that the DMV hired you to analyzetheir information operations. While youarchitect a web based type repository foreach office to better share information, youhave the idea that if there was an extranetthat allowed insurance companies to com-municate with your new database, the DMVcould be instantly aware of when one s lia-bility insurance was terminated. Then youthought, "what might happen if the DMV sextranet was talking the Los Angeles PoliceDepartment?"

These are the thoughts went through mymind when first starting conversing with Halat the LAUSD over six months ago. Imaginethe information challenges with agenciessuch as the LAUSD or the DMV. The inspi-ration for October s meeting "EffectivelySelling Your Ideas to Upper Management"was in fact inspired by multiple conversa-tions about data mining over coffee with Hal.Even if you can architect a solution for theDMV or LAUSD, who has the skills to sell itto the Superintendent of a school district orBarbara Boxer?

Montreal has come and gone and we intoour second month of the 2001 GLA year.For those of you who were not able to attendthe ARMA International Conference lastmonth, I recommend visiting the website fora recap of the keynote speakers: Arma.Org.You will find enclosed in this newsletter,some fun photos from Banquet night inMontreal, and a word of advice for those ofyou who didn t attend; visit Montreal espe-cially if you like to eat. It is an easy city toacclimate.

The GLA Board is looking for help in the formof volunteers a few key positions that are stillopen. Please contact me if you are interest-ed.

Hal Kwalwasser from the Los AngelesUnified School District spoke at the SkirballCenter last month touching on a wide rangeof topics. The common theme in every topicwas "Data Mining." He told a story abouthow the New York Police Departmentinputting data into a centralized databasethat "tells them" at the end of the day whereand what kind of crime is happening. Theydispatch their force according to the per-centage of crime in areas per the databaseresults. Hal challenged Records Managersto be more than "information retrievers," but


GLA News & Views / October 2001

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Conservation Road Show" in Riverside

Free Artifact Conservation Workshops

Sponsored by Riverside Municipal Museum

Barbara E. Nye, CRM

The Riverside Municipal Museum is hold-ing a series of free ConservationWorkshops. The next ConservationWorkshop is scheduled for November2001.

"Caring for Your Treasures: 3D Objects"presented by Robert F. McGiffin of theAntique Rehabilitation Studio, will takeplace at the Riverside Municipal Museumfrom 10:00 a.m. to 5:00 p.m. onNovember 3, 2001.

Mr. McGiffin will discuss conserving furni-ture, statues, jewelry and leather objects.He earned a B.A. from Syracuse

University and a Master s degree fromCooperstown Graduate Program, ArtConservation Center.

The presentation will take place from10:00-12:00 and object assessment willtake place from 1:30 —5:00. Attendeesare encouraged to bring an object forassessment during the afternoon session(that s the "road show" part!).

The series is sponsored by a grant fromthe Institute of Museum and LibraryServices. The Museum will present threemore free workshops in this series:

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Date Topic Presenter

February 23, 2002 Textiles and Costumes Irena Calinescu & Cara Varnell

March 23, 2002 Paintings Caroyln Tallent

April 13, 2002 Archeological, Ethnological Tamsen Fullerand Geological Objects

Space is limited, so if you are interestedin attending, it is important to registersoon. Contact Marjorie Mitchell at theRiverside Municipal Museum for addition-al information:[email protected] or via tele-phone: 909-826-5273.

The museum is located at 3580 MissionInn Avenue, Riverside, California, 92501.You can visit their web site at:http://www.ci.riverside.ca.us/museum/.


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Stop waiting in line to Register for GLA Chapter Meetings.Save t ime & Money .

G L A s Annual Pass

GLAs Annual Pass allows participants to prepay for all 10 Chapter Meetings in advance. Pay$250 for all 10 meetings at a cost savings of up to $100. And you will be pre-registered for everymeeting. No refunds are given for missed meetings but a colleague from the same company mayattend in Annual Pass holder s place.

Regular Chapter Meeting prices are as follows:

$30 pre-registered to GLA members$35 without pre-registration to GLA members

Pay $250 for all 10 meetings and save time and money.


Congratulations to 29 new Certified RecordsManagers; as of July 1, 2001

Bonnie Brinson, CRM Bradenton FL

Colin E. Cahill, CRM Worcester MA

George D. Darnell, CRM Manassas VA

Nola A. Freeman, CRM Lakewood CO

Donna G. Galata, CRM Montgomery Village MD

Sherry L. Guthrie, CRM Albuquerque NM

Kevin G. Harrison, CRM Belen NM

Rhonda M. Healey, CRM Stittsville ON

Patty Holmquist, CRM Milton WA

Wess Jolley, CRM South Royalton VT

John Lazuk, CRM Jacksonville FL

David F. Lowry, CRM Kingston NY

R. Kirk Lubbes, CRM Reston VA

James L. Mack, CRM Forest Lake MN

Patricia A. Marek, CRM Boulder City NV

****Janet Matson, CRM Lake Elsinore CA

Patricia P. McFerson, CRM Clearfield UT

David A. Prochnow, CRM Boulder CO

Danielle R. Rempel, CRM Blaine MN

****Tony R. Russell, CRM Beverly Hill CA

Karen Shaw, CRM Platte City MO

Karen D. Smith, CRM Summit NJ

Carolyn Stewart, CRM Cape Coral FL

****Sergei M. Volkov, CRM Placentia CA

Lila D. Waldman, CRM Montello WI

Janis M.C. Wilson, CRM Raleigh NC

Melissa S. Yocum, CRM Higginsville MO

****Robert C. Zornado, CRM San Marcos CA

****Carole C. Zuvich, CRM Redondo Beach CA

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What is Records Management?The International Standard ISO 15489 calls it "Records Management". What’s in a name?More appropriately, we should ask, "What is Records Management, RM ?" Where is itpositioned, and what part does it play in the wider scheme of things?

Questions:

1. Is it Information Management "IM"? Well, yes it is. But it is much more.

2. Is it Knowledge Management "KM"? Maybe, but without RM there would be no Knowledgeto draw upon so, as in IM, it is much more than KM. RM is the foundation upon which KM andIM are based.

3. Is it Intellectual Property "IP"? Well, as in IM and KM, it is but it is much more. RM is the foun-dation of IP for, without RM, how would we know what IP we held?

4. Is it Record Keeping "RK"? Yes, again! At the recent RMAA Convention in Sydney (3-6December, 2000), "Bridging the Gap", David Roberts, the director of State Records, NewSouth Wales "N.S.W.", indicated that all of us as individuals, employees of Organizations,workgroups within Organizations and Organizations themselves be they Private,Commercial, Government or Educational are record keepers. I believe he is correct.But is RK the end thing? We may all keep records but do we manage them? Why do we

keep records? So that we may find them in the future, whether that future point is in a mil-lennium or a nanosecond away! So, if we keep them but we don’t manage them effectivelyand can t find them when we need them, why keep them? RM is greater than RK but RK isa part of RM and also of Archive Management "AM".

5. Is RM Webpage Management "WM"? Well, if it isn’t we may all be in for some rude shocksdown the track. RM is Webpage Management and content management of www pages plusrevisions and transactions.

6. Is it Document Management "DM"? Yes, it is, but it is greater that just single linked documents.RM gives content, context and relationship of documents in a physical or virtual file structure.

7. Is it Electronic Document Management "EDM" or many of the other derivatives of the themeEDMS, KMS, IDMS, etc.? Undoubtedly! RM is all these things and more.

8. Is it Image Management "IM"? Well, yes, it is but, again, it is greater than IM.

9. Is it Data Management "DM"? It is, but RM is greater than DM, too.

10. Is it Digital Asset Management "DAM"? It is, but it is greater than DAM too.

11. Is it Financial Records Management "FRM"? Yes, but it is also greater than that.

12. Is it Medical or Health Information Management "HIM"? Yes! But HIM is a specialist sectorof RM.

13. There are new processes and concepts coming to this industry every day, but only RM is pro-viding the proven umbrella solution over time.

RM is the total picture. Whatever the name of the activity or the new buzzword, it is a part of theholistic RM environment.

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So, what is Records Management?

To me, it is a core business activity [and I mean business in the broadest sense] without which noorganization, however small or large, can meet its operational activities, its moral responsibilities,or can document proof of meeting its statutory, legal, financial or shareholder responsibilities, orprovide for its history.

Records Management is the foundation stone on which all organizations are built and which with-out they cannot operate effectively or efficiently. It is a, or the core business activity and not anadd-on, which we are forced to implement by threat of penalties or embarrassment.

Records Management is good management practice and should be in the forefront of any execu-tive mindset as a strategy for best practice to provide efficient, effective and cost minimization ini-tiatives. Without effective RM, inefficient and ineffective decision-making will be made and remadewith mistakes repeated without a reliable decision-making information base from which to start toappropriately manage any situation. Effective Records Management will provide returns in pro-portion to the effectiveness of the RM system in place.

Records Management is not a cost centre. It is a strategic investment from which all organizationswill benefit greatly.

A Records Management Vision Statement, could be:The goal or vision for the operation of the management of records and information within anyorganization, Government or Private, should be that data is entered only once into the organiza-tions records and information system irrespective of it s source. This data may be created inter-nally or obtained from an external source free, in the normal course of business or at the lowestcost and with the highest degree of purity. All data held within the Records and Information SystemInfrastructure should integrate with the total organizational environment without having isolatedislands of data being inaccessible to any of the organizations personnel. Once data is entered intothe system it must be available to all personnel across the organization who have, a need to know.This need to know requirement will be tempered by a management policy as to the level of secu-rity that any data may require and also which individual or groups of individuals should haveaccess.

As David Roberts correctly put it, or asked the question, why the Cringe Factor? Why do we needto call ourselves other than what we are, we are Records Managers or Records ManagementProfessions, not persons limited to small sectors of this great and venerable profession.

I admit that in recent times [the last 10 years] I have felt that inclusion of "Information" would haveassisted understanding with its addition to the title as Records and Information Management"RIM". But, on deeper thought and prompted by David Roberts question, why the Cringe Factor?I wish to be known for what I am. I am a Records Manager or Records Management Professional,not a lesser being with a lesser role or buzz title within an organization or society, and I am proudto be just that.

A Records Management Professional

Records Management . . . continued from Page 9

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Banquet Nightin

Montreal

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Pat Warren, Jan Hodges, Nyoakee Salway

Barbara Cross, Trudi Tropp Mary Dunton, Jim Higdon, David Farnuth

Lynette AllenChapter MeetingsRecords Supervisor at Proskauer RoseLLP, past president of GLA ARMA, andactive member of GLA ARMA andLRMA since [email protected]

Angeline Tan, CRMPublic Relations DirectorRIM Consultant on project basis withBaker Robbins & Company, aCommittee member of EducationDevelopment ARMA International, for 3years, and 17 years of ARMA member-ship in Canada & USA and member ofICRM for the past 7 [email protected]

Paul GarciaRecruitmentRecords Manager for Silver &Freedman, APLC. and over 12 yearslegal Records [email protected]

Trudi TroppHistorianManager of Records & Facilities ofFoley and Lardner, over 20 years ofLegal Records Management, Presidentof LRMA and GLA Chapter member of10 [email protected]

Barbara NyeCommittee MemberBarbara E. Nye, CRM, have served onthe GLA Board since 1995, includingserving as Chapter President in 1998-1999. Her carreer has spanned 25 yearsand she is now a principal in IctusConsulting, which provides services inall areas of records and informationmanagement. [email protected]

GlA ARMA Board of Directors2001-2002

Barbara Cross, CRM, MLSTechnology DirectorDirector, Record and InformationManagement at Sony PicturesEntertainment with over 14 years expe-rience in records management; formerCRM Liaison and Education Director forthe Greater Los Angeles Chapter ofARMA. GLA ARMA 2001 ChapterMember of the [email protected]

Pilar McAdamCorresponding SecretaryRecords Manager at Boeing SatelliteSystems (formerly Hughes Space andCommunications), a manufacturer ofcommunications satellites, experiencein technical, administrative and busi-ness support functions over the last 25years. [email protected]

Jan Hodges, CRMChapter ConferenceCorporate Records Manager for Mattel,Inc with over 20 years experience inrecords management.. ARMA membersince 1981 and past President of GLAARMA [email protected]

Patricia WarrenChapter ConferenceSupervisor, Records & DocumentImaging Corporate RecordsManagement for Mattel, Inc. with over18 years experience in records & infor-mation management; CRM candidate,former past president of GLA ARMA, 2time GLA Chapter Member of the Year,and past ARMA InternationalConference Program CommitteeMember. [email protected]

Juanita Skillman CRM, FAICommittee MemberRecords Manager for Orange CountySanitation District. Treasurer, ARMAInternational,Past President of GLA and OrangeCounty Chapters, over 20 years experi-ence in various area of Records andInformation [email protected]

Kay Schardein, CRMCommittee MemberRecords Manager with The BoeingCompany. She joined ARMA in 1988and is past President of the Rio GrandeChapter in Albuquerque. She has over15 years of experience in environmentalrecords and retention scheduling in var-ious settings — state and federal agen-cies and private [email protected]

Jim Bennett- CRM [email protected]

ARMA International4200 Sommerset Drive, Suite 215Prairie Village, KS 66208Ph: 800-422-ARMAFx: 913-341-3742www.arma.org

GLA ARMA1525 Aviation Boulevard, Suite 355Redondo Beach, CA 90278www.arma-gla.org

Return Service Requested

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CAPermit # 93538

James HigdonPresidentOperations Director West Coast forUniscribe; a company offering innovatedocument solutions for all types ofindustry; background includes develop-ing and supporting a wide range ofrecords and information managementoperations and significant systems/inte-gration experience. [email protected]

Judy ShieldsVice President President ElectRecords Supervisor for Lyon & LyonLLP, Director of Placement andRecruiting for the past two years andGLA ARMA 2001 Chapter Member ofthe [email protected]

Cynthia J. Nunes, MLSTreasurerPrincipal and Lead Information SystemsConsultant for Ictus Consulting, LLC.(http://www.ictus.com), has over 12years of experience in the development,design, implementation, and deploy-ment of information management sys-tems; formerly Web Manager for theARMA International Pacific Region,establishing their web site; also servedas Web Manager for the Greater LosAngeles Chapter (1998-2000). GLAChapter Member of the Year [email protected]

George DalingerRecording SecretaryOwner of LightstreamTechnologies Inc., a companyoffering information managementsolutions using the technologies ofDocument Management, Workflow,Forms Processing and ERM/COLDto reduce costs and increase cus-tomer [email protected]

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