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NEWS & VIEWSGreater Los AngelesJanuary 2003

Vol. 2003 No. 1

Greater Los Angeles ARMAChapter Meeting, January 15, 2003

“Implementing Retention Schedules in aTechno-centric Business World"

Page 4

Fast Track 2003 - eXtreme RecordsManagement: From Inventories to Intranet

Page 8

Sarbanes-Oxley ACT of 20021

"On Dasher: Text Entry Technology Types it for You”

Article written by Barbara E. Nye, CRMPage 18

NEWSLETTER FOR RECORDS AND INFORMATION MANAGEMENT PROFESSIONALS

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DISCLAIMER NOTICE

ARMA is published at least 10 times duringthe fiscal year. Readership includes mem-bers of the Greater Los Angeles Chapter ofARMA International, as well as describedrecords and information management pro-fessionals in the Los Angeles areas. Theinformation contained in this newsletterdoes not necessarily reflect the views of themembership or the editor, nor is there anyendorsement of advertisements or pub-lished seminar information. This newsletteris offered only as a source of information.

FROM THE EDITOR:May 2003 bring you much love, happinessand success!!

NEWSLETTER EDITOR:Elle JonesGRM Information Management Services4901 Zambrano AvenueCommerce, CA 90040Phone: (323) 972-1239Fax: (323) [email protected]

DEADLINE FOR NEXT ISSUE:January 29, 2003

DESIGN AND PRODUCTION BY:ARMA Newsletter [email protected]

PRINTING PRODUCTION BY:AKHIL International(909) 982-0161Fax: (909) [email protected]

To sponsor a meeting and advertise in GLA-ARMA, please contact:John ApodacaAccutrac Software, Inc.350 South Figueroa Street, Suite 141Los Angeles, CA 90071Phone: (213) 626-3000Fax: (213) [email protected]

Contributions or gifts to ARMA International or tothe GLA ARMA Chapter are not tax deductible ascharitable contributions for Federal Income Taxpurposes.

The Greater Los Angeles ARMA (Board) meets regularly on the firstWednesday of each month at 5:30 p.m..The 2002 - 2003 meetings are held at:

SONY Pictures Entertainment10202 Washington Blvd.Culver City, CA 90232

OTHER HELPFUL TELEPHONE NUMBERS

To request a Chapter Meeting speaker and for scheduled meetingdates contact

Kay Schardein …..(562) 384-2548

For schedules of Board Meetings contact Barbara Cross …(310) 244-8803

For questions regarding membership contact Tripp Hemphill …….(310) 553-8383

For all other related inquiries contact Jim Higdon……(818) 554-4546

For more helpful information……www.arma.org or www.arma-gla.org

Inside

President’s Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3January Monthly Chapter Meeting . . . . . . . . . . . . . . . . . . . . . . . 4The Getty at GLA ARMA December Meeting . . . . . . . . . . . . . . 5Executive Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Fast Track 2003-eXtreme Records Management . . . . . . . . . . . 82004 Conference, Long Beach . . . . . . . . . . . . . . . . . . . . . . . . . 9Sarbanes-Oxley ACT of 2002 . . . . . . . . . . . . . . . . . . . . . . . . . . 11Contant Management Training Seminar sponsored by AIIM . . . 13Hynda Rudd: History is All Around Her . . . . . . . . . . . . . . . . . . . 14ARMA Int’l - Local Government Industry Specific Group. . . . . . 17On Dasher: Text Entry Technology Types it for You . . . . . . . . . 18GLA-ARMA Lending Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Trudi’s Tidbits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222002-2003 Officers and Directors, GLA-ARMA . . . . . . . . . . . . . 23

GLA News & Views / January 2003

Jim’s CornerBy James HigdonGLA ARMA President

President’s Message

are encouraged as a chapter totake part in a philanthropicendeavor each year. I assignedthe task to our Public RelationsDirector John Apodaca not know-ing that John has a history of vol-unteering for the Mission. What aneye opener! Although only a num-ber of blocks from downtownwhere many of us work, that com-munity might as well be a thou-sand miles away from Bunker Hilland Pershing Square. The differ-ence is startling. For those of youinterested in the urban poverty sit-uation and want to help, you cancontact the Mission directly at(213) 629-1227 extention 301.

By the time you receive thisnewsletter, the Sarbanes-Oxley

Two days before Thanksgiving thisyear, a handful of GLA membersvolunteered their time at The LosAngeles Union Rescue Mission.Seeking to provide hope andopportunity for destitute andhomeless men and women of theLos Angeles community, eachyear The Mission provides aThanksgiving gala for those inneed. John Apodaca, Trudi Tropp,Kandice Merrill, Richard Davalos,Maria Sagnero, Trina Matthewsand myself helped prepare andserve dinner for roughly five hun-dred people of the Skid Row com-munity of Los Angeles.

Sadly if I were not President of theGLA Chapter, I would not haveparticipated in the event but we

webinar hosted by Sony Picturesfor GLA will have come and gone.For those of you who don't know,The Act is direct result of theEnron/Arthur Andersen and othercorporate scandals affecting cor-porate records management pro-grams in the U.S. I want to takethis opportunity to thank AprilDmytrenko and Barbara Cross forreserving the screening room andall of the other details involved thatallow us to offer something ofimportance to our membership.

3www.arma-gla.org

As a value added feature for GLA-ARMA members, we have kiosk set up at the chapter meetings so you areable to pay by credit card if you were not able to pay online on time. There will be a slight handling fee of $3.00for this convenience also visa and MasterCard will be the accepted cards of choice.

Photos taken by Kandice Merrill, ARMA Historian

RESCUE MISSION PICTURES OF THE ARMA GLA CHARITY EVENT


ABOUT OUR PROGRAM

"Implementing Retention Schedules in a Techno-

centric Business World." It's not just paper anymore. In

many organizations, the paperless office is becoming more

and more of a reality. Every business has a website and

maybe a number of portals, the courts tell us that e-mail is

indeed a record, we see companies that exist for the sole

purpose of searching out old electronic records during liti-

gation, and e-business is becoming the standard instead of

the exception. Those records managers who haven't

addressed electronic records retention scheduling, control

and disposition have a challenge ahead of them as they

grapple with how to develop and implement retention and

distribution processes for document management reposito-

ries, databases, e-mail, structured and unstructured web

content and other digital content.

And its not just one tool anymore. Today's records profes-

sional calls on multiple types of technology and multiple

strategies to achieve their retention objectives. Learn about

taking an integrated approach that leverages process, tech-

nology and education to implement retention schedules in

our increasingly digital world.

ABOUT OUR SPEAKER

George Cunningham has over 20 years experience

developing and implementing records and Information man-

agement programs for clients in the U.S. and abroad. He

has served as an expert witness, and is an accomplished

speaker, writer and guest lecturer. As a prinicipal in

Cunningham & Montana, Inc. (www.cunningham-mon-

tana.com), he is involved in all aspects of information and

records management, including policy development, reten-

tion and disposition, operations management, technology,

facilities, process and workflow.

DIRECTIONS

From Torrance/Long Beach:405 Freeway North; Exit Imperial Hwy; Left at bot-tom of ramp; West to Aviation Blvd. and turnright; Proud Bird is one block down on right side.

From Downtown:110 Freeway to 105 Freeway West; Exit LaCienega/Aviation; Left at bottom of ramp; West toAviation Blvd. and turn right; Proud Bird is oneblock down on right side.

From The Valley/West LA:405 Freeway South; Exit Century/Imperial(remain in left lane of 2-lane off-ramp ... this is along off-ramp ... take second off-ramp marked"Imperial Hwy, West"); At the bottom of the rampturn left and make immediate right on ImperialHwy; West to Aviation Blvd. and turn right; ProudBird is one block down on right side.

There is no charge for parking.

GLA-ARMA Chapter January Meeting"Implementing Retention Schedules in a Techno-centric

Business World" George Cunningham, Principal Cunningham & Montana, Inc.

Wednesday, January 15, 2003

www.arma-gla.org4

Registration: 5:30 PMDinner: 6:00 PMProgram: 7:00 PMClosing Remarks: 8:00 PM

PLACE

The Proud Bird Restaurant11022 Aviation Blvd.Los Angeles, CA 90045310-670-3093


How can we facilitate searchingand improve navigation in our web-sites and databases? At theDecember 11, 2002 meeting of theLos Angeles Chapter, three repre-sentatives from the J. Paul GettyTrust and Museum showed how theGetty uses controlled vocabularies,moderated search interfaces, meta-d a t a ,u s e rstudies,a n df o c u sgroupst oimproveaccess to their public, corporate,and research information.

Murtha Baca, Head of Standards,Vocabulary, and Digital Resourcesat the Getty Research Institute,demonstrated how a newlyrevamped public web interface forthe Getty vocabularies provides formore precise and intuitive search-es. Using examples from the Artand Architecture Thesaurus, theUnion List of Artist Names, and theGetty Thesaurus of GeographicNames, Baca showed how the newsystem shows users more informa-tion about their search strategy andwhere they are in hierarchy of thethesaurus while providing moreoptions to refine their searches.These tools are used worldwide bylibraries, archives, information man-agers, and researchers to facilitatesearching in automated systems.They also have lots of ancillaryuses as well. For instance, fact-checkers in the publishing worldroutinely use these tools to verify

facts, name spellings, current andhistoric geographic locations, etc.

Erin Coburn, Data StandardsAdministrator for the J. Paul GettyMuseum, explained how the Gettyvocabularies work behind-the-scene as search enhancers. Whena user enters a search term on thepublic website the word is com-pared to the vocabularies, thusenabling the system to return agreater number of reliable hits thatinclude variant spellings and relat-ed topics. So no matter if yousearch "Michelangelo," "MiguelAngel," "Mikilanjilu," or "MichaelAngelo," you will retrieve all therecords for "Buonarroti,Michelangelo (1475-1564). Ericalso explained how the Getty care-fully controls the metadata termsused in its html page headers toguide users more efficiently throughits information-rich website.

Tim Hart, Software Engineer for theGetty Trust Web Group, ended thepresentation with an entertaininglook into the ways the Getty usesfocus groups and user studies toimprove the functionality of on-lineexhibitions. Using the Webbieaward-winning, animated site con-ceived for the exhibition Devices ofWonder as a case study, Hartshowed how focus groups gavevaluable feedback on ease of navi-gation, understandability of presen-tation, and even the colors used forbackgrounds. The knowledgegained from this process will help toimprove future web exhibitions. TheGetty also carefully analyzes itsweb statistics to see how visitors

Corporate Websites: Confusing Mazes or Devices of Wonder? By David Farneth

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at GLA ARMA December Meeting

December Meeting Snapshots


are using the site and to identifysections in which navigation mightbe difficult for the uninitiated user.

The websites referenced aboveare: The Getty Center: www.getty.edu

The Getty Vocabularies:http://www.getty.edu/research/tools/vocabulary/

Devices of Wonder:http://www.getty.edu/art/exhibi-tions/devices/choice.html

David Farneth Head, Institutional Archives andRecords Management Research Library The Getty Research Institute 1200 Getty Center Drive Suite 1100 Los Angeles, CA 90049-1688

www.arma-gla.org

Welcome to the third edition of"Executive Summaries" - a columnthat focuses on those business skillsthat are essential for all records andinformation management profes-sionals. We are all Executives overour areas of responsibility and weneed to think this way, act this way,and make decisions this way.Executive Summaries will presentarticles by a variety of professionalson a variety of business topics; any-one interested in contributing afuture article should please contactApril Dmytrenko at 310.244.5770.

This issue's "Executive Summaries"is by Wendy Shade, Western AreaManager of Account Developmentfor Iron Mountain, Inc. In her role withIron Mountain, she provides leader-ship, training and program develop-ment to 50 Account Managementemployees in 17 cities.

Wendy is a tenured ARMA memberand has served as Region VicePresident, President and Chairmanof the Board of ARMA International.In 1997 she was the recipient ofARMA's Distinguished ServiceAward. She not only has an exten-sive background in our industry butshe is a seasoned business profes-sional with a savvy business sense.

Wendy's topic is "What SuccessfulManagers Know"; I am sure you willfind it not only interesting but will giveyou some things to ponder.

What Successful Managers KnowBy: Wendy Shade

Those of us who manage people areconstantly faced with all of the diffi-culties inherent with shouldering theresponsibility for the team's overall

performance. Too often, we spendour time and efforts on those whoare struggling versus those who aresucceeding. Each day we make achoice as to how we'll be spendingour time and more often than not, weend up with the strugglers. Imagine,if you will, how much of an impactthat time would have if given in thesame amounts to those who arealready doing a great job.

One of the great managementbooks, First, Break all the Rules, acompilation of the GallopOrganizations research with thou-sands of successful managers, sug-gests the reason why this dynamicoccurs. We tend to think that we can"put in what's not there" but truth betold, we cannot. There's a likelihoodthat those who are struggling in theircurrent roles don't have the requisitetalents to succeed in that particularposition. Yes, skills and knowledgewill help and are certainly somethingyou can develop, but if the individu-als' talents are not in line with therequirements of the job, it is likelythat they will always struggle. It's notunusual to see an individual worktwice as hard to obtain the sameresults as other team members.That's an indication that althoughthey can go through the motions,they are not maximizing their talentor working in their comfort zone.

We also have this emotional voicetelling us that we owe these peoplesomething and that is true. Theproblem comes when we think thatwhat we owe them is limited to sim-ply helping them to succeed in thejob they are in. Sometimes, whenit's not a good fit, we owe them ourassistance in helping to recognizewhere there true talents lie and find-

ing a role in your organization thatcompliments them. Stop trying tomake people fit the job, hire for tal-ent, and train for skill…….. That'swhat successful managers know.

Now that being said, how do weuncover someone's talents?Whether speaking with an existingemployee or interviewing a potentialcandidate, you can always get tothat answer by asking the right ques-tions. When you ask, "what part ofyour job really stimulates you", yourlikely to get an emotionally chargedanswer that reflects that persons'true comfort zone. They will tend totalk about what they're best at withgreat enthusiasm. "What kinds ofthings do you struggle with" is agood question in leading them to dis-cuss aspects of the job that they canaccomplish, but not likely where theirreal talent lies.

Few of us really consider what ourindividual talents are. We tend totake on a job and push ourselves tomaster all of the requirements.Think about someone you know whoreally loves what he or she does.Then ask yourself what that personstalents are and more times than not,you'll find they're working at some-thing that gives them the opportunityto utilize those talents and expandon them. Challenge yourself to iden-tify the talents of your co-workers,then consider your own. It's enlight-ening and can be the very bestrecruiting and motivational tool youcan have in your arsenal.

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Executive Summaries_____________________By: April Dmytrenko, FAI, CRM


www.arma-gla.org 7

Los Angeles San Francisco San Diego New York Philadelphia Atlanta Florida Chicago Washington DC

Los Angeles Office4901 Zambrano Street Commerce, CA 90040Tel: 323.726.5222


www.arma-gla.org8

GLA ARMA presents…FastTrack 2003 -eXtreme Records Management: From inventories to Intranets

Congratulations! You've been hired by X::RM, Inc., a leader in its industry. Your first assignment? Develop and imple-ment a records retention schedule. Where do you start?…..Who do you call??….. What do you wear???…..For theanswers to these questions and more, join the GLA ARMA eXtreme RM Team for "FastTrack 2003, eXtreme RecordsManagement ".

GLA presents four fast-paced workshops designed to answer all your "how-to" questions about conducting inventories,developing retention schedules, using database tools to manage inventory and retention data, and using the Intranet topublish, distribute and market the results.

Session 1 - Inventory Intensive Date: Tuesday, February 4, 2003Session Coaching: Barbara X (CRM, MLS) :: Barbara nXe (CRM) *Study the purpose, scope and various methods for conducting an inventory. You will develop your own inventory forms,inventory x::RM files and record your observations of x::RM current recordkeeping practices.

Session 2 - Rad RRS Developmen Date: Tuesday, February 11, 2003Session Coaching: Barbara X (CRM, MLS) :: Barbara nXe (CRM) *Learn about the appraisal, classification and legal research required to create the "records series" - the building blocks ofthe x::RM Records Retention Schedule. Then develop a comprehensive Schedule for x:RM, Inc..

Session 3 - Dynamic Databases Date: Tuesday, February 18, 2003Session Coaching: Xndy Nunes (MLS, CDIA+) *Build a database using state-of-the-art database tools to create and maintain x::RM Retention Schedule. You will alsolearn database principles and fundamentals and why this is a powerful technology for Records Managers.

Session 4 - Intranet Mission Possible Date: Tuesday, February 25, 2003Session Coaching: Xndy Nunes :: BX :: BnXeCreate an information space on x::RM intranet. Learn how to publish your records management program tools to theIntranet, distribute information to x::RM staff quickly and efficiently, and market your Records Program.

Location: Culver City @ Sony Pictures Entertainment

Schedule: Registration @ 5:30 p.m. Sessions will start promptly at 6:00 p.m. and finish at 8:30 p.m.

Contact: Barbara Cross at 310.244.8803 or [email protected]

More Info: visit http://www.arma-gla.org

* eXtreme RM Team: Barbara X = Barbara M. Cross, CRM, MLS :: Xynthia Nunes=Cynthia J. Nunes, MLS, CDIA+:: Barbara nXe=Barbara E. Nye, CRM


The Greater Los Angeles andOrange County Chapters willshare these roles as Hosts for theARMA International 2004Conference Long Beach. Therealso will be lots of opportunities forinvolvement on all the differentcommittees, as we get closer tothe conference.

All chapter members who wish toserve or volunteer please emailPatricia [email protected]. Pleaseindicate your commitment level forone of the following: Local ChapterCommittee Co-Chair, or Sub-Committee Co-ChairsArrangements, Hospitality, LocalPublicity, or Registration.

The Local Chapter CommitteeCo-Chair:

1.Serves as liaison between theLocal Chapter Committee andthe Director of Conferences.

2.Summarizes various reports ofthe Local Sub-Committees andprovides written reports to theDirector of Conferences on apredetermined regular basis.

3.Coordinates and supervises theactivities of the LocalSub–Committees at the direc-tion of the Director ofConferences.

The Local Chapter Sub-Committees and their responsibili-ties are as follows:

The Arrangements Committee:

1. Arranges for the posting of allsession signage.

2. Arranges for copier availability.3.Coordinates with ARMA

radio, and TV which may beused to promote the Conferenceand Exhibition.

4. Maintains a supply of confer-ence and Exhibition brochuresfor distribution locally.

5. Prepares pre-Conference andExhibition publicity and promo-tional materials for distribution,and staffs the promotion boothat the preceding year’s AnnualConference and Exhibition.

The Registration Committee:

1. Solicits vendor promotionalitems for registration packets.(Promotional items solicitedshould be limited to the type ofitems that attendees may rea-sonable be expected to use ator during the AnnualConference and Exhibition.)

2. Provides adequate staffing ofthe registration desk during reg-istration hours to efficiently dis-tribute registration packets,room locators, and ConferenceProceedings Books to atten-dees.

3. Directs unpaid registrants to theon-site registration area forcompletion of their registration.

The GLA Board of Directors willmake final selection on LocalChapter Committee Co Chair andSub-Committee Co-Chairs by thefirst of the year.

Get involved volunteer to join yourfellow GLA and Orange CountyARMA members in making theARMA International 2004Conference Long Beach an excit-ing and memorable event.

2004 Conference, Long Beach _____________Call for Local Chapter Committee Co-Chair and Sub-Committee Co-Chairs

Headquarters for the shippingand receiving, storage, andreturn of all membership materi-als, banners, publications,awards, and registration data.

4. Assists the Director ofConferences with other arrange-ments as required.

The Hospitality Committee:

1. Staffs and maintains a hospital-ity booth located near the regis-tration desk and providing con-ferees with recommendationsregarding local activities, trans-portation, entertainment, andrestaurants.

2. May recommend entertainmentfor the awards event, theCanadian Party, etc., with costparameters set in the approvedbudget prepared by the Directorof Conferences.

3. Provides the Director ofConferences with informationregarding airport, hotel trans-portation, weather statistics,local restaurants, and specialhospitality events for use inConference and Exhibition pub-licity.

The Publicity Committee:

1. Assists in developing local andregional area mailing lists ofpotential attendees for theDirector of Conferences to usein marketing mailings.

2. Provides information for specialpublicity bulletins to ChapterPresidents and to chapternewsletter editors expoundingthe merits of the Host City.

3. Complies and forwards to theDirector of Public Relations andAdvocacy a listing of local citynewspapers, trade publications,

www.arma-gla.org 9GLA News & Views / January 2003

www.arma-gla.org10 GLA News & Views / January 2003

tuned in via their computer.

Cogar and Moore did a wonderfuljob of discussing the provisions ofthe legislation in detail as well asexplaining what the Act was, whoit affected, and the authority of thenewly developed Public CompanyAccounting Oversight Board. Thepoint was also raised that severalentities, including the SEC andthe New York Stock Exchange,are currently considering rulesthat records and information pro-fessionals should watch for in thenear future.

Our thanks to Sony for providingthe viewing room, access to thepresentation, and handouts.

A summary of the Sarbanes-Oxley Act of 2002 is available at www.arma.org/news/08_06_2002.cfm

Sarbanes-Oxley ACT of 2002Webinar Highlights By: Linda Joshua

www.arma-gla.org 11

Annual GLA ARMAConference

The GLA/ARMA Conference iscoming in April. If you wouldlike to volunteer on the confer-ence planning committee, or ifyou are a vendor who would liketo help sponsor this exciting all-day event, please contact LindaJoshua.

Linda JoshuaConference Coordinator(323) 981-8644 x [email protected]

ARMA International launched itsfirst Webinar on December 12th,with a 90-minute session on the"Sarbanes-Oxley Act of 2002:Overview of the Implications forRecords Managers - The LegalChallenges".

The session was led by RaeCogar, an attorney and chair ofARMA International'sGovernment RelationsCommittee (GRECO), and FrankMoore, director of Smith, Bucklinand Associates' GovernmentRelations Public Policy PracticeGroup, as well as being ARMA'sgovernment relations consultant.The Webinar looked at howSarbanes-Oxley impacts recordsand information management pro-grams and professionals. A num-ber of us attended the session ata Sony Pictures viewing room,while more than 260 participants

The Securities and ExchangeCommission (SEC) recentlyreleased for comment the pro-posed rule for records retentionunder Section 802 of theSarbanes-Oxley Act. This pro-posed rule addresses the five-yearretention period for audit workpa-pers and other documents. It alsodiscusses the differences betweenthis section's requirement and theseven-year retention requirementin Section 103 and poses ques-tions for comment regarding spe-cific document retention policiesand requirements. The proposedrule can be accessed from theSEC Web site at www.sec.gov/rules/proposed/33-

Sarbanes-Oxley Act of 2002,Relating to DocumentationH.R.3763, the Sarbanes-OxleyAct of 2002, signed by PresidentBush on July 30, 2002, attemptsto address many of the issuesraised by the Enron and ArthurAndersen matters.

The law creates a new oversightboard for accounting firms audit-ing publicly traded companies.

The completion of this legislativeupdate summary can be found athttp://www.arma.org/news/08_06_2002.cfm

ARMA Comments on Sarbanes-Oxley Act’sRetention Rules

8151.htm.

The U.S. Government RelationsCommittee (GRECO) of ARMAInternational recently submitted itsofficial comment regarding threequestions from Proposed Rule:Retention of Records Relevant toAudits and Reviews per File No.S7-46-02. ARMA’s comment isavailable atwww.arma.org/pdf/sec_letter.pdf.The Legislative Update Summaryof Provisions in H.R. 3763, the


13www.arma-gla.org

CDIA+ TRAINING

Build your QualificationsAttend one of our CDIA+ TrainingCourses held in conjunction withthe AIIM Content ManagementSeminars. Classes will be held inSan Francisco, CA, Los Angeles,CA and Charlotte, NC. The cost forAIIM members is $495 (non-mem-bers $595). Not an AIIM member?Click here and learn about themany year-round benefits includ-ing discounts on educationalevents, publications and more.

CDIA+ Training - What is it andwhy do you need it?Certified Document ImagingArchitech (CDIA+)

If you need to conceive, design,specify and implement documentcapture and management sys-tems - you need to be qualified.AIIM has partnered with @Doc tobring you a 1.5 -day intensiveCDIA+ training course that willgive you the right mix of business,organizational and technical cov-erage so that you can constructprofessional solutions to complexbusiness problems.

CompTIA's® CDIA+ certification isa global standard of competencyand professionalism in the docu-ment imaging and managementindustry. Supported by a networkof industry leaders, it validates aprofessional's level of expertise inthe technologies and best prac-tices used to plan, design andspecify a document imaging /management system.

More than 3,000 professionalshave achieved CDIA+ designa-tion, and the certification hasgrown by 60% annually between1999-2002. It signifies the highestlevel of professionalism and com-petency in the industry and entitlescandidates that take and pass thecertification exam to use theCDIA+ designation after theirnames.

Attaining CDIA+ certificationdemonstrates your knowledge andexpertise within the field of docu-ment management. Whether youare a business, IT or Project man-ager implementing a system with-in your own organization or asales executive or consultant with-in the industry who requires a cre-dential to signify capability andunderstanding of your client'sbusiness needs, the CDIA+ pro-gram can benefit you.

1. Learn to plan, design, specifyand implement a document imag-ing and management solution 2. Gain knowledge and under-standing of the new technologies,methods and best practices in theindustry 3. Prepare for CDIA+ certificationas a professional qualification 4. The use of the CDIA+ designa-tion when you achieve accredita-tion

CDIA+ Training Dates andLocationsThe intensive 1.5 day CDIA+ train-ing courses will begin at the closeof the AIIM Content Management

Solutions Seminars in the citiesnoted below and run through thefollowing day. Classes are limitedto 25 participants, so be sure toregister early and reserve yourplace.

San Francisco, CAFebruary 11, 2003 - 2:30pm-6:00pmFebruary 12, 2003 - 9:00am-5:00pm

Los Angeles, CAFebruary 13, 2003 - 2:30pm-6:00pmFebruary 14, 2003 - 9:00am-5:00pm

Charlotte, NCMarch 11, 2003 - 2:30pm-6:00pmMarch 12, 2003 - 9:00am-5:00pm

Cost: includes training materials,refreshments and lunch on daytwo of the course AIIM Members: $495 Non-Members: $595(Note: Your AIIM membershipmust be current when registeringfor this course.)

Who should attend?

The AIIM CDIA+ training course isdesigned for business managers,project managers or IT practition-ers tackling information manage-ment projects. The program is alsosuited to sales executives andconsultants in supplier organiza-tions who need to have a thoroughunderstanding of their client'sneeds as well as be able todemonstrate their own capability.

For more informationhttp://www.aiim.org/cmseminar

Sponsored by:

CONTENT MANAGEMENT SOLUTIONS SEMINAR - FREEEDUCATING LEADING INDUSTRY EXECUTIVES ON THE CRITICAL ISSUES OF ENTERPRISE CONTENT MANAGEMENT


www.arma-gla.org14

cont’d on page 15 . . .

Several times during the course ofour recent meeting, Ms. Hynda L.Rudd, recently retired Archivistand Records Management Officerfor the City of Los Angeles, said tome, "History is all around you".And over the course of a delightfulevening she proceeded to explainwhat she meant with anecdotesand examples from her 20-yearcareer as L.A.'s first archivist.

What do Silverlake and L.A.'s firstrecords manager have in com-mon? The answer is HermanSilver.

L.A. hired its first archivist in 1980.Ms. Rudd, originally from SaltLake City, studied history andarchives at the University of Utahand earned her master's degreethere.

The subject of her master's thesiswas "Pioneer Jews of the Inter-Mountain West". In completingher research, she used the 18thand 19th Century Anglo-JewishPress in the West where shefound information about HermanSilver. He was a lay rabbi andassayer at the Denver Mint. In thelate 1880's he moved to LosAngeles and ran for office of pres-ident of the Los Angeles Council.He didn't win that office, but even-tually became L.A.'s first watercommissioner and thus Silverlakewas named after him.

About 100 years later, Ms. Ruddfollowed Herman Silver to contin-ue her research about him in LosAngeles.

ment councils that met in LosAngeles from 1832 through 1847.She worked hard in the first yearsof her assignment to spread theword of the treasures that wereavailable in the L.A. archives. Atevery opportunity she spoke tonewspapers, historical societiesand other organizations that wouldbe interested in the archives. Herefforts focused on spreading theword so that these valuableresources could be used byresearchers and by the public whoowned them.

The initial assignment lasted foreight months, when Hynda wasappointed as Archivist under an"emergency appointment" to com-plete the work.

After 21 years of service to L.A.,Hynda announced her retirementin 2001. A huge retirement lunch-eon was held in her honor onOctober 18, 2001 at the NewOtani Hotel in downtown L.A.- andeight GLA members attended towish her well: Lynette Allen, BillBenedon, Jim Bennett, JanHodges, Chris Martinez, BarbaraNye, Nyoakee Salway, and PatWarren.

For her guests, Hynda and herstaff compiled copies of 26 histori-cal documents together and gaveeach attendee a copy. The docu-ments included an introduction tothe LA City Archives, CouncilMinute index from 1850-2000, theoldest record in the archives dated1827, the deed to Griffith Park(dated 1898), the Dodger Baseballcontract (1957) and many others.

Hynda Rudd: History is All Around HerBy: Barbara E. Nye, CRMPrincipal, Ictus Consulting, LLC

Her first job in L.A. was sellingmen's clothing at K-Mart onFairfax, but it didn't take long forher interest in history to lead her tofind the vault on the third floor ofthe Los Angeles City Hall, housingthe archives in the L.A. CityClerk's office.

In researching the archives for evi-dence of Jewish settlement andcontributions to L.A. society, busi-ness, the local press, and politics,Ms. Rudd met Bill Ashdown, whowas at that time, the Assistant CityClerk. The City Clerk's office hadrecently received a NationalHistoric Publications and RecordsCommission (NHPRC) federalgrant to work on preparing thearchives for the upcoming celebra-tion of the City's bi-centennial in1981. Ms. Rudd was appointedarchivist to work on the collectionof records preparing them for thecelebration.

For those of you who have visitedthe current L.A. City Archives dur-ing one of the many open houses,tours, or GLA Chapter meetingsthat Ms. Rudd has hosted over theyears, you would be amazed atthe state of the archives whenHynda first saw them in 1980.Over 130 years of records werepiled into a vault without muchorganization or identification. Thiswas a "treasure trove" of rarelyseen or used records relating tothe history of the City of LosAngeles.

Hynda rescued many valuabledocuments including the meetingminutes of the Mexican govern-


www.arma-gla.org 15

Even at her retirement luncheon,she was still teaching!

She was the editor of Los Angelesand Its Environs in the TwentiethCentury: A Bibliography of aMetropolis 1970-1999, with aDirectory of Resources in LosAngeles County (published by LosAngeles City Historical Society,1996). Today, she is the projectdirector of a massive history ofLos Angeles City government from1850-2000. This two-volume workhas 22 chapters and 27 authors.She expects the work to be pub-lished in 2003.

Her biggest accomplishment dur-ing her tenure as City Archivistwas to bring the archives to thepeople of Los Angeles. To cata-log, identify and organize them sothat they are now accessible to cit-izens, politicians, city employeesand researchers. A steady streamof researchers (both professionaland amateur) at the Piper TechCenter home to the Archives testi-fies to her success.

Hynda is a firm believer in the factthat we all "make history everyday" - on our jobs, in pursuit of ourhobbies and just living our lives.She feels that as L.A.'s first CityArchivist, and later RecordsManagement Officer, she wasprivileged to be part of bringingevery day people's history "out ofthe vault and into the light of day".

Hynda's future is anything butretiring. She is a strong proponentof education in archives andrecords management, and doesall that she can to assist in "pro-

fessionalizing" the disciplines.But her true love is historicalresearch. She hopes to receivegrant money to complete a set ofpublished volumes about L.A. Citypoliticians that was begun in the1940s. The existing history iscompleted from 1850 through1965. Her plans are to completethe work to the present. She willthen proceed to convert the entireproject to CD-ROM. She hopesthat this work will also be availableon the City's web site. True to herword, history is definitely allaround Hynda.

Hynda Rudd: History is All Around Her. . .cont’d from page 14


Local Government Industry for Specific Group (ISG): GreaterLos Angeles - Orange County -Upland Inland Empire - SanDiego - Bakersfield - CentralCoast - Silver State (Las Vegas)Chapters

Co-coordinators:Steve [email protected]

Todd [email protected]

ARMA International ________________Demo of Networked Copier to Scan, Fax and Email And Using Your OutsourcedIT Department for the Procurement of an Imaging System

www.arma-gla.org 17

Meeting is hosted by JillSchoener, the Records Manager the City of Irvine. Jill recentlymanaged the process for usingthe City of Irvine outsourced ITDepartment to procure an imag-ing system and networked digi-tal copiers. Copying has oftenbeen managed by records man-agers. Jill will be talking aboutmanaging digital copiers andtheir procurement. PleaseRSVP no later than January 21,2003 [email protected] or(929) 724-6281.

EFFECTIVEINFORMATION

RESOURCECORPORATION

Scanning and Microfilming,they both have advantages.

We do both. We can store yourimages as TIFF files, PDF fileswith or without searchable text,or microfilm and microfiche.See details and prices at:

WWW.SCANORFILM.COM

or call us at (800)859-2800

Meeting:Tuesday, January 28, 200310:00AM - 12:00 Noon

Location:City of Irvine1 Civic Center PlazaCity Hall, First FloorIrvine, CA 92606-5208

Directions:Map Webpage:http://www.ci.irvine.ca.us/maps/popups/irvine_city_hall.htm


18 www.arma-gla.org

No, this isn't a story about a “New”New Years resolution story. Thisis a story about a new softwareproduct that allows you to entertext into a computer without typ-ing, speaking or using a stylus.

This new data entry interface iscalled "Dasher" and it can capturethe movement of a cursor towarda letter or even the movement ofyour eye to a letter and enter thatletter into a document or emailmessage or other computer appli-cation. It is a little hard to explainhow it works, but it is fun to watch,so if you have a spare moment,before you begin your holidayshopping chores, log on to:

http://www.inference.phy.cam.ac.uk/dasher and have some fun!

The developers (Dr. DavidMacKay and Dr. David WardCambridge University, England) ofthis "information-efficient text-entry interface", claim that anexperienced user can "write" usingtheir software product as fast asnormal handwriting, approximately25 words per minute. For those ofyou who use palmtop computers,Blackberries, or who do not use afull keyboard, you know that writ-ing quickly or at length on thosedevices is not easy. And for thosewho do not have the use of handsfor typing, Dasher allows them tocommunicate fairly rapidly.

The program works by "predicting"which letter you want to "type in"next. To begin with, a list of all let-ters is displayed along the rightside of the screen, in alphabeticorder, A - Z, top to bottom. You

sentence.

The software works using a math-ematical model that looks at thefive previous characters to predictwhich letter can come next. Thisis all based on the probability ofletter order in words that thedevelopers have "taught" the com-puter. The developers used JaneAusten's novel, Emma, to teachthe program various words, butaccording to McKay and Ward, theprogram doesn't really knowEnglish, and can be taught wordsfrom any language. The develop-ers have designed the software tolearn from the user, so that theprogram will learn your own styleof writing and word choice andthus speed text entry.

Although there are obvious advan-tages for people to enter informa-tion into a computer, who may notbe able to use a keyboard, thereare also possibilities for using thistechnology to improve input intohand-held devices that do nothave a full keyboard. In addition,there are plans to make it avail-able for data entry situations thatcurrently rely on speech recogni-tion.

So if you'd like to see the latest inthe technology of text input, log onto the Inference web site(http://www.inference.phy.cam.ac.uk/dasher) and you'll see lettersdancing around the screen whileworking to form the words the userwants. It may not exactly be"visions of sugarplums" dancing,but it's a lot of fun to watch thedemonstration that is available online. On Dasher!

Text Entry Technology Types it for Youby Barbara E. Nye, CRM

Ictus Consulting, LLCthen move the mouse, joystick, oryour eye (assuming your monitoris equipped with a camera to cap-ture your eye movement) to theletter you want to enter.

Let's assume that you want toenter the word, "object". Youmove your cursor (or your eye) inthe direction of the letter "O". Asyou move (the cursor or your eye)towards the letter "O" the wholescreen comes alive as the otherletters move around to places ofprominence depending on the like-lihood that they would follow theletter "O". Each letter is movedinto a different colored box and isdisplayed in a larger or smallerfont, depending on how likely it isto follow the letter "O".

Next you select "B". Immediatelythe letters that are not likely to fol-low the string "OB" (such as G, K,M) fall away and those that can(such as I, J, T, etc.) become evenmore prominent. With each suc-cessive letter you select, the num-ber of possible letters to followdiminishes and your word is com-pleted.

They way it works, is that a cam-era mounted next to the computerscreen measures the light that isreflected from the eyes. The com-puter program works out whichdirection the eyes are pointing andtherefore which letter they arelooking at. This information is thentransmitted to the computer pro-gram. With each successive eyemovement to the next letter in theword, the computer programbuilds the word that the userwants to spell and displays it in the

On Dasher!


www.arma-gla.org 19GLA News & Views / January 2003

www.arma-gla.org20

Have you found new technical or profession-al resources that other records and informa-tion professionals should know about?

Write a review about it for the News & Viewsnewsletter. For more information, contactElle Jones at [email protected]

ReviewersWanted


21www.arma-gla.org

GLA-ARMA Lending LibraryThanks to the following GLA members for donating materials to the GLA ARMA Lending Library:

• Chris Martinez donated Introduction to Vocabularies: Enhancing Access to Cultural Heritage Information.

Introduction to Vocabularies is the next volume in the Getty Information Institute's Introduction to… seriesaimed at the needs of those who create and disseminate cultural heritage information. This volume high-lights the crucial role that controlled vocabularies play in the description, cataloging, or documentation ofcultural heritage information. The book stresses the importance of standards and the role of authority workin creating and managing vocabularies that would ensure integrated access. The book concludes withdescriptions of three vocabulary databases developed by the Getty Information Institute. (from bookjacket)

• April Dmytrenko donated three videos from the Stanford Alumni Association's Executive Briefings: Strategiesfor the Competitive Edge series:

Bill Gates: The Communication Revolution, William H. Gates, Chairman and CEO, Microsoft Corporation

The Future of E-Business, Alan Naumann, President and CEO, Calico Commerce

Strategies for Surviving the Coming Internet Patent Wars, Kevin Rivette, President and CEO, AuriginSystems, Inc.

• Stephen J. Giheany donated two items: his own publication, The Document Management Continuum, 5th edi-tion and the Guide to the Smithsonian Archives, 1996.

Library Lending PolicyThe GLA ARMA Lending Library is a resource for members of the Greater Los Angeles Chapter of ARMAInternational. Library materials may be borrowed for three weeks at a time. After that, the items are to bereturned to GLA ARMA. Borrowers are responsible for paying for the return mailing costs.

To request materials or a list of library itemsContact Kandice Merrill by e-mail [email protected] or by phone (323) 585-7551 ext. 226.Provide the following information: Name, ARMA Membership #, Company, Address, Phone No., E-mail Address,Title of Library Item and Barcode No.

To return materials (borrowers are responsible for return mailing costs)Send to:GLA ARMA1875 Century Park East, Suite H-3550Los Angeles, CA 90067

To donate materialsContact Kandice Merrill by e-mail or phone to make arrangements for transfer of item(s). Please donate only current, relevant materials.Donated materials become the property of GLA ARMA and will not be returned.


22 www.arma-gla.org

DUAL DUOS: Our new members from CalDocs, John Ermoian,Pres. and Ike Kavas, V-P have dual membership with our Orange CountyChapter. Welcome to GLA-ARMA.

REMEMBER LegalTRAX? Their new name is Software Intelligence and theyhave a terrific Records Management Software.RICARDO ENRIQUEZ was so impressed, that afterinstalling SI at Jeffer, Mangels, he went to work for SIas their Solutions Architect for the Southwest Region.Matt Stofka got promoted to Ricardo's previous posi-tion at Jeffers as Records Manager. He has 15 clerks to oversee. Congrats to you both.

WELCOMED RETURN VISITOR: Judith Butler, has brought different guests from time to time. Perry Tseko, of Metrolink, is one seeksthe return visit.

Glad to have you and hope you'll continue to attendour meetings.

L.A. MISSION - VOLUNTEER WORK: See Jim's Corner (President's Note) for details!

As volunteers, downtown we went, Time was given, no money was spent. All at once we hard the fire bell, Soon after evacuating, all was well. Hard we worked, no time for play, Service was given with no delay. We set up and cleaned with all our might,

Trudi’s Tidbits

Hundreds went to bed, pretty full that night. We thanked the Mission for the opportunity we

had, To make these homeless happy, instead of sad.

Rescue Mission

December Chapter Meeting


GLA News & Views / January 2003 23

ARMA: PRESIDENT

Jim HigdonOperations DirectorUniscribe1880 Century Park East, Suite211Los Angeles, CA 90067Phone: (310) 229-3770Cell: (818) [email protected]

ARMA: VICE PRESIDENT

Judy ShieldsStore OperationsDisneyland1313 S. Harbor BoulevardAnaheim, CA 92803Phone: (909) 481-5600Fax: (909) [email protected]

ARMA: TREASURER

Cynthia J. Nunes, MLS,CDIA+Ictus Consulting, LLCPrincipal207 Library Hall50 West Dayton StreetPasadena, CA 91105-2002Phone: 626.795.7117Fax: [email protected]

ARMA: RECORDING SECRETARY

George DalingerLightstream TechnologyPresident23152 Verdugo Drive, Suite 108Laguna Hills, CA 92653Phone: 949 [email protected]

ARMA: CORRESPONDING

SECRETARY

Pilar McAdamRIM Site LeadBoeingc/o dataLOK, 4881 W. 145thStreet, Hawthorne, CA 90250Phone - (310) 725-0377Fax - (310) [email protected]

ARMA: CHAPTER MEETINGS

DIRECTOR

Kay Schardein, MLS, CRMThe Boeing CompanyRegional Records Manager2401 E. Wardlow Rd, MC C072-0245Long Beach, CA 90807-5309Phone: 562-384-2548Fax: [email protected]

ARMA: NEW & VIEWS EDITOR

Elle Challenger JonesGRM Information ManagementServicesAccount Executive4901 Zambrano AvenueCommerce, CA 90040(323) 726-5222 Phone(323) 726-5221 Fax(323) 972-1239 [email protected]

ARMA: HISTORIAN

Kandice MerrillManager, Account ServicesIron Mountain3166 E. Slauson AvenueVernon, CA 90058Phone: (323) 585-7551Fax: (323) [email protected]

ARMA: DIRECTOR OF MEMBERSHIP

AND RECRUITMENT

J. Tripp HemphillUniscribe Document SolutionsAccount Executive1880 Century Park East Suite211Los Angeles, CA [email protected]

ARMA: TECHNOLOGY DIRECTOR

Barbara M. Cross, CRMSony Pictures Entertainment10202 W. Washington Blvd.Culver City, CA 90232Phone: 310.244.8803Fax: [email protected]

ARMA: CRM LIAISON

Pat WarrenSupervisor, Records &Document Imaging CorporateRecords ManagementMattel, Inc.333 Continental BoulevardEl Segundo, CA 90245-5012Phone: (310) 252-4272Fax: (310) [email protected]

ARMA: PUBLIC RELATIONS

John ApodacaAccutrac Software, Inc.350 South Figueroa Street,Suite 141Los Angeles, CA 90071Phone: (213) 626-3000Fax: (213) [email protected]

ARMA: COMMITTEE MEMBER

Barbara E. Nye, CRMIctus Consulting, LLCPrincipal207 Library Hall, 50 WestDayton St., Pasadena, 91105-2002Phone: 626-795-7117Fax: [email protected]

ARMA: Committee MemberTrudi TroppManager of Records/FacilitiesFoley & Lardner2029 Century Park E., 35thFloorLos Angeles, CA [email protected]

ARMA: Conference CoordinatorLinda JoshuaConsultantIron Mountain ConsultingServices5530 Bandini Blvd.Bell, CA 90201Phone: (323) 981-8644 x209Fax: (323) [email protected]

www.arma-gla.org

2002-2003 Officers and DirectorsGreater Los Angeles Chapter, ARMA

ARMA International Board ofDirectors & Committee Chairsfrom our GLA-ARMA Chapter

ARMA: INTERNATIONAL PRESIDENT

Juanita Skillman, CRM, FAIRecords ManagementOrange County Sanitation District10844 Ellis Avenue, PO Box8127Fountain Valley, CA 92728Phone: (714) 593-7129Fax: (714) [email protected]

ARMA: IMMEDIATE PAST

PRESIDENT/CHAIRMAN

Terrence J. CoanAccutrac Software, Inc.350 S. Figueroa Street, Suite 141Los Angeles, CA 90071Phone: (213) 626-3000Fax: (213) [email protected]

GROUP VP/CIOBarbra L. CooperToyota Motor Sales USA19001 South Western AvenueTorrance CA 90509Phone: (310) 468-6560Fax: (310) [email protected]

STANDARDS DEVELOPMENT

COMMITTEE

Sandra WilliamsonDirector, Records & Archives Mgmt.Universal Studios, Inc.100 Universal City PlazaUniversal City, CA 91608-1002Phone: (818) 777-2975Fax: (818) [email protected]

PACIFIC REGIONAL COORDINATOR

Antoinette M. Mann, CRMPacific Region CoordinatorIctus Consulting, LLC50 West Dayton StreetPasadena, CA 91105Phone: (626) [email protected]

ARMA INTERNATIONAL

13725 W. 109th St., Suite 101Lenexa, KS 66215Phone: (800) 422-ARMAFax: (913) 341-3742www.arma.org

GLA ARMA1875 Century Park East, H-3550Los Angeles, CA 90067www.arma-gla.org

Return Service Requested

First ClassUS Postage

PAIDRancho Cucamonga

CAPermit # 93538

www.arma-gla.org

GLA ARMA presents…FastTrack 2003 -

eXtreme Records Management:

From inventories to Intranets

Greater Los Angeles ARMA will experience eXtreme Records Management like no otherStarts Tuesday, February 4, 2003

Register on-line www.arma-gla.org

FastTrack is BACK!!!

Preserve Store · Elle Jones GRM Information Management Services 4901 Zambrano Avenue Commerce, CA...

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