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May 2005 The Information Management Professionals Volume 13, Number 9 |
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In This Issue RIM
Links BEC Website (http://www.armabellevue.org) Association
of Records Managers
& Administrators Bellevue/Eastside
Chapter The Bellevue/Eastside newsletter, The Eastsider,
is produced monthly from September through June. We encourage all letters, comments and
contributions from members. Send to: The
Eastsider ARMA
International Bellevue/Eastside
Chapter Contributions or gifts to the
Association of Records Managers and Administrators, Inc. are not deductible
as charitable contributions for Federal Income Tax purposes. President’s Message
Happy MAY DAY to everyone! "Thank You and
Congratulations" to the planning committee for all the hard work they
put in on our recently held Joint Spring Seminar. Another successful joint
venture educational seminar that was well attended, with both tracks evenly
supported. A special thanks to all our speakers as well. What a great pool of
local talent we have in this area. Speaking of educational
opportunities, the Great Northwest Leadership Conference is happening next
month. It takes place Friday June 10th, from 8:00 AM through dinner, and
Saturday June 11th, from 8:30 AM to 12:00 noon. Please remember that this is
open to ALL members, and it will provide a wealth on ARMA information,
networking, and a lot of fun. Also, the scholarship application deadline is
May 13th, so if you would like to attend but do not have the funds available,
get your application in! The ARMA year is coming to a
close, with just our May and June meetings left. We still have a few slots to
fill on next year's Board, so if you are willing to invest a few hours a
month in YOUR professional organization, please let any of the current
board members know. Please join us for our May
meeting, and you will have the opportunity to hear from a local 9/11
survivor. Roberta Krause is a retired school teacher from Best regards, Tom Kirschner Around
the Sound
May 2005 Chapter
Meeting Wednesday, May 11, 2005 La Quinta Inn, Registration: 6:00 - 6:30 pm Dinner: 6:30
– 7:15 pm Business
Meeting: 7:15 – 7:30 pm Program:
7:30 - 8:30 pm Dinner
$18.50 (reservation received by 05/06/05) or $20.00 (reservation received after 05/06/05) Dinner Menu Chicken Tossed Green Salad with Ranch Dressing, Vegetables, Red Potatoes, Bread Drinks: Coffee, Water and Ice
Tea Dessert: Bread Pudding Alternate Meal: Chef’s Salad “Where
Do (Darn) Retention Schedules Come From?” Program: Speaker Andrea Bettger’s presentation will focus on her experience inventorying
Seattle City Light and provide an in-depth presentation covering: retention
inventory process, describing records, determining a retention period,
applying regulations to records, and benefits of retention schedule. Speaker: Andrea Bettger started working for the City of Make your reservations in several ways:
Call Chrissy Stroberger at: 253-926-5980, Fax: 866-560-0574, register on-line
at pugetsoundarma.org, or e-mail Chrissy at cstroberger@rainierpac.com. Information courtesy of
Sue Lord The Editor’s Cube Two more months left in the ARMA year – where does the time go? There’s still time to submit an article or
RIM-related news to the The Eastsider.
Email your submission to ramsdell5@comcast.net no later
than the 15th of the month for inclusion into the following
month’s publication, or bring a CD-R with your submission to the monthly
meeting. Jerry Rugh, Chapter Webmaster, has added a “Puget Sound Blog” button
to the Upcoming Events THE
The 2005 Great
Northwest Region Leadership Conference When: June
10th June 11th Where: WestCoast Bellevue Hotel 625 116th NE Phone: 425-455-9444 $73 per night for a single/double room (ask for special weekend rate) (It is recommended that reservations be made at least 30 days in advance) Registration Fee: $110.00
Early Registration Fee $125.00 Late Registration Fee
All meals will be covered in the registration fee, including a special Hawaiian theme dinner at the Crab Pot Restaurant near the conference hotel! ***MORE REGISTRATION AND PROGRAM DETAILS TO
FOLLOW*** Message
from GNW Region Manager Dear Chapter Members of the Great NW Region of ARMA:
There is (at least) one Region Coordinator position(s) opening for the Great NW Region. Region Coordinator Dean Koga has served our Region very capably for the past several years and is unable to continue in this position after June 30, 2005. Dean will be sorely missed!
If you have the desire to serve our GREAT NW Region of ARMA, please consider applying for the coordinator position. (At this time, there is one coordinator position. We may learn within a few days if there will be two positions available.)
I encourage you to apply by the DEADLINE OF MAY 1 to ARMA International. Here is all you do: go online and submit a "brief" application at http://www.arma.org/myarma/forms/committees/index.cfm?ID=Region. If the link does not work, the application is on the ARMA website under Your ARMA/Forms and Applications/Apply Now Region Managers and Coordinators.
Very
truly yours, Sue
Lord, Manager Great
NW Region of ARMA |
May 10, 2005 BEC Chapter Meeting
9/11 Survivor Roberta
Krause
Greater http://seattlearma.blogspot.com This is a great
communications forum to find out what’s up in the Greater Seattle Chapter and
in the Great Northwest Region. You can
also post messages and job postings on the Blog – Contact Roger Winters for
more information at 206.296.7838 or roger.winters@metrokc.gov. Updated Email Address?
Let us know at http://www.armabellevue.org
GET ENERGIZED AND WIN WITH ARMA
Did you know 279 new members have joined ARMA this year through ARMA’s Energize Recruitment and Recognition Program? You can empower a colleague with an ARMA membership. Sign up new members and win great prizes, such as
It’s fun and easy to participate in ARMA’s Energize Recruitment and Recognition Program:
Now available — online statistical reporting at www.arma.org/energize! Track your individual, chapter, and region recruitment results and find contact information so you can mentor and encourage new members you have recruited to ARMA. You will need your member ID and password (chapters and regions will need their ARMA Intranet log in information). Questions about Energize? E-mail energize@arma.org. Spring
Seminar Recap
For
those of you who didn't attend the Joint Spring Seminar (great job, Seminar
Committee!!), here is my quick recap of the excellent advanced tracks I
attended on Friday. I
attended the two advanced tracks, each about 3 1/2 hours. The first track was a dynamic introduction
to Enterprise Content Management (formerly known as Knowledge Management,
Document Management, etc.). The
Washington State Digital Archivist gave a very interesting presentation in
the afternoon track on strategies for retaining long-term electronic records. This
presentation focused on defining ECM, and the role Records Management now
should play in the development of any ECM solution. Namely, that records management can
integrate with ECM or other electronic data management processes by focusing
on long-term retention (ECM primarily concerns itself with short-term data
and the ability to quickly retrieve and collaborate), ensuring compliance
with regulations (e.g. Sarbox; HIPAA) through audit and review of processes,
and adding value to any ECM system by applying records retention rules to
data throughout the lifecycle (creation, use and disposition). Mr. Bellis made the comment that
integrating the two, while necessary over the long term, is a challenge
because Records Management is a technology born of policy, and ECM is a
technology born of process. Mr.
Bellis provided an in-depth look at five "big players" in the ECM
business, that are now focusing on providing solutions that integrate records
management principles. A consistent
thread in his talk was that the opportunity for Records Managers in working
with an ECM solution is to make the system usable to the end user by applying
records retention rules at each point in the document lifecycle, so in the
end the end user isn't dealing with a ton of multiple copies, images, etc. to
manage. While
the backdrop for this presentation was electronic preservation for archival,
or historical state records, the tools/strategies also apply for business
records retention of long-term electronic records. After a discussion on legal trends in E-records,
the presentation focused on how to establish the trustworthiness of an
electronic record, and how to ensure integrity of the data will be maintained
over long periods of time. The
energetic Mr. Jansen outlined "8 Requirements for Preservation:" E-Record
must be: (1)
Readable (data must be protected from degradation; should be sampled (tested)
and refreshed if necessary (to accommodate media obsolescence and be readable
in future) (2)
Retrievable (ability to find, retrieve and display data, ensure appropriate
hardware and software is available to access this data; backward
compatibility will be limited) (3)
Intelligible (all electronic data is constructed of 1's and 0's; this data
can very easily over time be altered to where the record is unreadable
through degradation. Therefore, the
hardware formats used for long-term storage need to be addressed (hard disk,
optical disks, tapes, solid state technology). A big point was made regarding the use of
recordable CD's. These have value only
in transferring data, not
storage. CD's degrade at a rapid pace
and unless "gold CD's" are used, are not viable storage media. (4)
Encapsulated (metadata, content and links must exist as a single entity to be
legally considered the official record, even if the links span multiple
servers or platforms) (5)
Reconstructible (data must maintain the "same logical and physical
structure and intellectual content" that it had at creation. There will probably be some loss of this
integrity with most migrations). A lengthy
discussion followed which talked about archival software formats (Native,
ASCII, TIFF, PDF, XML) and their merits. (6)
Identifiable (data must be organized, classified and described (particularly
in the metadata) and, if possible, grouped by record series or
classifications) (7)
Understandable (data has to be able to be read by a person (vs. a computer) (8)
Authentic (data must not have been altered, changed or corrupted in any way) This
was a very technical presentation, and I thought it was interesting coming
from a perceived, traditional paper-based resource like the Washington State
Archives to see such an emphasis on technology and solutions to manage
E-Records. It hammered home the point
that all aspects of records - whether state documents, historical or
business-based - need to follow the same basic principles to ensure proper
retention throughout the record lifecyle, regardless of media. Lunch Speaker – John
Berryhill, Computer Forensics John
Berryhill filled in last minute for scheduled speaker Joan Feldman, and gave
us his “Tales from the Crypt”—and did he have some great stories! Mr. Berryhill, who is a V.P. for Computer
Forensics, is a former Secret Service Agent and Washington State Patrolman,
so his talk came with a strong law enforcement perspective. He gave a very effective presentation on
the implications of electronic discovery, particularly with hard drives. A common misconception of the "Delete"
button is that data is truly erased from the drive; this is not the case and
he gave some humorous examples of where individuals thought they were
bypassing the law when providing drives that they thought were empty, only to
find they contained very damaging information. When
asked about encrypted files, Mr. Berryhill noted it is very hard to crack an
encrypted file, but most people do not protect their information this way,
often because they are leery of forgetting their password! I though this was a very interesting trend;
apparently a lot of people are not aware of how easy and seamlessly they can
protect their e-records through XP encryption, EFS encryption for Windows NT,
and the various internet security products, like Tumbleweed software. On
a final note, vendors and attendees alike had a lot of great things to say
about the Spring Seminar. There was
plenty of time to visit the vendor booths, the continental breakfast and
lunch were delicious, and both Basic and Advanced tracks were very well
received. Cheers, Joe Ramsdell Newsletter Editor |
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