ARMA NNJ Chapter Newsletter March, 2011 - Vol 1, Issue 2 |
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If you have a Linkedin.com profile be sure to check out the ARMA NNJ Chapter group profile. Request membership to be included and network with other members online. Were currently over 50 group members strong and growing!
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| Greetings! | |
Lori Green, ARMA NNJ President
Well the Northern New Jersey Chapter has started out the New Year with a bang! January launched our first ever Holiday Networking event at the Bridgewater Manor. The event was well attended by chapter members as well as those interested in networking with their peers. The music/entertainment was provided by our very own Chris Reilly and I was told he didn't an excellent job. To show how much we appreciate our vendors that currently advertise with us, they were invited to speak at the event to provide an overview of the services that their company provides. We had a total of 34 participants at the event and the feedback has been great! We will look forward to scheduling a similar event next year.
The chapter then turned up the heat with our scheduled panel presentation entitled, "Prescriptions for Success - Pharma Records Managers Share How They're Coping with Today's RIM Challenges". The panel included our very own Chapter Librarian, Scott Bowker who provided first hand experience of how Sanofi-Adventis currently handles the complexities of ongoing acquisitions and how best to manage the influx of inherited information. Cindy Aiden the current Manager, IT Operations shared her point of view on how J&J Pharma RD currently manages their wealth of information while working in a very de-centralized organization. It was amazing to hear the success stories of how laboratory notebooks are in electronic format and images are provided to scientists instead of the hardcopy. Things sure have changed! Jennifer Anderson, Records Manager for Merck provided an overview of their program and highlighted many of their successes. Patricia Morris Sr. Director of Archives for AstraZeneca discussed her department's process of requesting systems for the management of company information and ensuring cost savings while mitigating risks and meeting their department goals.
We are looking forward to next month's full day seminar which will be a joint session with the Metro NY Chapter on March 15th, 2011. Announcements should be distributed soon. I hope to see you there!
Lori Green 
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2011 All Day Educational Workshop | |
2011 All Day Workshop
ARMA's Northern New Jersey Chapter in conjunction with The Metro New York City Chapter and The ARMA Long Island Chapter cordially invites you to attend this years ALL-DAY EDUCATIONAL WORKSHOP.
When: Tuesday, March 15, 2011 8:00 AM - 5:00 PM
Where: New York Life Insurance Company 51 Madison Ave, New York, NY 10010
RSVP: by Friday, March 11, 2011
Click here for the full agenda including 12 session options to choose from.
This event is designed to provide Records and Information Management Professionals of all levels, (Students, Analysts, Executive Management and Vendors) the latest information and skills to provide more value to their organizations. A complete list of sessions and speakers are included below.
O ur Exhibitors Area will give you an opportunity to meet with a number of local, national and global vendors, solution providers and RIM experts. Visit each exhibitor to have your raffle card stamped, and then submit your completed entry for a chance to win one of several prizes. Winners will be announced at the end of the event. Breakfast and Lunch will be served.
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| Chapter Mentor Program Welcomes New Members! | |
Jason Evers
 Jason Evers is an Account Manager for Cityside Archives based in Edison New Jersey. He has over 16 years of experience in working with various industries and markets throughout the NY/NJ metropolitan area. Jason has worked closely with record managers, compliance and security officers in fortune 500 companies and is dedicated to providing the most appropriate records management solution for his clients needs. Cityside Archives is a full service document management company that is focused on providing the highest level of customer service for any business setting.
Dana Chambliss
Dana is currently Senior Manager for the Global Information and Records Management (IRM) Program at Alcatel-Lucent. She also represents the IRM function within the compliance governance structure, ensuring effective management, maintenance, retrieval, security, disposition and preservation of corporate record holdings in all media formats. Dana also serves as Real Estate General Services lead on other global projects.
Dana is a graduate of The Berkeley Business School in New Jersey and brings over 30 years of professional experience in business operations to her current position. At Alcatel-Lucent and the former companies of Lucent Technologies and AT&T, Dana was responsible for leading and supporting Lease Administration, Environmental Health and Safety, Business Systems and Reporting, Communications, Contract Management and Client Services (e.g., Dining Services, Mail Operations, Reprographics and Multi-Media Services).
Dana enjoys traveling, shopping and spending time with her family and friends.
Michael Marzarella
Mr. Marzarella is responsible for global sales of all Archive Systems products and services as well as OmniRIM products and services. Prior to joining Archive Systems, Mr. Marzarella has held Sales leadership and General Manager roles in the Telecommunications and Security fields. He brings more than 20 years of experience most recently as the Vice President of National Accounts at the Stanley Works organization and has worked at Metromedia Communications, Global Crossing, Broadwing Communications and Sonitrol Security. Mr Marazarella graduated from the University of Massachusetts, BS in Management. He enjoys spending time with his wife, five-year old daughter and three-year old triplets (2 boys and 1 girl) at their New Jersey shore house. He also is very athletic and enjoys working out, swimming and running. Mike accomplished his goal of completing a full triathlon last spring in the Canary Islands. |
| February Meeting Recap | |
Februay 16 Chapter Meeting:
Perscriptions for Success
By Ilana Lutman
We were privileged to have a panel of pharmaceutical industry experts, Patricia Morris, Senior Director of Archives & Records Management at AstraZeneca Pharmaceuticals, Cindy Aden,Manager, I/T Director Records & Information Pharmaceuticals sector of Johnson & Johnson, Scott Bowker CRM, Associate Director sanofi-aventis, and Jennifer Anderson, Records Manager, Merck.
They discussed how they cope with today's
RIM Challenges. Recurrent themes were the need for information governance and "harmonization". As in Merck's case information governance is the widest circle that encompasses RM as one of its elements. In all cases, companies harmonized retention schedules which means they looked across the board and merged and reduced complicated retention schedules with the outcome being more simplified and easier to use tools. In J&J Pharmaceutical's case they went from 209 departmental schedules to 10 functional based ones. When talking about challenges and coping, we had to laugh at Patti's story when some executives told her of their dilemma - buying two robotic mice for research or allocating money for furthering the RM program - the mice won, but Patti never gave up and kept chiseling away at her business case for her state of the art e-archiving system, until she was s
uccessful. Scott related his experiences about downsizing but in the next breath informed that he is currently looking for an FTE. It's a rollercoaster work environment, that's for sure.
In particular, two aspects of this meeting stand out to me: we were learning from our peers - Scott, Cindy and Jennifer are all chapter members. Second, networking and talking with the panelists continued until 8pm, a sign that attendees were interested in the topic and in getting to know each other. Good content and networking strengthens our chapter.
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| Featured Vendor | |
Archive Systems is changing the way the world manages documents by delivering state of the art physical records management that is tightly integrated with digital technologies to deliver a bridge to the paperless future.
We deliver products and services that enable organizations to manage paper and digital documents on-site and off-site throughout their lifecycle. The company provides a bridge to a paperless future by uniting traditional records management services with cloud-based Virtual File Room technology.
Records management services range from physical records storage and secure document shredding to digital document conversion services and on-demand virtual file delivery. Archive Systems' flagship document management platform, ASPEN, automates and optimizes complex document-based processes.
ASPEN Virtual File Room applications support document centric areas such as human resources, vendor management, and contract and lease management. These technologies, combined with Archive Systems' document services, capture, store, route, and archive documents online - improving efficiency and accuracy while lowering costs. Archive Systems' Records & Information Management software solutions help companies manage the increasing volumes of their records while controlling and gaining strategic value from them.
Visit us at www.archivesystems.com or call Rina Rodriguez at (973) 287-1317 for more information.
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| Featured Chapter Member | |
A Conversation with a Reluctant Jedi: Mr. James P. Mullan
Chapter-1, The Reluctant Jedi - It all started with an invitation!
Anthony Abbate, ARMANJ Chapter Director
This is the first of a series of articles to bring into play what we are about as a Local Chapter of ARMA International. Specifically, I asked if Mr. James P. Mullan would take some time with me to answer some questions about ARMANNJ since he has been a member in good standing for over 20 years. He accepted the invitation and shared his thoughts with me. With this and subsequent articles I want to share his passion, interest and accomplishments with you.
Tony: "Jim, when did you get started with records and why?"
"A long time ago, in a galaxy far, far away" ... An ARMA Jedi Master and gentleman named Peter Oliva came to my organization in 1991 and introduced Records Management to me and my company. I had no idea what Records Management was and what part I would play but a memo from upper management let me know to take this seriously. We would have to meet with him and answer all of his questions regarding our "files"! When he came to my department I had no interest in what he was asking. I answered his "boring" questions about how often I refer to the records, how vital were they, blah, blah, blah...they are just records and files! I was very happy when he finally left. The "Force" started to work on me and little did I know how both my professional and personal life would change. From that moment on, both of my "lives" would be intertwined forever!
Here is how the "Force" began to work. A close and personal friend of the CEO was assigned as the "Records Manager". The assignment failed miserably! There was no interest and boxes just "piled up": it was just paper in a box: right? Peter was able to immediately assess that the program would fail even before it was given a chance to succeed. Peter, the Jedi Master, went to upper management, and without my knowledge, asked them to assign me this additional job responsibility. Sound familiar? Peter, the Jedi Master, based his decision on the relationship we had formed during his time with us on day one. As a Jedi Master he knew that the "Force" was strong in me. How could he know that some day I would have the same love and passion for Records Management that he had and that I still have with my present job responsibilities? What was the "Force" that changed me? My manager called me into his office and told me that he wanted me to take on the records management position along with my many other job responsibilities. No way! I do not want to be a "file clerk". A "file clerk" you are not? He offered me a substantial increase and at that moment the beginning of my Jedi training began!
Before long a legitimate record center was built by SpaceSaver (I hope you recognize this name and I know you will recognize Timothy Powers) in the basement under our atrium in Murray Hill, NJ (the old Allstate building across the street from Lucent). I took home study courses in Records Management and I joined ARMA International and NNJ ARMA almost immediately. My first ARMA Conference was in Detroit, MI., and my Records Management career just took off. Although my career is in office services management it has always included Records Management in one shape or form: whether being a records manager for K-Line America until 1995 or a Legal Records Manager for one of the most prestigious law firms in New York City; and, even working in a temporary assignment to support a backfill conversion / database project for the Metro North Railroad leading up to my current position as a Corporate Records Manager for the Wakefern Food Corporate (Shoprite) up to today. All of this evolution involved a Records Management Program. This expertise carries over to a large New Jersey Insurance Company.
I never realized how important Records Management would be to me in my lifetime. The people I've met, the places I've been, the opportunities that were made available to me enriched both my personal and professional life. I truly feel I would not be where I am today if not for my involvement in Records Management; and, I thank Peter, my Jedi Master, and Mary Lou Oliva for giving me the opportunity to explore the discipline of Records and Information Management. I am grateful to each of them every day. Although Peter passed away a few years ago his spirit lives on and we can honor him by continuing to carry the torch he gave to us. May the "Force" be with you!
Stay tuned for Chapter-II: Contributions....
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| ARMA NNJ Scholarship Fund | |
 Scott Bowker, CRM, ARMA NNJ Librarian
Three Rutgers University graduate students enrolled in Stephen Dalina's fall course on Records Management applied for our $500.00 scholarship. The papers have been passed along to our three judges for evaluation. The judges are provided with a scoring sheet that allows for an objective review of the papers based on key criteria. The winning candidate will be notified by April 29th via email. At that time, the winning candidate will also be invited to our June meeting where he or she will be  introduced to our chapter and presented with the scholarship prize. The winning paper will also be placed in the Chapter Library and published in the Chapter Newsletter.
Information about the Scholarship Program is located on the Chapter Website under the Members Benefits area. Specific questions can be sent to [email protected].
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ARMA NNJ Awards
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 2011 Holiday Celebration!
What if they threw a party...and all your friends came?
That describes the 2011 Holiday Celebration at the Bridgewater Manor. It was an evening featuring old and new friends, delicious food and great music in a relaxing atmosphere. Thank you to all who attended and made this event a memorable one. If you were unable to attend, there will be more opportunities to mingle with fellow industry colleagues throughout the year.
  
  
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Bridge to the Future |
4 Steps to Going Paperless
Provided By: Archive Systems, Inc.
There are numerous reasons to go paperless. The question is where to begin. A paperless future may seem like a long ways away, but there are some concrete steps to start you down the path.
Step 1: Get Control of Your Paper Records
The first step to going paperless is taking control of your paper records. This means having full insight into your paper in inventory, what information they contain, what their retention policies are and executing on those policies accordingly. It also means understanding your organizations' usage of these records, how often they are accessed, and streamlining delivery and storage costs.
Going paperless begins by removing the file cabinets and storage rooms that take up valuable office space. Having records in-house may seem comforting, but the truth is it is usually the least effective way to manage paper records. The cost of real-estate to store the records and the time it takes for someone to find the information they need far outweighs the benefits of in-house records management. Also, without a good records management system, this type of storage is also prone to lost and misfiled documents, effecting productivity and exposing your organization to compliance and legal issues.
An effective way of gaining control over paper records is to leverage a business records storage provider. By utilizing a storage provider, companies reduce the risk of loss and damage to vital records, ensure regulatory compliance, increase records retrieval efficiency, and protect confidentiality and security. All of this is accomplished while reducing the costs associated with records storage, retrieval and maintenance.
Step 2: Access Paper Records Digitally
The next step in the paperless chase is to enable virtual file delivery of your records in storage. This approach delivers your paper-based file collection as an image so that it is instantly accessible to authorized users. The best part is the cost model - by only requesting the files for Virtual File Delivery when the information is needed, you benefit from matching expenditures with immediate value. Large-scale back file conversions are sometimes needed, but should be the exception and not the norm, as they can be costly and time consuming.
In a Virtual File Delivery scenario, users search for the files to be retrieved from storage, and rather than request physical delivery, they ask for a digital copy. This allows for near immediate access to the document, eliminates the paper from coming into the company and reduces emissions since the number of van deliveries is reduced.
Step 3: Use Digital Documents as Part of Operations
Virtual File Delivery is the right approach for moving to paperless when only occasional access to files is needed. For more frequent access to information, the next step is to implement a Virtual File Room, which provides instant access to business-critical information through the Web. Similar to a physical file room, a Virtual File Room provides structured storage and retrieval of critical business documents. However, it also adds the extra benefits of quickly searching and retrieving documents based on keywords, providing backup and security, and utilizing collaboration tools, increasing efficiency throughout a business process.
When taking advantage of a Software-as-a-Service (SaaS) solution, Virtual File Rooms are cost-efficient and eliminate the large up-front investments in infrastructure often needed to get a solution up and running. This approach enables you to outsource the "paper problem" while retaining control of the "business solution."
The Virtual File Room makes it possible for departments or entire enterprises to quickly begin managing content to increase efficiency and free resources for higher value tasks that increase revenue and enhance customer service.
Step 4: Implement Imaging and Workflow Automation
The ultimate goal for a company going paperless is to implement an imaging and workflow solution. Organizations are able to convert paper into digital images, store them in a Web-enabled repository for rapid retrieval, route them using existing business rules, and extract data from them to enhance processing. This removes the paper from traditionally paper-intensive processes while streamlining workflows to improve productivity.
Going Paperless at Your Pace
The various departments within an organization have different records management requirements, and have different paperless initiatives. While every department and company cannot go paperless at the same time or pace, they can certainly remove paper by taking advantage of technology to make document management more accurate and efficient. That's why it's so important to find a provider that understands this challenge and provides a complete solution - one that can partner with you on your path to paperless, at your pace. |
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Upcoming ARMA NNJ 2011 Events
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Be sure to mark your calendar for our upcoming seminars and events!
- April 2011: Presentation by Pat Frank
- May 2011: Iron Mountain Digitization Presentation by Alan Brotman
- June 2011: Anniversary / Celebration & Recognition Meeting.
See our website for more information.
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Contacting the ARMA NNJ Board
|  We recognize that our Chapter Membership and Non-Members may have wonderful ideas for an event, a chapter meeting or may desire to reach out
to the Board on other matters. We encourage your communication. Each Board Member may be contacted directly on any matters relating to their function. All other matters, please direct your communications to the temporary chapter secretary, Anthony Abbate: [email protected].
To contact other board members please see our directory below or visit our Leadership Page. |
| 2010 - 2011 ARMA NNJ Board of Directors | |
Board of Directors______________________________________________
President Executive Vice President
Lori Green Ilana Lutman
McGraw-Hill Companies Robert Wood Johnson Foundation
(212) 904-4514 (609) 627-5976
[email protected] [email protected]
Vice President, Programs Vice President, Membership
!!! OPEN !!! Angela Dzikowski
[email protected] ProLibra Associates
(908) 918-0077
[email protected]
VP, Marketing &
Advertising Treasurer
Sam Mowaswes Seth Beim
Daiichi Sankyo Pharma MetLife
(732) 590-5123 (908) 253-1704
[email protected] [email protected]
Secretary Immediate Past President
!!!OPEN!!! Kathleen Timothy
Honeywell International, Inc. Honeywell International, Inc.
(973) 455-5438 (973) 455-4633
[email protected] [email protected]
Director Director / Chapter Historian
Edward Jassin Anthony Abbate
Iron Mountain Honeywell International, Inc.
(201) 819-8523 (973) 455-5438
[email protected] [email protected]
Director
Michael Peacock
Priority Archives
(732) 225-8807
[email protected]
Appointees______________________________________________
Librarian Webmaster
Scott Bowker Murez Sandy
Sanofi-Aventis U.S. Inc Honeywell International, Inc
(908)541-5280 (973) 455-2283
[email protected] [email protected]
Scholarship Chairperson Newsletter Editor
Scott Bowker Rina Rodriguez
Sanofi-Aventis U.S. Inc Archive Systems, Inc
(908)541-5280 (973)287-1317
[email protected] nnjnearmannj.org |
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| Northern New Jersey Chapter of ARMA (ARMA NNJ) Published bi-monthly online and delivered electronically to members [email protected] ARMANNJ does not endorse any product or service advertised or mentioned in this newsletter. Contents of the ARMANNJ Chapter newsletter is the property of ARMA International and the ARMANNJ Chapter. No part of this newsletter or the photos contained herein may be reproduced in any manner without written permission of ARMANNJ. |
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