ARMA NNJ Chapter Newsletter November, 2011 - Vol 1, Issue 4 |
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| Greetings! | |
Lori Green, ARMA NNJ President
A tour of the Presidential yacht, cocktails overlooking National Harbor, a private tour of The Smithsonian, dinner at the residence of the Japanese Ambassador and all the Information Governance you could manage. Where would one go to experience so many highlights? The 2011 ARMA Conference Washington DC of course!
The education sessions provided guidance regarding all aspects of Information Governance, Electronic Records Management, e-discovery and many more exciting topics. The Northern New Jersey Chapter of ARMA celebrated the recognition of our Chapter Leader of the Year, Seth Beim at the annual ARMA awards luncheon ceremony.
The chapter board would like to acknowledge all award winners and encourage all chapter members to attend next year's conference in Chicago.
We would also like to thank everyone who participated in our food drive for the Middlesex County Food Organization and Outreach Distribution. With the winter season well under way we should all do our part to ensure there is no lack of food for Middlesex families.
Although we do not have a meeting scheduled for December, the chapter is coordinating a Holiday networking event in January 2012. More information will follow and we look forward to seeing you in the New Year!
Lori Green
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January 11, 2012 Event | |
Annual Networking Event!
ARMA NNJ is hosting our annual January networking event and inviting all of our current and prospective members to join us! Be sure to mark your calendars for January 11, 2012 and plan on joining us as we gather for a fun evening of networking with your colleagues and catching up with members.
Details are still being finalized. Be sure to visit the chapter website and look for email updates in the coming weeks. Sponsorship opportunities are still available for this event.
When: January 11, 2012
Where: TBD, stay tuned for announcements
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| ARMA International Conference 2011 Event | |
This year's ARMA International conference was held in the Washington DC area at the Gaylord National, an enormous convention center and hotel situated on the Potomac River in Maryland. Our chapter had 6 members of the board in attendance as well as several of our members. Most of the board was able to attend a chapter leadership awards ceremony and luncheon on Sunday before the conference officially began. Different chapters from across the country and their leadership were awarded for their achievements and accomplishments including best chapters, newsletters, websites and more. I was honored to receive Chapter Leader of Year and our Treasurer, Paul Silva received Chapter Member of the Year. Following the ceremony, 5 of the board members attended ARMA leadership workshops including sessions on new ways we can provide value to our members and further promote ARMA and RIM.
The conference began bright and early on Monday morning with an opening session welcoming attendees and awarding this year's Cobalt award to Cisco systems. Throughout the 3 days; different sessions, workshops and round table discussions were held on a wide variety of RIM topics and different areas. The expo hall was set up with over 200 different exhibitors showcasing their software, services and records management solutions. This area had a number of different events including workshops, prize drawings and even a pub crawl. On Monday evening, Iron Mountain had sponsored a tour of the National Archives for all conference attendees. We had an opportunity to learn about how the US federal governments most important records are managed and see the Declaration of Independence, Bill of Rights and Constitution during and after hours tour.
This was my first conference and I really enjoyed it. I thought everything had been very well coordinated, it was extremely organized and I learned a tremendous amount. At any given time there were at least 3 or 4 different educational sessions to choose from not to mention additional vendor sessions, software demo's and other events. I had a tough time deciding which ones I was going to attend but glad I had so many options to choose from. I attended some excellent sessions and discussions that I really got a lot out of and can apply to my job. It was interesting hearing from different industry leaders and experts on what the latest RIM trends and best practices were or how they dealt with specific issues. I also enjoyed the networking opportunities. I met a number of chapter leaders and RIM professionals from all over the US as well as some vendors who had some great solutions to discuss. If anyone who never attended before has the opportunity, I would highly recommend attending future conferences. ARMA is already making plans for Chicago in 2012!
Seth Beim, Chapter Webmaster
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| New Members | |
WELCOME NEW MEMBERS!
Henry Gozdz
Henry Gozdz, CRM, has a BS in Business Administration from Ramapo College of New Jersey and an MLS from Rutgers University. He has been employed by the NJ Judiciary as Law Librarian since 2000 and has served as the Records Coordinator for the Bergen Vicinage since 2007. He is currently the Chair of the Statewide Records Coordinator Committee.
Most recently, Henry won the state off-road bicycle championships. He's an avid cyclist- on and off the road, and he's a great skier - downhill and cross country. He got his CRM earlier this year.
Samantha Vaughan
As Corporate Counsel at Selective Insurance Company of America, Samantha has legal oversight for the company's privacy and security, intellectual property, information and records management, marketing review and commercial vendor transactions issues. Prior to Selective, Samantha worked in various compliance and legal department functions at Prudential Financial and AIG.
Samantha has worked at a Belfast law firm and contributed to the report "Judges and the Judicial Framework" published in "At the Crossroads: Human Rights and the Northern Ireland Peace Process" (Lawyers Committee for Human Rights, 1996). She is a member of the West Milford Township Historic Preservation Commission, published "Images of America: West Milford" (Arcadia, 2001) and was named West Milford Volunteer of the Year in 2001.
She holds a B.A. from Slippery Rock University, a Juris Doctorate from the Fordham University School of Law and a graduate certificate in project management from Boston University. She also holds the CIPP and CIPP/IT designations from the International Association of Privacy Professionals (IAPP) and the AIRC, ACS and AIAA insurance designations from the Life Office Management Association (LOMA).
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ARMA International Conference 2011 Event | |
It was a great time at the ARMA International's 56th Annual Conference & Expo at the Gaylord National in Washington, D.C. The excitement was noticeable, the Expo floor was hopping, and conference dialogue was virtual on Twitter, Facebook, and iConference.
Whether or not you attended the event, you now have full access to podcast series, the opening keynote presentation, the address from the President, or any of the outstanding general sessions at ARMA International's YouTube channel. For more information about the conference go to www.ARMA.org.
Congratulations to Seth Beim for winning the NNJ
Chapter Leader of the Year award!
  
  
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Featured Chapter Member | |
The Reluctant Jedi- Chapter IV
Anthony Abbate, Chapter Secretary
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Reluctant Jedi |
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Master Jedi |
This is chapter four of a series of articles sharing Mr. Mullen's thoughts, passion, interest
and accomplishments with you.
The Master Jedi now asks his padawan an important set of questions to test the padawan's powers use of the force. The Master Jedi ponders the question "to see" the future, a must for him to have! So the Master Jedi asks his padawan: "Was there value received from your work with ARMA NNJ; and, what path lays ahead for ARMA NNJ's success my young apprentice?"
The Reluctant Jedi responds without hesitation "ABSOLUTELY"! The young apprentice continues; "I can only answer you in the context of what ARMA NNJ has given me personally and professionally. I learned that everything around us is information which enables us to synthesize the physical, emotional and spiritual dimensions of who we are and how we proceed with the challenges we are given. The order that Records and Information Management teaches us can be applied to any endeavor. It has helped me to build my confidence, enable me to be of service to others, to teach others and to leave an environment better than the way I found it. It brings order to chaos, it brings clarity and focus to a given situation enabling you to eliminate complexity and it preserves the essence of what we are as a people in making a record of the products of our labor and minds whether personal or professional. It documents who we are.
Records and Information Management is like a lever, as is the Force, that enables one to move away obstacles in our path in order to attain our goals and perhaps more importantly our dreams. The combined talent, skills, knowledge, experiences and expertise of the members of ARMA NNJ, past, present and future is greater than any of the individual talents of its members. As with the Force, membership in ARMA NNJ brings us unity of purpose and the ability to serve others."
As ARMA NNJ begins its journey into the future I am confident that its path is well guided in its Mission and Vision statement. Specifically, "ARMA Northern New Jersey (ARMA NNJ) supports the "Vision and Mission" of ARMA International while ensuring its local members are provided with training and education that meets (or exceeds) current day industry standards and requirements." ARMA NNJ has demonstrated this as evidenced by the quality of its presentations to its membership, the constant improvement in information sharing through the Chapter's Website and News Letter, its Scholarship Program and making education material available through the maintenance of its Library and most importantly through its mentoring and one on one support to its members."
Master Jedi please do not hear me as one individual who has gained so much by participating with ARMA NNJ; but, one who is trying to speak for many others who remain silent only because of the warp of time.
The reason why I chose to state the Chapter's Mission and Vision Statement as a way of navigating the Chapter to its future is because it resonates so well with the power of how a "Vision Statement" can transform the ordinary to the extraordinary.
Master Jedi, you have guided me well, but another Jedi, in the form of a coach, authored the "Vision Statement" below which requires no amplification. I share it with you and members of my team ARMA NNJ.
The Master Jedi reflects on his apprentice's responses and finally states to the Reluctant Jedi. Developed and grown you have. Indeed, with you the Force is strong!
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| Featured Vendor | |
GRM Document Management, a leading provider of lifecycle records and information management solutions, is a proud member of the Northern New Jersey Chapter of ARMA International. The company brings proprietary innovation, blended integration and new levels of cost efficiency to document storage, data protection, digital/electronic document management and certified destruction. Products and services include: the eAccess remote inventory control portal, the Online Record Center hosting platform, business process workflow automation, a blended paper to digital solution, GRMpedia, a retention regulatory research tool and the Solutions Group, which provides customized, enterprise-wide Retention, Compliance and Governance expertise.
With over 20 years of experience, GRM's success is founded on developing and fulfilling one client relationship at a time. It's an approach that has earned the company the trust and continued business of more than 5,000 customers-large and small, domestic and multinational-representing a wide range of industries. Clients are served by over 400 GRM employees working from state-of-the-art, climate-controlled facilities in major U.S. markets and internationally throughout China. For more information about the company, visit the GRM web site at www.grmdocumentmanagement.com.
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| Library Corner | |
Library Corner
By Scott Bowker, CRM
Chapter Librarian
Welcome back to another exciting chapter year. I look forward to meeting those of you who I don't know at future chapter meetings when my work travel allows me to attend.
Please consult the Library listings on the ARMA NNJ website. Since the Chapter Library is a member benefit, the Library information is located under Member Benefits. We have a large collection of records management and business publications that can assist you in your professional development. Chapter members have used the collection to assist with a work project, study for the CRM exam, and provide supplemental material for consulting assignments. It is free of charge so take advantage!
Once you find a book you want, just submit the Library Chapter Order form. I automatically receive an email at both a work and personal account so I can assist you wherever I happen to be. My goal is to get books out to a requestor within 2 business days. After confirming that the requestor is a chapter member, I then contact the requestor to determine the best delivery method. This is usually done by me shipping to the requestor (at no cost to him/her) but exchanges have been made at chapter meetings or even at lunch if the requestor is local to me in Bridgewater.
Please note that a book marked as CHECKED OUT means it has been borrowed by another chapter member. You can submit your request as usual but I will need to contact the person who has the requested publication and work out the transfer details. Please remember that the normal check out period is 30 days. I will approve extensions unless there is an outstanding request.
Your only expense may be shipping a book back to me to return it to the collection. This can be avoided if we can make the exchange at a chapter meeting or somewhere else. One time, I met a chapter member in the parking lot of a shopping center that we both passed on our way home so creativity is encouraged! 
As always, we are interested in donations of relevant and timely material. If you have a publication you would like to donate, please contact me. We acknowledge all donations unless the donor wants to remain anonymous.
Please make use of this wonderful resource that receives financial support each year from the Chapter Board.
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Middlesex County Food Drive |
This year the NNJ ARMA Chapter partnered with The Middlesex County Food Organization. This Outreach program was created to help ensure that adequate supply of nutritious foods and necessities are readily available to those in need. They collect and distribute nonperishable items at no cost to over 70 local food pantries and soup kitchens throughout the County. Those they serve include low income families, the homeless, people with disabilities or mental or physical challenges, children and senior citizens.
We would like to thank all of our members who participated in and supported this good cause. We collected several bins of non-perishable foods just in time for Thanksgiving and each item made a difference!
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2011 October Event |
 | | Barclay Blair |
At the October event, Mr. Blair shared his views about information mismanagement and the cost associated with investing on hardware and software to take control of the mess. Mismanagement can be traced to a critical problem: the title" CIO" is a lie. Even though the title contains the word, "information," the role is not responsible for information. They are responsible for the systems that just happen to contain the information. Mr. Blair provided examples of court cases, anecdotes and statistics and proposed an alternative governance structure that addresses the problem. His presentation was humorous, interesting and very insightful.
 
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Records Management Article |
Partnering with your Records Management Company for Retention Policy Enforcement
Creating and implementing a retention policy is a challenging and time consuming process. Once it's established, the next big challenge is having it adhered to throughout your organization. The records management group or compliance department is accountable for communication and execution of the retention policy, but to ensure full compliance it takes teamwork with all the departments in your organization. In addition to in-house resources, it is also critically important to partner with and leverage the resources of your company's offsite Records Management provider.
Key Information
The first step is to assign to each box and/or file the necessary information needed to execute the retention policy. This information (called index information) minimally is the start date (creation date, or received into storage date) and the length of time that it is needed to be stored. Optimally, additional information is also assigned to boxes and files, such as RSC codes, matter numbers, and/or the compliance rules that need to be followed. Since retention schedules vary based on the type of records being stored, this additional information makes it easier to find records and execute policy efficiently.
A great way to ensure the boxes/files have the appropriate information assigned is by having your offsite Records Management company check for its inclusion at time of collection. If the information is not there, a message can be sent back to the Records Management department to let them know. This proactive approach saves time when searching for documents later, and limits your exposure of having records not follow the appropriate retention policy.
Audit and Tracking
A process needs to be set up where you and your Records Management company audit the index information associated with the records on a regular basis. This will identify records that may be incorrectly classified or missing key information.
Your Records Management company must provide your organization with a method to review the index information associated with records, on demand. This is most often done through a Web-based portal that allows you to run reports to audit the index information on the records in offsite storage.
Activity Review
The next step is a process to review records eligible for destruction. Using the same Web portal used for audit of index information, you should run destruction reports on a regular basis - usually completed quarterly or annually. As long as the correct index information is in place, lists of records eligible for destruction can be parsed out by department for review and sign off.
Destruction
For the final and most important step in the retention policy, you must be confident in your Records Management partner. After the records are approved for destruction, they must be accurately retrieved and prepared. A process should be in place that checks and rechecks the records to be destroyed to minimize the chance for error. After the records are destroyed, certificates of destruction must be provided to you.
Summary
Consistent enforcement of policy is challenging in all organizations. It is critical that you leverage all the resources available to you. By partnering with your offsite Records Management company as part of your retention execution plans, you ensure better and more consistent compliance with the retention policies you worked so hard to establish.
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ARMA NNJ and LinkedIn.com |
 | | Click here to link to LinkedIn! |
Join us on LinkedIn to stay current on chapter updates, share your ideas with members, start discussions on topics, pose questions or request assistance. See our group profile ARMA NNJ . |
| Upcoming ARMA NNJ 2011 Events | |
Be sure to mark your calendar for our upcoming seminars and events!
January 11: ARMA NNJ Holiday Celebration
Place: Location and times to be announced
February 15: Everything You Need to Know to Earn your CRM
Place: Location and times to be announced
March 29: ARMA Metro NYC, All Day Educational Workshop
Place: NYC, more information to follow
See our website for more information. |
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: secretary@armannj.org.
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
president@armannj.org vicepres@armannj.org
Programs Vice President, Membership
Jacki Cheslow Lucy Rieger
Avis Budget Group Library Update Inc.
(973) 496-5157 (201)-288-5883 events@armannj.org membership@armannj.org
VP, Marketing &
Advertising Treasurer
Edward Jassin Paul Silva
Iron Mountain GRM Document Management
(732) 590-5123 (201)798-7100
marketing@armannj.org payment@armannj.org
Secretary Immediate Past President
Anthony Abbate Kathleen Timothy
Honeywell International, Inc. Honeywell International, Inc.
(973) 455-5438 (973) 455-4633
secretary@armannj.org pastpres@armannj.org
Director Director
Sam Mowaswes Michael Peacock
Daiichi Sankyo Pharma Priority Archives
(732) 590-5123 (732)225-8807 director1@armannj.org director2@armannj.org Director Rina Rodriguez Archive Systems, Inc. (973) 287-1317 nnjnearmannj.org Appointees______________________________________________
Librarian Webmaster
Scott Bowker Seth Beim
Sanofi-Aventis U.S. Inc MetLife (908) 541-5280 (908) 253-1704
librarian@armannj.org webadmin@armannj.org
Scholarship Chairperson
Scott Bowker Sanofi-Aventis U.S. Inc (908) 541-5280
scholarship@armannj.org |
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| Northern New Jersey Chapter of ARMA (ARMA NNJ) Published bi-monthly online and delivered electronically to members nnjnews@armannj.org 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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