collaborator april 2014 - arma international april … · price includes luncheon and program:...

ARMA San Antonio 2013-2014 Officers and Directors

President: Clinton Wentworth, CRM [email protected] Vice President: Cathy Drolet, CDIA+ [email protected] VP – Membership: Mary Marquez [email protected] VP – Professional Development: Lisa Pichardo [email protected] VP – Programs: Susan Rickman [email protected] Treasurer: Jenny Barker, CRM [email protected] Secretary: Amanda Cockrell [email protected] Board Chair: Gilbert Barrera, CRM, PMP [email protected] Directors: Anne Comeaux, CRM [email protected] Olga Pastrano

[email protected] Melissa Wallis [email protected]

Carri Wiggins [email protected]

A P R I L M E E T I N G

Tuesday April 15, 2014 * Embassy Suites Hotel Briaridge

11:00 am—1:00 pm

Building a Case for Digital Migration

Featured speaker: Anna Stratton - Southwest Solutions Group Anna Stratton has 22 years of records management experience and has completed turnkey records and information management (RIM) projects including enterprise wide RIM plan development, digital migration plan-ning and implementation, and document purge process development. Stratton was selected as the digital migration consultant and subject matter expert for the Food and Drug Administration (FDA) and completed an 18 month business case analysis and centralization plan for over 2 million records within 19 locations and six product centers. Price includes luncheon and program: Members pre-registering online by noon on Friday, April 11 $25 Members not pre-registering $30 Non-Members $30 Register Online at www.ARMASanAntonio.org. Payments may be made online (credit card only) or at the door (check, cash, or credit card).

April 2014

ARMA International San Antonio Chapter

I N S I D E T H I S I S S U E : Letter from the President 2 Archives Corner 4 Call for Nominations 5 Shred Day 10 CRM Corner 10 Interesting Reading 12 Educational Opportunities 14 Golf Tournament Volunteers 15 ARMA Calendar 16

Collaborator Navigating RIMs Rough Waters

ARMA San Antonio Collaborator

From the President

Clint Clint Wentworth, CRM President, ARMA San Antonio Chapter

Greetings RIMers! This month we will have our educational luncheon on Tax Day April 15th. Our speaker will be Anna Stratton from Southwest Solutions Group; she will be presenting on Building a Case for Digital Migration. I would also like to thank Southwest Solutions Group for spon-soring our April luncheon! Shred day is April 19th the Saturday after Tax Day. Please promote this event at your organ-

ization and volunteer at one of the sites if you can. Fliers and more information can be found here. May is quickly approaching! Please register to play in the golf tournament on Monday May 12th! Thank you to all of our vendors for your exceptional support of the golf tournament. Marshall Shredding has once again agreed to be our presenting sponsor! Thank you Marshall Shredding! This chapter could not function without the tremendous support that we receive from our vendors. Thank you, thank you, thank you!

P.S. Hat tip to Crystal Koutz for sending me this RIM related meme.

http://armasanantonio.org/Default.aspx?pageId=1389168&eventId=719218&EventViewMode=EventDetails



http://armasanantonio.org/Resources/Documents/ARMA San Antonio Buyers Guide Link To Success.pdf


Thank You to

for sponsoring our April luncheon.

We Appreciate Your Support!

Welcome New Members! The following new members have joined the San Antonio chapter of ARMA since January 1, 2014:

Geoff Kelly, Iron Mountain

Christine Colvin, Energy Transfer

Lisa Matye Finnie, UTHSCSA

Kevin Grogan - Iron Mountain

We are glad to have you!

Renewing Members (Since Jan. 1, 2014)

Charles G. Barnett Jayne F. Bellyk

Bo Bowman Diane Burress

Ben Cantu Isabel Carreon

Nichelle L. Cunningham Marella L. Dalme

Amanda Diane Fancher Skip Fitzpatrick

Theresa I. Foerster Kathryn Korelich Ashley S McKay Brandye Patterson

Susan Emily Rickman Peggy Scheffler

Eric Sedwick Leticia M. Vacek

Lee A. Venzor Melissa Wallis

Thank you! We value your membership.


Archives Corner By Carrie Wiggins

By the Way…. Do you know where you can see the original plat of the Alamo? Where can you find the minutes of the first city council meeting of the City of San Antonio? Do you know what the map of the city of San Antonio looked like in 1898? Did the City have parks in 1900 and if so where were they? The City of San Antonio houses all of these items and more in the Municipal Archives & Records Facility.

Survey Book 1, Alamo Plat

The Municipal Archives & Records Division of the Office of the City Clerk maintains the City of San Antonio’s historical records. Our historical records date back to 1770 and consists of City Council Meeting Minutes, Ordinances, Maps, Deeds, Birth and Death Records to name a few. Our Records facility is 60,000 square feet of which 80% are active and inactive records and 20% are archival records. Our primary goal is to follow the City’s established records management program and maintain the archival program. We try and make the historical records accessible by digitizing records and adding proper metadata index terms for search and retrieval.

A Big THANK YOU to our

Corporate and Vendor Sponsors for

the ARMA/SAPD Swing and “Bear”

It Golf Tournament


Call for Nominations! ARMA San Antonio Chapter

2013 / 2014

Chapter Member of the Year | Chapter Records Manager of the Year

Dear San Antonio ARMA Chapter Members: The time to recognize two deserving ARMA members for their contribution to the local chapter and their professional envi-ronment is around the corner: June 17, 2014. It’s time to start thinking about who has done an outstanding job. Who can you nominate for:

Chapter Member of the Year? Chapter Records Manager of the Year?

What to look for in a Chapter Member of the Year candidate?

Participation in committee work Participation in Board work (if the candidate is a Board member) Participation in chapter meetings, seminars or workshops (participation is defined here as helping to plan, arrange, or

conduct these events, or serving as a speaker) Achievements within one’s own company or organization Attendance at Chapter meetings Attendance at Board meetings (if a Board member) Sponsorship of new members Bringing guests to chapter meetings Undertaking of a special project on his or her own initiative or at the chapter’s request that the committee may wish to

consider What to look for in a Chapter Records Manager of the Year?

Demonstrated excellence in the records management field Creation of innovative programs or program improvement Leadership Ethics Participation in chapter Board, committee work, meetings, seminars or workshops (participation is defined as helping to

plan, arrange or conduct these events, or serving as a speaker) Publications that pertain to the chapter specifically or to the records, information or knowledge management profession Achievements within one’s own company or organization Undertaking of a special project on his/her own initiative or at the chapter’s request that the committee may wish to

consider Nomination forms are available on page 6. Submit completed nomination form(s) and supportive documentation to the nominations chair, Gilbert Barrera no later than May 2, 2014. Gilbert Barrera Nominations Chair ARMA San Antonio Chapter www.armasanantonio.org Thank you!!


Nominee (Please Print) First Name: ______________________________________________

Last Name: ______________________________________________

Employer: ______________________________________________

Title: ______________________________________________

eMail: ______________________________________________

Phone: ______________________________________________

Nominee Background Information Provide a separate document with professional background information supporting the recognition of membership or manager of the year. Refer to ARMA San Antonio April Newsletter Call for Nominations article on page 6 for the type of information that supports one of these nominations.

Person Submitting Nomination (Optional) Name: ______________________________________________

eMail: ______________________________________________

Phone: ______________________________________________

Submit completed nomination form to nominations chair [email protected]

“Navigating RIMs Rough Waters” 2014 -2015 ARMA San Antonio Chapter

(SELECT ONE)

Chapter Member of the Year Nomina on Form Chapter Manager of the Year Nomination Form


Call for Nominations! ARMA San Antonio Chapter

2014 / 2015 Board

Dear ARMA San Antonio Chapter Members:

The nominating committee is seeking potential candidates for the election of the 2014/2015 Board of the ARMA San Antonio Chap-ter. We are looking for individuals who are good standing members of ARMA International and San Antonio Chapter. The follow-ing board positions will be on the June 2014 ballot:

• President • Vice President • VP – Membership • VP – Professional Development • VP – Programs • Treasurer • Secretary

The term of office is for one year with re-election eligible in the following year, not to exceed 3 terms. The board meets once a month to review business and any action items. A series of 1-2 hour annual planning meetings are conducted during the Summer in lieu of an all-day planning session to establish the annual budget and goals for the new board. Board Nomination forms can be found on page 9. Additional information related to election timeline, process and board position responsibilities are provided on page 8. All positions are on a volunteer basis and no remuneration will be available. Interested persons should submit their completed nomination forms to the nominations chair, Gilbert Barrera, no later than May 2, 2014. Gilbert Barrera Nominations Chair ARMA San Antonio Chapter www.armasanantonio.org Thank you!!


BOARD ELECTIONS TIMELINE: May 2, 2014 - Nominations Acceptance Deadline May 13, 2014 - Membership Voting for 2014-2015 Board during Educational Luncheon June 17, 2014 - Board Induction during Educational Luncheon ELECTION PROCESS:

1. Nominating Committee will present slate of members for elective offices. 2. Floor will be open for additional nominations. 3. Voting forms will provide option for write-in votes. 4. Immediately following the vote, ballots are collected & counted by the Nomination Committee Chair and member. 5. The candidate with the majority votes in a position is elected. In the event of a tie, a second vote will be conducted. 6. The final results are then given to the presiding President to announce to the membership.

Board Position Responsibilities: President

Preside at all meetings (Board of Directors, Members, Special Meetings) Appoint Chairman & special committees, subject to Board of Directors approval. Ex-officio member steering committees except the nominating committee. General supervision over activities and welfare of the Chapter. Maintain open communications with members, Board and ARMA Int'l relative to Chapter activities.

Vice President

Aide to the President Perform the duties of President in his/her absence.

Secretary.

Responsible for the recording, custody and distribution of Minutes of Board meetings. Preserve all books and papers belonging to the chapter.

Treasurer

Custody of all chapter funds. Keep a full and accurate account of receipts and expenditures. In accordance with budget, make disbursements as authorized. Present a treasury report at Board and Membership meetings. Prepare an annual report along with the financial records to the Auditing Committee.

Vice President Programs

Responsible for monthly educational luncheons. Coordinate program plans with the Board of Directors, as required. Prepare appropriate announcements of programs. Ensure the effective administration of programs. Responsible for audio/visual equipment(laptop, projector, and public address system).

Vice President Membership

Be responsible for all activities related to the acquisition and retention of members. Processing of membership applications. Keep accurate current records of membership. Appoint the Membership Committee members and direct the activities of the committee. Direct the search for and approach prospective members.

Vice President Professional Development

Responsible for developing & coordinating yearly educational seminar. Coordinate program plans with the Board of Directors, as required. Chair and guide the Seminar Committee established to support the educational seminars. Prepare appropriate announcements for the educational seminars and its speakers.


First Name: ______________________________________________

Last Name: ______________________________________________

Employer: ______________________________________________

Title: ______________________________________________

eMail: ______________________________________________

Phone: ______________________________________________

Nominee Background Informa on (professional/educa onal background)

Person Submi ng Nomina on (Op onal) Name: ______________________________________________

eMail: ______________________________________________

Phone: ______________________________________________

“Naviga ng RIMs Rough Waters”

2014 ‐2015 ARMA San Antonio Chapter Board Nomina on Form

Nominee (Please Print) Nominated Posi on (Select One)

Submit completed nomina on form to nomina ons chair [email protected] .


SHRED DAY – APRIL 19, 2014

By DuWayne Headrick

Shred Day at the SACU branch loca-tions is always a busy day, sometimes with non-stop lines. This is an ARMA and SACU sponsored event with four shredding companies. The shredding companies are Mar-shall Shredding, Ranger Shredding, Iron Mountain and Compass Recycling. We need you to volunteer and you can pick the branch location of your choice. Shred Day is April 19th and will be held from 9:00 to 12:00 unless the trucks are full. The SACU branch loca-tions are: Main at 6061 IH 10 West, Bandera at 8889 Bandera Rd, Windsor at 8047 Midcrown, 281 & 1604 at 1717 N. Loop 1604, and Ingram at 6171 NW Loop 410. It’s a fun day and you can meet some very interesting people. Last year there was 95,508 pounds of documents that were shredded, and ARMA San Antonio received $1,311.88 from donations by grateful customers.

ICRM Corner 2014 Examinations Schedule Spring 2014: Parts I-VI, May 5-16, 2014 Registration Open: Feb 21 – May 1, 2014 Summer 2014: Parts I-VI, Aug 4-15, 2014 Registration Open: May 23 – Jul 31, 2014 Fall 2014: Parts I-VI, Nov 3-14, 2014 Registration Open: Aug 22 – Oct 30, 2014 ICRM Study Group The ARMA San Antonio Chapter has a ICRM Study Group for those interested in taking the CRM exams. Contact Jenny Barker, CRM, at [email protected] for the time and place of meet-ings, member requirements, and the part being studied.


Texas winecup - Callirhoe involucrata (Malvaceae), a Texas native plant. Courtesy of flickr website,

Camelia TWU.


Interesting Reading Ten Surprising Things about HVAC and Sustainable Environmental Management Image Permanence Institute Climate Notes, Issue 23. – March 2014 (The Image Permanence Institute is a recognized world leader in the development and deployment of sustainable practices for the preservation of images and cultural property – balancing costs against need. IPI is a nonprofit, university-based laboratory devoted to preservation research, providing consulting and practi-cal tools and preservation technology to libraries, archives, and museums. Submitted by Anne Comeaux, CRM ) Jim Reilly, the founder and director of IPI, recently documented some of what he has learned from studying the role of HVAC operation in managing the environ-ment for preservation. He shared ten facts about HVAC systems not realized by most people. 1. Energy waste doesn’t self-announce. You have to go looking for it. What

comes out of the air diffuser can seem just fine (i.e., what you want or expect) but the work done on the air—and therefore the energy cost—can vary hugely. Experience shows that about 30% of energy cost is due to suboptimal opera-tion.

2. Buildings often have a surprising ability to ‘coast’ when systems are turned off. Many (but not all) buildings will gracefully maintain temperature and RH conditions over a period of time if there is a malfunction or intentional shutdown of HVAC sys-tems. Continued on page 13


3. ‘Flat-lined’ 70 °F (21 °C) and 50% RH aren’t the best conditions for everything. Although 50% RH is not a harmful condition for most kinds of objects, a temperature of 70° F (21° C) might be too warm for effective preservation of materials that degrade through spontaneous chemical reactions.

4. Follow the moisture—pay attention to dew point. Improper relative humidity (RH) leads to a variety of forms of collection decay, but the surprising thing is that the best way to understand and control RH is to track and analyze dew point. The dew point temperature is an indirect measure of the absolute amount of moisture in the air.

5. Collections don’t need to breathe. Ventilation requirements for collection spaces are determined by three main goals, ensuring good uniformity and mixing of air, supplying sufficient fresh air for human occupants and diluting any volatiles that may arise by out-gassing from collections or building materials.

6. Dehumidification is the most energy-intensive operation for most HVAC systems. In temperate climates, dealing with the high moisture content of outside air in the summertime is one of the most im-portant functions of HVAC systems. Dehumidification is quite energy-intensive—but vitally necessary for many collection environments.

7. No two HVAC systems are alike. The majority of systems a decade old or more are currently operating in a way noticeably different from what their designer intended. Operators over the years modify either the equipment or the operating program, or both. The result? You have to study each individual system to un-derstand how it is actually working.

8. There probably isn’t anyone driving the bus. Casual observers might assume that within an institution there is someone who has a holistic overview of what HVAC systems are supposed to be doing (what con-ditions should they deliver for best collection preservation) as well as how effectively they are meeting the desired goals. This person would, ideally, also keep an eye on energy use. In reality, there usually is not such a person because of the fragmented nature of how systems are specified, designed, installed, operated and maintained.

9. There is no substitute for data. Without a record of environmental conditions nothing can be under-stood or evaluated about the preservation quality of any collection storage or display environment.

10. There’s usually a correlation between a clean, orderly mechanical room and a well-run facilities depart-ment. It’s always an interesting thing to do to visit the mechanical rooms in your institution. Not only do you learn about the equipment and people that operate the building, but you can often see at a glance how much care and attention the systems get. When you see unlabeled piping, dirt, coffee cups, wiring scraps, plumbing debris, dirty filters piled up and general disarray, it’s a good bet that the facilities operation is itself either severely under-staffed, badly or indifferently run or otherwise in crisis.

The full article with much more information may be found at:

https://www.imagepermanenceinstitute.org/resources/newsletter-archive/v23/surprising-hvac-facts?

Interesting Reading, cont.

Educational Opportunities MER Session of the Month for April Making it Real: Getting Buy-In for Your RIM Vision, Budget and Implementation. This web seminar from the 2012 MER Conference provides concrete ideas and “lessons learned” to help RIM professionals gain traction to implement new Records and Information Management programs, policies and practices. To view full sessions, please visit the ARMA International web-site. Log into your “My ARMA” account (click on the MyARMA link located on the left part of the header), then click on the link for the Session of the Month in the Chapter Memberships section (towards the bottom of the page). Then begin enjoying the ses-sion. As a reminder, these sessions are only available during the month that they are selected. To view them outside of these date ranges purchase will be required.


The ARMA San Antonio Collaborator

Editor: Anne Comeaux, CRM

[email protected] Category

Association newsletter Frequency

Ten issues per year, September through June Publisher

San Antonio Chapter, ARMA International P.O. Box 18331

San Antonio TX 78218 [email protected]

Website www.armasanantonio.org

For information on advertising in the Col-

laborator, contact Cathy Drolet at 210-860-6906 or

[email protected]

Texas bluebonnet - Lupinus texensis. Courtesy of David R. Tribble via Wikipedia Commons.

http://www.arma.org/


Who: ARMA/SAPD Swing and “Bear” It Golf Tournament What: ARMA is holding its annual golf tournament to benefit the San Antonio

Police Department’s Sex Crimes & Family Violence Prevention Pro-gram and ARMA San Antonio’s educational activities and scholarship fund.

When: May 12th; Registration at 7:00 a.m., Shotgun Start at 8:00 a.m.

Where: Silverhorn Golf Club, 1100 West Bitters Road, San Antonio 78253 (210) 545-5300

We need YOUR help for this worthy cause; what you can do:

• Donate a Gift Basket or Item for the Silent Auction • Grab Three of Your Friends and Spend a Funfilled Day of Golf • Sponsor the Event By Being a Corporate or Hole Sponsor • Volunteer Your Time to Work the Event and Have Fun Networking with Your

Friends

There will be breakfast and lunch served for all volunteers and golfers. Also, for our volunteers we will offer a “Brunch” with wine, cheese and fresh fruit for your labors.

Who to contact: Golf Teams & Silent Auction

Vendor Sponsors

Cathy Drolet Carri Wiggins 210-860-6906 – Cell 210-207-8755 - Off [email protected] [email protected]

Volunteers & Payments Mary Marquez 210-233-3343 – Off [email protected]

Or Register Online at by Clicking HERE or Download the Golf Brochure

by Clicking HERE.

http://armasanantonio.wildapricot.org/Default.aspx?pageId=1389168&eventId=859785&EventViewMode=EventDetails

http://www.armasanantonio.com/Resources/Documents/2014 Golf Brochure.pdf

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