the tidewater chapter of arma international presents: the ......article courtesy of infopro online...

PRESIDENT:

Darlene P. Barber 757/380-4340

[email protected]

VICE-PRESIDENT:

Cleo B. Badgett 757/688-3626

[email protected]

TREASURER: John M. Ritger 757/474-0777

[email protected]

SECRETARY:

Angela L. Mitchell 757/253-6764

[email protected]

PAST PRESIDENT:

Brenda S. Grow 757/253-6730

[email protected]

MID-ATLANTIC REGION

MANAGER Pat Noble

804/751-4655 [email protected]

REGION COORDINATOR Tammy P. Wheeler

(919) 875-3133 [email protected]

MAY 2004 TIDAL WAVES VOLUME 31, ISSUE 9

CHAPTER DIRECTORY 2003-2004

INSIDE THIS ISSUE President’s Message 2 International Update 3 May Meeting Information 5 Education Opportunities 7 Treasurer’s Report– March 2004 9 May Monthly Meeting Minutes 10 Tidewater Chapter Annual Seminar Information 13 Tidewater Chapter Committee Needs 14 Tidewater Chapter Calendar of Events 15

PRESERVING YESTERDAY, MANAGING TODAY, PREPARING FOR TOMORROW

TIDEWATER CHAPTER, Inc. #45

ARMA INTERNATIONAL 800-422-2762

ARMA HOME PAGE (WWW)

http://www.arma.org

The Tidewater Chapter of ARMA International Presents:

The Annual Seminar in Williamsburg Virginia!

RAMADA INN 1776 May 18, 2004

8:00 am - 4:30 pm

A Seminar for Anyone Concerned with Organizing Electronic Files

Please join us this year in Williamsburg for the best Seminar yet!

Gather with old friends and meet some new ones! Reunite with long lost contacts and make some new impressions! There will be lots of

fun, food, and tons of shared information in the Records Management Network!

We look forward to seeing you there!

See the inside of this newsletter for more details and directions

Registered Trademark of Ramada Inn Hotel & Suites

ARMA International Tidewater Chapter #45

It’s seminar time and you won’t want to miss this year’s sessions. The morning

session, featuring Job Kitching, will share enlightening information on archiving E-mail. In the afternoon, George Darnell, CRM will show us how to manage and organize our

electronic files. So, get ready for one of our most

informative seminars yet. Invite your colleagues and friends. See you in

Williamsburg!

~Darlene

MAY 2004 T IDAL W AVES VOLUME 31, ISSUE 9

President’s Message

TIDAL WAVES is published monthly from September through June by the Tidewater Chapter of ARMA International. Letters, comments, and articles from members are welcome!

Editor: Audrey P. Fitzgerald

James City County Records P.O. Box 8784

Williamsburg, VA 23187-8784 Voice: 757-259-4024 Fax: 757-253-6842

e-mail: [email protected]

Authors' statement of fact or opinion are their own and do not necessarily express the official policy of ARMA International.

Contributions or gifts to the Association of Records Managers and Administrators, Inc. are not deductible as charitable contributions for U.S. Federal Income Tax purposes. However, they may be tax deductible as ordinary and necessary business expenses.

Printed on Recyclable paper

SIZE ISSUE YEAR Full page $12.50 $125.00 ½ page $10.00 $100.00 1/4 page $ 7.50 $ 75.00 Business card $ 5.00 $ 50.00 Mail ad copy and check to newsletter editor.

ADVERTISING RATES

PAGE 2

Check Out the New RIM Resources

Visit the ARMA International Bookstore at www.arma.org/bookstore to find all the newest “must-have” records and information management (RIM) resources. Many, many more RIM-relevant titles are available now online! www.arma.org/bookstore

Catch the Wave ~~~ Advertise Your Service

In Tidal Waves! (see details this page)

NEW! Author: Williams Saffady

With it’s practical approach and emphasis on best practices, Records and Information Management: Fundamentals of Professional Practice is sure to

become the standard for post-secondary instruction and the essential resource on the shelf of records and

information management (RIM) professionals-novices and veterans alike. It’s eight chapters cover the scope and

responsibilities of RIM programs in a variety of settings, including corporations, government agencies, academic

institutions, and professional services firms.

Major topics covered include: -Records inventorying -Records retention scheduling -Vital records programs -Document filing systems -Automated document storage and retrieval -Micrographics


PAGE 3

International Update

The priority concerns among the world’s national archivists and allied associations are in the areas of electronic records and records management access, public advocacy, transparency and preservation, according to a recent survey within the International Council on Archives (ICA). This was just one of many topics of discussion at the March 18-23 meeting of the steering committee of the Section of Records Management and Archival Professional Associations (SPA). ARMA is a member of the steering committee and is represented by Executive Director Peter R. Hermann,CAE. Another topic of discussion was the current merger of municipal authorities in Japan, which has placed archives and records services at risk. The SPA steering committee supported the action of the Japanese Society of Archives Institutions (JSAI) to advise government authorities on how to ensure that municipal archives are preserved as part of the cultural heritage of Japan. The steering committee also expressed its concerns at the ongoing problems regarding recruitment and training of archivists in the government sector in Italy, which have been worsened by the funding cuts of 2003. The steering committee also agreed to move forward, in conjunction with ARMA and the Singapore National Archives, with plans for a November 2005 conference in Singapore on records management and archival issues. In accordance with the association’s strategic plan, ARMA will serve as the primary producer and planner of the event, with the assistance of SPA, the Singapore National Archives, and other ICA committees and branches. The ICA has also requested that SPA develop a Pan American conference for 2006-07. The conference would include all the Americas from Canada to South America. The Pan American concept will be discussed with ICA’s Latin American contingent in Vienna. It was also announced in the March meeting that the steering committee successfully proposed a session for the 2004 International Congress on Archives in Vienna this August. SPA Steering Committee member Karen Benedict and ARMA’s Diane Carlisle, CRM, will speak on ethics within the business context. An additional speaker from the Netherlands in is expected to present on the ethics panel. Carlisle also will participate on a panel discussing the ISO 15489 records management standard. ARMA member Didier Grange, archivist for the city of Geneva, Switzerland, and a member of the SPA Steering Committee, will be nominated to serve as the new steering committee president for a four-year term beginning in August. As SPA president, Didier would also serve on the ICA Executive Committee. ICA/SPA is comprised of representatives from 75 professional associations from around the world. Its objective is to: -promote cooperation between professional archival associations -promote cooperative activities within professional communities -gather, disseminate, and exchange information about the activities of records management and archival professional associations -contribute to the creation and development of records management and archival professional associations -strengthen and promote the relationship between experienced archivists and younger colleagues -strengthen and promote professionalism in records management and archival work, including the dissemination of the Code of Ethics -represent professional associations and strengthen their involvement in the work of ICA

The full section will meet in conjunction with the Vienna Congress

Article courtesy of InfoPro Online at: www.arma.org


PAGE 5

Tidewater Chapter ARMA International

Annual Seminar May 18, 2004

8:00am - 4:30pm

Directions to Ramada Inn 1776 725 Bypass Rd., Williamsburg VA: Call (757) 220-1776 for additional info. From Richmond: Take I64 East to Exit 238 (Camp Perry/Colonial Williamsburg). At the end of the ramp take a right onto Route 143, go to second stoplight and turn right onto Route 132 South. Proceed to the first stoplight and turn right onto Route 60 Bypass Road. Go about 1/2 a mile and turn right by the Ra-mada Inn 1776 sign. Follow signs for Ramada Inn 1776. Will be at the top of the hill. From Norfolk: Take I64 West to Exit 238 (Camp Perry/Colonial Williamsburg). At the end of the ramp take a left onto Route 143, go to second stoplight and turn right onto Route 132 South. Proceed to the first stoplight and turn right onto Route 60 Bypass Road. Go about 1/2 a mile and turn right by the Ramada Inn 1776 sign. Follow signs for Ramada Inn 1776. Will be at the top of the hill.

Ramada Inn 1776 Williamsburg, Virginia

Organizing Electronic Files (In Layman’s Terms)

Featuring: Job Kitching

Presenting: Organizing Electronic Files:

E-mail Archiving &

George C. Darnell, CRM Presenting:

Using Taxonomies to Organize Electronic Files

Join us for a fun filled educational day! See page 13 for a more in-depth description of

our speakers and a detailed schedule.

Hope to see everyone in attendance this year!

Attention CRM’s This seminar is pre-approved for 5.0

certification maintenance credits. Attendees must individually request credit.

EDUCATION OPPORTUNITIES Issues and Approaches in Archiving Electronic Records

This course will introduce attendees to the issues inherent with archiving of electronic records. It will begin with a brief look at paper and microfilm based archiving and the challenges presented by analog information. These challenges will then be compared and contrasted with the problems associated with archiving electronic records, including the unique issues presented by e-mail. Students will learn about the strengths and weaknesses of various approaches to electronic record archiving, including the associated file formats, applications, and storage media. The course will also offer recommendations for electronic archival processes and systems. Learning objectives: -present the unique challenges electronic records pose to an archival program -examine the strengths and weaknesses of file formats, applications and storage media associated with electronic records archival and management -discuss different ways to address the archival of electronic records Pricing determined by ARMA Membership status. Members pay $69 while non-Members pay$89. Please register or log in to www.arma.org learning center to determine your pricing options. If you have not already registered with the ARMA Learning Center, please sign up now to take this course. If you have previously registered with the ARMA Learning Center, please log in to sign up for this course.

Consumer Services: New Article Available

Learn about ESIGN and the Consumer Consent Provision in the

newest article available for the Consumer Services Sector. Author Mary Haider says,

“If you haven’t inventoried this records series but suspect that your organization may be creating and/or

receiving these consumer consents, you may want to learn more about the requirement and make sure it is a

part of your inventory and records retention plan.”

To access the full article, visit

http://www.arma.org/membership/isg ConsumerServices/ESIGN.pdf.


PAGE 7


PAGE 9

Tidewater Chapter, ARMA International Treasurer's Activity Report March 1 – March 31, 2004

-Checking Account - Account Balance as of March 1, 2004: $10,938.90 Receipts: Feb. Meeting 139.00 Escrow – members 70.00 March Meeting 216.00 Medi newsletter Adv. 125.00 Interest _____.75__ Total Receipts: $ 550.75 Disbursements: Parting gift – Steve Haller 50.00 Tides Baseball reservation 100.00 USPS - Seminar stamps (Cleo) 629.00 Speaker gift (Cleo) 25.15 Newsletter expenses (Audrey) 35.47 James City County, Postage 62.40 Holiday Inn Dinner/room - March 395.15 Dinner tip 50.00 Total Disbursements: $ 1,347.17 Checking account Balance as of: March 31, 2004: $ 9,873.94

- Savings Account – (Scholarship fund) Account Balance as of February 29,2004: $ 3172.85 Receipts: Raffle sales – March 26.00 Interest Total Receipts: $ 26.00 Saving account Balance as of March 31, 2004 (est.): $ 3223.85 Total account balances $13,868.21 Prepared For: Chapter Newsletter Prepared By: John Ritger, Treasurer April 22, 2004

TREASURER’S ACTIVITY REPORT March 1 - March 31, 2004

A REMINDER

FROM THE TREASURER

Applications from individuals seeking membership in both the Tidewater Chapter and ARMA International should be addressed and mailed to:

Tidewater Chapter (#45)

C/O John Ritger Human Capital Resource Management 5117 Hemlock Avenue Virginia Beach, VA 23464

Questions regarding application fees should be addressed to The Tidewater Chapter Treasurer: John Ritger (757) 474-0777

Questions regarding other aspects of membership and membership application should be addressed to the Membership Committee Chairman: Lois Dalton Ritger (757) 427-8908


PAGE 10

Instead of its regular meeting, the members of the Tidewater Chapter of ARMA toured the Virginia Beach Municipal Records Center on April 20, 2004. The informative tour was conducted by Lois Dalton Ritger. After the tour, the members went to Friendly’s for dinner. Chapter members present were Cleo Badgett, Darlene Barber, Bernice Berry, Anna Call, Kathy Conroy, John Ritger, Lois Dalton Ritger, Thomas Hesse, Johnsie Spruiel, Michele Trader, Cindy Jimenez, Mary Hayde and Mariana Amidon. Jeff Barber attended as a guest. Other than the 50/50 raffle to benefit the scholarship fund, no business was conducted due to the tour. The raffle was won by Mary Hayde. $22.00 was contributed to the Scholarship Fund. The next meeting will be the annual Tidewater Chapter seminar at the Ramada Inn 1776 in Williamsburg, Virginia.

Tidewater Chapter– Association of Records Managers and Administrators REGULAR MEETING MINUTES: APRIL 20, 2004

In Photos: Tidewater Chapter Members touring

the Virginia Beach Municipal Complex Records Storage Facility!


PAGE 11

Can You Handle 30 Seconds of Fame?

Share Your 30-second Pitch About RIM

www.arma.org

Given 30 seconds on an elevator with a curious supervisor or co-worker, could you convey the importance of records management to your organization?

If so, share your 30-second sound byte with us and be eligible to win gift certificates to ARMA’s bookstore! Individuals may enter up to five 30-second

“sound-bytes” a maximum of 200 words each, that convey important RIM concepts or principles. Each entry, which should be written in a business-appropriate tone,

will be judged separately on the following criteria:

-the quality of writing -how persuasive and memorable it is -the value of the message

Entries should be sent via e-mail to Vicki Wiler (www.arma.org/about/contact.cfm?ID=9),

managing editor, by June 30, 2004 Entries will be judged by ARMA’s Publications Editorial Board.

Up to three winners will be chosen to receive ARMA bookstore certificates:

Grand prize: $75 certificate; Second prize: $50 certificate; and

Third prize: $25 certificate.

Winners will be announced in the August InfoPro Online and entries will be published.

All entries become the sole and exclusive property of ARMA International and will not be returned. The entrant conveys to ARMA International all intellectual property rights thereto. Entries may be published by ARMA in such

manner as it determines in its sole and absolute discretion.

PAGE 12

MAY 2004 TIDAL WAVES VOLUME31, ISSUE 9

Changing Times Demand Creative Solutions

ARMA International 49th Annual Conference and Expo

Tidewater Chapter ARMA International Annual Seminar

~ In this issue: all the information you need for this years Annual Conference being held in

Williamsburg Virginia! Make your plans now to attend- May 18, 2004 at the Ramada Inn 1776.

WE WANT TO SEE EVERYONE THERE!

See page 13 for more details & registration information

Organizing Electronic Files (In Layman’s Terms)

Featuring: Job Kitching & George C. Darnell, CRM

When:

May 18, 2004 8:00 am - 4:30 pm

Where: The Ramada Inn 1776 Williamsburg, Virginia

A Seminar for Anyone Concerned with Organizing Electronic Files About our Speakers: Job Kitching is Vice-President of Domestic Field Operations, Information Management Research, Inc. He has been in the Information Management (Document, Content, E-Mail Management & Archive) Industry since 1987 working in both the software solutions as well as professional services aspects. In 1987 Job was working with CMS/Data and as part of a large law firm opportunity document management was a requirement. After successfully winning the opportunity CMS/Data designed and delivered to the market the first version of PC DOCS. In 1998 Job joined IMR as a Regional Sales Manager and after several consecutive years of top performing field sales he migrated into the management of Information Management Research Inc. (IMR). IMR is a Denver, CO based privately held company that was founded in 1992. Currently IMR has operations in 40 countries and seven languages and has over twenty thousand clients. IMR specializes in the document management of fixed content. IMR is also considered one of the leaders in the Information Management business segment, and several of it’s employees are affiliated with AIIM and ARMA on a national level. Mr. Kitching has a Business Management Degree from Florida State University. George D. Darnell, CRM is a Senior Consultant with SAIC. His current client is CIA, where he is engaged in records and information management (RIM) policy analysis and electronic record keeping systems certification. Before retiring as a senior information management officer with CIA, George was awarded the National Reconnaissance Office (NRO) Gold medallion for establishing and directing a comprehensive RIM program based on National Archives and Records Administration (NARA) standards, including construction and staffing of NARA compliant records center. He led an interagency team that developed the first NRO records retention schedule and had it approved by NARA with unprecedented speed. He also established a program to ensure that electronic records were migrated during an information system platform conversion. George is a past president of the Northern Virginia Chapter of ARMA and active in the Mid-Atlantic Region. He and his wife, Michelle, a music teacher, reside in a semi-rural area of Manassas, Virginia. George has a BSEE from UND and an MPA from USC and is a graduate of the National War College.

Content & Schedule

8:00am-8:30am Registration & Coffee 8:30am-9:00am Welcome & Introductions to Exhibitors and Speaker 9:00am-10:00am Job Kitching Organizing Electronic Files: Email Archiving 10:00am-10:30am Break & Exhibitor Area 10:30am-12:00noon Organizing Electronic Files (Email Archiving) Noon-1:15pm Lunch (provided) & Exhibitor Area 1:15pm-2:15pm George D. Darnell, CRM Using Taxonomies to Organize Electronic Files 2:15pm-2:45pm Break & Exhibitor Area 2:45pm-4:00pm Using Taxonomies to Organize Electronic Files 4:00pm-4:30pm Conclusion & Wrap-up

Directions to Ramada Inn 1776 725 Bypass Rd., Williamsburg VA: Call (757) 220-1776 for additional info. From Richmond: Take I64 East to Exit 238 (Camp Perry/Colonial Williamsburg). At the end of the ramp take a right onto Route 143, go to second stoplight and turn right onto Route 132 South. Proceed to the first stoplight and turn right onto Route 60 Bypass Road. Go about 1/2 a mile and turn right by the Ramada Inn 1776 sign. Follow signs for Ramada Inn 1776. Will be at the top of the hill. From Norfolk: Take I64 West to Exit 238 (Camp Perry/Colonial Williamsburg). At the end of the ramp take a left onto Route 143, go to second stoplight and turn right onto Route 132 South. Proceed to the first stoplight and turn right onto Route 60 Bypass Road. Go about 1/2 a mile and turn right by the Ramada Inn 1776 sign. Follow signs for Ramada Inn 1776. Will be at the top of the hill.

Preliminary List of Exhibitors: Iron Mountain Records Management Lion-Heart Records Management Svcs, Inc Reams Document Imaging Richmond Commercial Services, Inc

The Tidewater Chapter of ARMA International Presents:


PAGE 13

Tidewater Chapter Committees Volunteer: Pronunciation- (vol’”un-tEr”); a person who voluntarily offers

himself or herself for a service or undertaking (Websters Dictionary)

* WE STILL NEED VOLUNTEERS FOR THE COMMITTEES!!


PAGE 14

PROGRAMS: Cleo Badgett, Chair SEMINAR: Cleo Badgett, Chair Members: Chapter Board, Helen Nicholls, Anna Call, Johnsie Spruiel, Michele Trader Vendor Participation: Tom Hesse, *Volunteers Needed Committee Members: Chapter Board, *Volunteers Needed

EDUCATION: Chair: Volunteer Needed Members, Michele Trader, Donna Cooke, and Betty Stewart

MEMBERSHIP: Lois Dalton-Ritger, Chair; Member, Ruth Cronin PUBLICITY: Audrey Fitzgerald, Newsletter Editor LIBRARY & HISTORIAN: Tom Hesse MEMBER CARE: Volunteer needed: Chair Member, Johnsie Spruiel, Anna Call BY-LAWS: Angela Mitchell, Chair Member, Anna Call, Johnsie Spruiel AUDIT: Co-Chairs, Tom Hesse Member, Betty Stewart

Almost 200 new members have been recruited through The Power of One campaign. If you haven’t yet recruited a new ARMA member, what are you waiting for? You’ve grown from your experience as part of a professional association. Now, The Power of One can reward you or your efforts to bring new members into ARMA International. It’s easy to participate. Just make a list of colleagues who are not currently members of ARMA. Visit http://www.arma.org/membership and download an application or ask your new prospect to complete the application online. Be sure and write your name or member ID on the application, or make sure your recruit includes it if he or she completes an application online. We’ll tally your recruits and let you know when they join. When you sponsor a colleague as a new member of ARMA you join an elite group of professionals dedicated to Connecting Others Through Recruitment and Encouragement (CORE). It’s easy to share the benefits of ARMA membership– the value you’ve received, the friends you’ve made worldwide, the skills you’ve developed, and the knowledge you’ve gained. ARMA is a resource your RIM colleagues will carry with them throughout their career, and you’ll feel the power by having supported and encouraged them to join. Top recruiters will be recognized at the 2004 ARMA International Conference and Expo in Long Beach, California.

The Power of One campaign will run through June 30, 2004. Visit http://www.arma.org/powerofone for all the details and to experience

The Power of One– The Power of You!

2003-2004 Meeting Year SEPTEMBER 16

Leadership

Sam’s Seafood, Hampton

Postponed due to Hurricane Isabel

OCTOBER 21

Leadership

Sammy & Nick’s, Hampton

NOVEMBER 18 Joint Meeting with Richmond

ARMA/AIIM - GIT

Williamsburg

DECEMBER 16

Holiday Party!!

Lion Heart Records Management

JANUARY 20 Boss’s Appreciation Night

E-Mail Management Software Retention

Sammy & Nick’s, Hampton

FEBRUARY 17

Case Studies Round Table Discussion

Holiday Inn, Hampton

MARCH 16

Privacy Issues

Holiday Inn, Hampton

APRIL 20

Facility Tour Computer Driven Issues

Virginia Beach

MAY 18

Spring Seminar

Ramada Inn 1776, Williamsburg

JUNE 15

Awards and Installation of Officers

Southside

JULY SUMMER RECESS

AUGUST SUMMER RECESS

INSTITUTE OF CERTIFIED RECORDS MANAGERS The CRM examinations are given twice each year in May and November in locations at which a qualified proctor

may be found to administer the test. For informational materials describing the certification process, including the qualifications required and the examination form, write or call:

Institute of Certified Records Managers 318 Oak Street

Syracuse, NY 13203 www.icrm.org

Phone: 1-877-244-3128 (USA and Canada) Staffed between 9 a.m. - 4:30 p.m. Eastern Time Alternate number: 315-234-1904 Fax: 315-474-1784

CRM EXAMINATION SCHEDULE

SPRING 2004 Original Applications due January 1, 2004

Supplemental Applications due March 1, 2004 Examination Dates—May 6-7, 2004

FALL 2004

Original Applications due July 1, 2004 Supplemental Applications due September 1, 2004

Examination Dates—November 4-5, 2004

TIDEWATER CHAPTER ICRM ASSISTANCE: Virginia A. Jones, CRM

Newport News Waterworks 757-247-2413

SPRING 2005 Original Applications due January 1, 2005

Supplemental Applications due March 1, 2005 Examination Dates—May 5-6, 2005

FALL 2005

Original Applications due July 1, 2005 Supplemental Applications due September 1, 2005

Examination Dates—November 3-4, 2005

TIDEWATER AREA CRM EXAM PROCTORS: Virginia A. Jones, CRM Stephen Haller, CRM Newport News Waterworks Colonial Williamsburg 757-926-1063 757-220-7248

Note: Original applications are those submitted for the first time for review of credentials. Supplementary applications are those submitted in order to take additional parts of the exam, subsequent to approval of the original application.

the tidewater chapter of arma international presents: the ......article courtesy of infopro online...

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