ARMA San Antonio 2014-2015 Officers and Directors President: Melissa Wallis, CRM [email protected]Vice President:: Cathy Drolet, CDIA+ [email protected]VP – Membership: Chuck Barnett [email protected]VP – Professional Development: Leticia Vacek. [email protected]VP – Programs: vacant Treasurer: Ben Cantu [email protected]Secretary: Amanda Cockrell [email protected]Board Chair: Clinton Wentworth, CRM [email protected]Directors: Anne Comeaux, CRM [email protected]Diana Chavarria [email protected]Ester Guante-Rodriguez [email protected]Karen Glenney [email protected]S E P T E M B E R M E E T I N G Tuesday, Sept. 15, 2015 * La Quinta Inn & Suites Medical Center 4431 Horizon Hill Blvd, San Antonio, TX 11:00 am—1:00 pm Information Governance: A Practical Step by Step Approach to Success Speaker: Tad Howington, CRM, FAI Much has been written and discussed about information governance theory and its core principles necessary for suc- cess. This session will take a different turn by outlining a clearly defined step-by-step approach for successful implementation of an enterprise-wide information governance program. From securing support throughout the organization to managing ex- pectations to “boots on the ground” action planning, this ses- sion will translate theory into a workable, practical solution easi- ly adaptable to any organization. The presentation will include real life examples of the good, the bad and the ugly experienced in designing an information gov- ernance program for a major, complex organization. Tad Howington has over 30 years of experience in various aspects of records and information governance. He has managed and directed enterprise-wide records and information programs in various organizations representing the energy, utili- ties and local government sectors. He is currently the Manager of e-Records and Information Governance for Kinder Morgan, based in Houston. Tad has taught records and information management courses at Dallas County Community College, Austin Community College and in the Graduate School of Library and Information Sciences at the University of North Texas. He has also served as an Adjunct Instructor of Records Management in the Graduate School of Information at the University of Texas at Austin. In addition he has conduct- ed over 90 seminars and workshops throughout the United States, Canada, Japan, Mexico and New Zealand. Price: Members $25, Non-Members $30 Includes luncheon and program. Register Online at www.ARMASanAntonio.org to reserve your spot and en- sure enough food and to double your chances to win a door prize. Those not registering may still attend but may not get the same meal. Payments may be made online (credit card only) or at the door (check, cash, or credit card). You may also buy a 9-pack. See page 2 for details. September 2015 ARMA International San Antonio Chapter INSIDE THIS ISSUE: Letter from the President 2 Save Money on ARMA meetings 2 Get More Involved in ARMA 4 Bring the Boss Program 5 CRM Study Group Web Page 6 Accessing Members Only Content 6 2015 Leadership Training 7 Interesting Reading 8 Page 1 Collaborator Collaboration … people working together to solve the puzzle
Tuesday, Sept. 15, 2015 * La Quinta Inn & Suites Medical Center
4431 Horizon Hill Blvd, San Antonio, TX
11:00 am—1:00 pm
Information Governance: A Practical Step by Step Approach to Success
Speaker: Tad Howington, CRM, FAI Much has been written and discussed about information governance theory and its core principles necessary for suc-cess. This session will take a different turn by outlining a clearly defined step-by-step approach for successful implementation of an enterprise-wide information governance program. From securing support throughout the organization to managing ex-pectations to “boots on the ground” action planning, this ses-sion will translate theory into a workable, practical solution easi-ly adaptable to any organization. The presentation will include real life examples of the good, the bad and the ugly experienced in designing an information gov-ernance program for a major, complex organization. Tad Howington has over 30 years of experience in various aspects of records and information governance. He has managed and directed enterprise-wide records and information programs in various organizations representing the energy, utili-ties and local government sectors. He is currently the Manager of e-Records and Information Governance for Kinder Morgan, based in Houston. Tad has taught records and information management courses at Dallas County Community College, Austin Community College and in the Graduate School of Library and Information Sciences at the University of North Texas. He has also served as an Adjunct Instructor of Records Management in the Graduate School of Information at the University of Texas at Austin. In addition he has conduct-ed over 90 seminars and workshops throughout the United States, Canada, Japan, Mexico and New Zealand. Price: Members $25, Non-Members $30 Includes luncheon and program. Register Online at www.ARMASanAntonio.org to reserve your spot and en-sure enough food and to double your chances to win a door prize. Those not registering may still attend but may not get the same meal. Payments may be made online (credit card only) or at the door (check, cash, or credit card). You may also buy a 9-pack. See page 2 for details.
September 2015
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 Save Money on ARMA meetings 2 Get More Involved in ARMA 4 Bring the Boss Program 5 CRM Study Group Web Page 6 Accessing Members Only Content 6 2015 Leadership Training 7 Interesting Reading 8
Page 1
Collaborator Collaboration … people working together to solve the puzzle
ARMA San Antonio Collaborator
Page 2
Letter from the President
I am very excited to be the president for the ARMA San Antonio Chapter for the 2015-2016 season!
The board is working on some great plans for this year that include holding our annual seminar in concert with the Austin ARMA Chapter again as the one last year garnered rave reviews. We have some great speakers with content that is relevant and coincides with what the members have asked to see for our monthly educational luncheons. Back by popular demand, we will be offering a 9 pack bulk purchase of all luncheons for the entire September – June season for $200. This package gives you all 9 luncheons for the price of 8! Please take advantage of this by choosing the 9 pack option when you register/pay online for the September meeting or bring your payment with you to the September meeting. If you are thinking about purchasing a 9 pack but think you may miss a meet-ing or two, do not despair! You can transfer the unused registration to someone else. We are again going to be offering a “Bring the Boss” program. This program is intended to close the gap between a boss who simply supports your participation with ARMA and one who has actually had an opportunity to experience an event. Look at the scheduled events and pick one that would be of interest to your boss, and invite your boss to join us. The cost for your boss’s attendance will be covered by your chapter. This is the chapter’s way to say Thank You to the bosses who support us. Mark your calendars for the monthly educational events, and I look forward to seeing you as we continue to share knowledge in the discipline of records management. Melissa Melissa Wallis, PMP, CRM President, ARMA San Antonio Chapter
Want to save money on your ARMA luncheon meetings?
ARMA San Antonio is again offering members the opportunity to buy 9 meetings for the cost of 8. Buying a “9 pack” allows you to attend 9 luncheon meetings for only $200. That saves $25 - the cost of one meeting! You may give any unused meetings to someone else to use this year or use two at one meeting to bring a guest. Purchase your 9 pack either online when you regis-ter for the September meeting or at the door with check, cash, or credit card (VISA, MC, Discover, American Express).
Page 3
ARMA San Antonio Collaborator
Upcoming Program
Don’t miss Nancy Cahey’s presentation next month on email governance.
Join your friends at ARMA each month for great food, interesting programs, and lots of networking!
Thank you to
for sponsoring our September monthly luncheon.
We appreciate your support!!
Page 4
ARMA San Antonio Collaborator
Looking to Get More Involved in ARMA? ARMA has many volunteer opportunities for members wishing to get more involved in chapter activities. Why should you get in-volved? How about making new friends, helping create better educational programs, looking good on your resume, and contrib-uting your talents to make our chapter a valuable resource for you and other records managers. Besides, some of the members of the board have served for a number of years. We need new blood to bring us inspiration and new ideas. We need you!!
ARMA needs You to volunteer!! Vice President for Programs - We are desperately in need of someone to head the effort to bring in great speakers for our luncheon meetings. Many of the meetings for this year have already been arranged, and you will have help with ideas from the other officers and the Programs Committee. Committee Members – ARMA San Antonio has many different committees that work during the year to plan and work at special events or help with other chapter activities. Committees include:
◊ Audit - Conducts annual audit of chapter. ◊ Awards - Nominates members for awards. ◊ ICRM Study Group - Members interested in studying for the ICRM exams for CRM certification. ◊ Legislative - Submits amendments/revisions to Chapter Bylaws. ◊ Library - Maintains Chapter library of publications and reference materials. ◊ Membership - Solicits new chapter members. ◊ Newsletter - Prepares chapter newsletter writing articles, taking pictures, etc. ◊ Nominating - Submits slate of members for chapter elected offices. ◊ Programs - Helps to recruit speakers for chapter meetings. ◊ Public Relations - Promotes and enables community service projects. ◊ RIM Proclamation - Works to obtain city proclamation for RIM Month in San Antonio. ◊ Scholarship - Publicizes scholarships and selects applicants. ◊ Seminar - Plans annual educational seminar for Chapter. ◊ Shred Day – Helps man Shred Day sites and recruit other members to help. ◊ Vendor Relations - Works with vendors and others to arrange guest speakers and solicit support for chapter
events. ◊ WebSite—Responsible for design and maintenance of Chapter website.
Contact Melissa Wallis at [email protected] if you would like to chair or serve on a committee or volunteer as a director or other board member. Sign-up sheets for committees will also be available at the September monthly educational meeting.
Page 5
ARMA San Antonio Collaborator
“Bring the Boss” Program Continued for 2015-2016
Again this year, as a special benefit and to say thank you to our companies, each ARMA San Antonio member will be allowed to bring their boss to one of the luncheon meetings for free. You must pre-register both yourself and your boss for the meeting to claim this benefit. Be sure to include your boss’s name on your registration by clicking the ADD GUEST button and filling in their information with the word BOSS added to their name. One boss only, please, to one luncheon during the year. Bosses should not already be members of ARMA.
Page 6
ARMA San Antonio Collaborator
Accessing Members Only Content The ARMA International San Antonio Chapter Website has a Members Only Content sec-tion containing copies of speaker presentations, chapter pictures, and other information for members. To access this content, you must login to the chapter website (http://armasantonio.org) on the top right of the home page. (See the screen shot below.)
If you have never logged in before, click on the Forgot Password link at the top right side of the home page, enter your email address, and follow the prompts. You must be a member of ARMA to create a login account.
Educational Opportunities CRM Study Group - New Web Page Available The San Antonio Chapter of ARMA International has had a CRM Study Group for a number of years. The traditional for-mat has been to select one of the five required multiple choice tests, divide up the study guide for that test from the The CRM Handbook, research the topics in the assigned portion, then present the information to the rest of the group. Some of the study sessions even designed flash cards for the test. This year we are trying something different. Some of our members prefer to study on their own. We have created a CRM Study Group web page under the Members Only Content section of the San Antonio Chapter’s website. The most recent study guides and flash cards created by the study group for each section of the 2012 version of the CRM tests are accessible on this web page. They may be downloaded as needed for individual study preparation or shared as part of a study group. Caution: The study guides were created by our members and there is no guarantee of their quality. Some are excellent; some are less complete. They also do not include class discussions, and styles may vary from set to set of notes. Any ques-tions on the study guides will be happily answered by our chapter’s CRMs. We are always happy to mentor those interested in learning more about records management. See the instructions below for accessing the Members Only Content. Once logged in, float your pointer over the Member-ship option on the blue column on the left and click on CRM Study Group under Members Only Content. Questions? Contact Anne Comeaux, CRM at [email protected] .
Page 7
ARMA San Antonio Collaborator
Board Members Attend 2015 Leadership Training Conference Three members of the ARMA San Antonio Chapter board attended the 2015 Leadership Training Conference, ARMA Inter-national, Inc. Southeast and Southwest Regions held in Dallas on July 10-11, 2015. This was the first time more than one region met together and it was very successful. One of the benefits of this joint conference was to see how each region man-aged itself, its business as well as how they resolved issues; much was shared between us for the benefit of our chapters. During the two days we covered topics such as
• ARMA International coming to San Antonio! Yes, you read this right… ARMA International is in the Alamo City in October of 2016!
• Techniques for minimizing drama and maximizing success • ARMA HQ changes and resources • Sharing ideas by functional roles • Presentation by ARMA Board of Directors • Presentation by the ARMA International Educational Foundation
There were also a number of networking sessions that allowed the chapters to share how they handle business. One of the main issues brought up by all the chapters was finding good educational speakers. One of the great things that came out of the discussion was the willingness of each of the chapters to share speaker contacts with each other. Later this year you will see some of the benefits of the contact sharing that went on at the meeting. For those of you who don’t know, there are a total of 120 ARMA chapters, 14 in Canada. There are 11 Regions, 9 of which are in North America. The role of each region is to support the chapters with governance and administrative issues; ensure communication between chapters and HQ; support and reinforce programs and communications from HQ; and be a re-source to the functional areas of the chapter leadership. In fact there is a very useful website on www.arma.org/leadership that is updated in real time and that has many chapter resources, forms, templates and samples available to all chapters. Also included is the Chapter Operations e-Handbook which contains an extensive resource for chapter leaders to assist and guide the chapter in many different areas.
Page 8
ARMA San Antonio Collaborator
Interesting Reading
Don’t Be Scared of Analytics and Forensics: How to Use These Tools in E-Discovery
By Dr. Gavin W. Manes, CEO of Avansic: E-Discovery & Digital Forensics (Thank you to Melissa Wallis, CRM for the summary of this article. The full whitepaper can be found on the ARMA San Antonio website in the 2015-2016 newsletter section.) The major theme in this article was that “e-discovery review can be helped tremendously by analytics and forensic processes.” Analytics is the discovery and communication of patterns in data that are meaningful. These patterns can be very useful to assist in e-discovery. They allow a user to better organize and group documents by ideas and concepts, which allows you to focus on one particular topic at a time. It also allows for the use of “specialists” to review who have specific knowledge about a certain area or subject. The forensic process is composed of basic phases that in-clude collection, examination, analysis, and reports. The article went on to discuss different type of analytics and forensic processes which include the following:
• Concept Clustering: This entails grouping “similar documents together based on word proximity and similar phrases.”
• Predictive Coding: “Predictive coding is a workflow that leverages analytics, sampling, and sometimes
concept clustering. Predictive coding uses different variants of supervised machine learning.” • Forensics Collection: “Although it may seem that forensics is not necessary in a run-of-the-mill e-
discovery project, forensics collection and a proper chain of custody can help during document re-view.”
• Forensics De-dupe: “MD5 hash is very useful for determining if two pieces of data, such as files, are
exactly the same.” “E-Discovery review can be helped tremendously by analytics and forensics processes. Specifically, there is rarely a case where analytics and concept clustering aren’t useful in e-discovery review. Predictive coding is typically helpful where there are a unique set of requirements of time, volume. Hybrid models combine supervised and unsuper-vised learning and automate the processes so there is little configuration or knowledge required by the user. Knowledge of these tools gives the user the confidence to consider their usefulness for future projects.”
