ARMA
Liberty Bell Chapter Sponsored MER Sessions
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December 2011 – Electronic Records Management Boot Camp
For
those new to electronic records management or not sure where to start, this web
seminar from the 2011 MER Conference provides an introduction to ERM. For
seasoned practitioners, this web seminar provides a pulse check, providing “key
consideration” checklists for electronic records initiatives for structured,
“semi-structured” and structured data systems. It concludes with a risk-based
approach for project prioritization.
This web seminar will help participants to:
• Develop a comprehensive view of their organization’s systems and applications
• Categorize the systems and applications in a manner that facilitates
comparison
• Develop an integrated framework of ERM initiatives.
This web seminar provides participants with an “ERM checklist” of topics
including:
• Structured Data Systems: The discussion of structured data will focus on the
suitability of information processing systems as “official” electronic
recordkeeping systems.
This part also will also explore how to work and communicate collaboratively
with IT.
• Unstructured and Semi-Structured Data Systems: Possibly the greatest challenge
facing the RIM professional today is the management of unstructured data and
documents stored on shared drives, in document management systems, in SharePoint
and other collaborative tools, etc.
This part will focus on the records management governance requirements critical
to managing this ever-growing volume of content.
• Messaging Systems: After 15+ years of struggling with email management, it is
still the scourge of records management for many organizations. In addition to
email, the management of instant messaging, text messaging, etc. will be
discussed.
The web seminar concludes with considerations for developing a prioritized,
strategic plan with the objective of comprehensive ERM throughout the
organization.
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January 2012 – Information Management Architecture
To
find solutions for managing massive volumes of information, organizations are
increasingly using an Information Management Architecture (IMA). Historically,
information management, including records management, has been primarily defined
by existing and planned technology capabilities.
With IMA, information management solutions are the product of a two part
process: first, define the information needs of the organization’s business
processes and second, overlay those needs on the technology architecture.
IMA is designed to accommodate both a diversity of business needs for
information and also the many different types of information-related risks that
organizations have. The key benefit of IMA is that it directly connects the
management of information to the work being performed by the business – at the
enterprise, business process, and local levels.
Regarding RIM, as part of the normal work process, IMA automatically culls
obsolete information, declares records, and stores knowledge for future
reference.
Consider these examples of benefits:
• Legal receives a simple guide to where all of the organization’s information
is located
• IT gets valid and consistent guidance to business rules and technology
opportunities
• Senior Executives finally see results from their information management
investments.
Learning about IMA will help your organization save valuable deployment time and
improve the probability of success.
Participants in this web seminar from the 2011 MER Conference will learn how to
design and implement an IMA.
This will include:
• Segmenting component business processes and building out the information needs
of each
• Overlaying this architecture over the existing and planned technology
architecture
• Analyzing and developing priorities for better aligning technology and
information management needs with the business processes of the organization.
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February 2012 – RIM Performance Standards: Achieving the Right Mix of Great and
Good Enough
RIM
principles and standards establish goals for excellence that can help your
organization achieve greater success in records management. However, neither the
courts nor your organization's leaders expect perfection everywhere. In fact,
the key to RIM success is to define where your organization must achieve RIM
great, and where RIM should be good enough.
The
right balance of great and good enough varies by industry, and it varies by
business area within industries as well. Demonstrating the right balance of
these two will enable your organization to meet the legal tests of good faith
and reasonability.
This
web seminar from the 2010 MER Conference demonstrates how RIM Tools for
Excellence have evolved to embrace a more holistic approach to RIM to meet the
new challenges of electronic records management.
This
web seminar addresses:
·
The
different types of RIM "tools for excellence" and how to view them in the
context of your organization.
·
Why
we need to move from "records management" to "information governance", and what
that means for achieving the right mix of good enough and great RIM.
·
How
to apply two tools in particular - Generally Accepted Recordkeeping Principles
(GARP) and Assured Records Management (ARM) to implement effective information
governance for your organization.
·
How
this approach supports good faith and reasonability.
During the session, we will leverage GARP and ARM to explore a hypothetical case
study to demonstrate RIM tools for excellence and information governance in
action. You will learn:
·
The
value of using a consistent "industry agnostic" metric to evaluate how your
organization's RIM performance "stacks up".
·
How
to align cross-functional stakeholders around a clear vision of where your
organization must be great and where it can be just good enough.
·
How
to translate that vision into the GARP maturity model, and define the maturity
levels that are optimal for your organization.
·
And
how to implement ongoing information governance that will help your organization
achieve its RIM goals year over year.
Whether you are just getting started with your RIM program, or you face the
challenges of improving an existing program, this session will help you will
learn how the appropriate application of RIM tools for excellence - and
specifically GARP and ARM -- can be used to achieve the right mix of great and
good enough and support the legal tests of good faith and reasonability.
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March
2012 – Case Study: Toward the Future: City of
This
web seminar from the 2011 MER Conference is a case study of the 2010 City of
The City of
The City began the long-term preservation of digital information initiative by
engaging outside professional expertise to:
• Define relevant standards and requirements from the worldwide community of
memory institutions and government archives
• Apply a capability maturity model to assess the City’s electronic records and
information management capabilities
• Define target capability levels and a five year implementation “roadmap” to
ensure the long-term preservation and access to the City's digital assets.
This web seminar is a case study that includes:
• An overview of City of Toronto's information management goals and enterprise
governance structure
• An assessment of the digital preservation capability maturity model used
during the project
• Perspectives on the City's five year strategy to integrate digital
preservation practices into business processes, technical infrastructure and the
enterprise information management governance framework
• A progress report on implementation efforts and plans.
This web seminar will benefit individuals who realize they need to develop a
long-term plan for preserving and accessing their digital assets, but may not
know how to begin.
It presents the City of Toronto’s “how to” experience of facing the challenges
of technology obsolescence and developing a strategy for integrated, incremental
investments in its people, core business processes and enterprise information
management systems and technologies to establish and sustain trusted levels of
digital preservation capability.
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April
2012 - Applying Retention Schedules Successfully – To Both Paper AND
Electronically Stored Information
Despite their best efforts, many companies haven’t been able to devise retention
schedules that can be applied to both their paper records and
electronically-stored information (ESI). Records categories that are too broadly
written can lead to unnecessary records retention, make finding specific
information time-consuming, and result in higher recordkeeping and discovery
costs. Conversely, retention schedules that are too detailed aren’t easy to
maintain or use. Having the right blend of specificity and universality isn’t
impossible – it just takes understanding some key considerations.
This web seminar from the 2011 MER Conference addresses:
• Integrating conflicting statutory and regulatory requirements from different
jurisdictions in ways that address different organizations’ unique cultures and
needs.
• Learning when to limit the number of different retention time periods.
• Recognizing different options to handle “event-based” retention periods.
• Incorporating helpful tools so that employees can easily find the retention
periods that apply to their most frequently used records.
• Balancing IT’s seemingly contradictory needs: Fewer retention periods that can
be applied to broader groups of records and sufficiently detailed retention
specifications that can be applied to specific tables of data within large,
integrated business systems.
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May
2012 – The Revolutionary Implications of Search Processes on Electronic Records
Management Programs
As
electronic data volumes increase, the corporate enterprise is faced with
challenges it may not have imagined even five years ago -
·
Operationally, they include: increasing compliance mandates and burdensome
e-discovery requirements and
·
Technically, they include: the myriad of new technologies for data sharing,
access and storage.
All
of these factors drive the need to search, locate, and organize information
accurately in efficient and cost-effective ways.
The
benefits of an effective search methodology also can extend deep into the domain
of Records Management and therein dramatically improve the ability to manage
Electronic Records with unprecedented levels of precision and compliance.
This
web seminar addresses the topic of search in its many aspects - practical,
functional, and ethical - as it becomes an increasingly crucial element in
Records Management:
·
What
kinds of search methods exist and suited to which purposes?
·
What
separates a search engine from a search query?
·
Can a
search be deemed successful without measurement?
·
How
can success even be measured?
·
Can
effective search tools revolutionize the world of Records Management?
Using
the judicial opinions as a guide for the appropriate ethical considerations of
search in general, we will discuss the roles and responsibilities of those who
employ search to achieve their Records Management goals, as well as the
standards against which search should be measured.
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June
2012 – The Disposition of “Stuff” – Three Judicial Perspectives
Closing Keynote from the 2011 MER Conference
There
are three operational reasons why the disposition of Stuff (no longer needed
e-content) is a very important issue.
• There is so much e-stuff – with an ever-increasing rate of growth
• The cost of storing e-stuff is skyrocketing – with unsustainable budgetary
impact
• The operating risks of having unwanted e-stuff are unacceptable – and contrary
to good governance.
From the legal perspective, there is a corollary challenge:
• There is so little legal guidance – due to digital world’s relative newness.
This web seminar from the 2011 MER Conference brings the operating and legal
issues together before three federal magistrate judges with extensive knowledge
and case law experience regarding electronically stored information (ESI).
The judges address a special “hypothetical”:
The general counsel of a company – which is regularly sued and has accumulated
lots of Stuff – presents to the judicial panel an escalating series of
“real-life” operating issues that have legal implications and, as such, would
benefit from legal input/guidance.
This hypothetical has been specifically created for this MER’11 Keynote session.
The goal is threefold:
• Present the judges with challenging operating issues that organizations
(especially businesses) are experiencing
• Foster a public dialogue that results in a better understanding of the legal
and operational problems created by Stuff in the new digital world: how Stuff
has been created, why the Stuff problem is so complex and large, and what are
the real costs of preserving and accessing Stuff
• Discuss the operational and legal options available – respecting both the law
and the operational risks/needs.
Are solutions to be best found in future case law or the next revision of the
Federal Rules of Civil Procedure or do they exist today?
In the tradition of MER keynotes, registrants will have an opportunity to ask
questions and share thoughts with the presenters.