Archive for the ‘Travel’ category

Notes: Can You Destroy Paper Records That Have Been Imaged?

October 29, 2014

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Can You Destroy Paper Records That Have Been Imaged? Presented by Robert Williams and Ronald Hedges, J.D.

ARMA Live Conference
San Diego Convention Center

Take a look at White Paper Cohasset prepared for IBM on the legality of digital image copies.

Uniform Photographic Copies of Business and Public Records Act (UPA) Conditions= records and copies must be made in ordinary course of business

Decision tree under the Federal Rules of Evidence is often used for the steps of admissibility with regard to trustworthy evidence.

For more on authenticity of email look at the Lorraine Decision.

Records can be destroyed once they are imaged if: they are no longer required in the regular course of business; and they are not be subject to any active legal hold order.

Defensible Disposition= complying with all internal processes, you are meeting legal requirements, you are following a retention schedule, use compliance forms.

How do you make the process of disposing records defensible?
1- By what authority were the records destroyed, 2- How were they destroyed, 3- Who destroyed the records, 4- When were the records destroyed

Management Evidence details goals, policies and procedures

Notes: Strategies to Deliver Unstructured Data as Relevant Data

October 29, 2014

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Strategies to Deliver Unstructured Data as Relevant Data presented by Adele Carboni, CRM, PMP

ARMA Live Conference
San Diego Convention Center

Focus on unstructured data
Unstructured data= 80%
Structured data= 20%

Defining Taxonomy

Taxonomy Support= organizational chart, records retention schedule, review of shares structure currently being used.

Taxonomy goals= develop a controlled vocabulary, metadata relationships, provide non-technical users with a way to visualize and verify data, utilize attributes to allow for search to narrow results

Taxonomy Development= Browsing, Search, Hybrid, Index, Classify, Auto-classify

In a manual taxonomy structure in the electronic environment, if a folder isn’t being used, then it is removed if it hasn’t been used between 3-6 months for a taxonomy filing.

Retention Schedules go hand and hand with taxonomy (functional taxonomy or departmental taxonomy)

Assign retention at the highest level possible. Assign filing at the lowest level possible. Understand parent/child relationships.

Notes: When Employees Leave: E-discovery and RIM in Dynamic Environments

October 29, 2014

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When Employees Leave: E-discovery and RIM in Dynamic Environments presented by Antonio Rega, Scott Giordano, Esq., David Yerich, J.D.

ARMA Live Conference
San Diego Convention Center

This is not just for terminations it is also for employees who leave for another position.

Sanctions= a threatened penalty for disobeying a law or rule or official approval for an action or to impose a sanction or penalty on.

Did a text pole asking “which information governance effect on e-discovery is the biggest area of concern for you?” Data identification, data preservation, data disposition and preservation (won this round).

Keep a Master Custodian List= a list of all current employees, separated employees, employees with records on hold for legal reasons.

Average employee seperation rate is 13%-15%

Exit interview process is an important part of employee departure to be sure everything is in order.

Important to have a process in place to remove or retain employee files after seperation.

Spoliation= recycled computers, deleted e-mail accounts, purged file shares, destroyed paper files. Spoliation is an e-Discovery risk. Some employees may intentionally destroy/delete records. There should be point people in IT, HR and RM to collect information/records before the employee departs.

Text poll…”How are you tracking employee movements to ensure data on legal hold is not accidentally deleted?” Answers were: data mapping, spreadsheets, standard communication between teams, and still formulating a process (won this one).

Notes: Big Data Redefines RIM- New Threats, New Opportunities

October 29, 2014

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Big Data Redefines RIM- New Threats, New Opportunities presented by Kon Leong, President and CEO, ZL Technlogies

ARMA Live Conference
San Diego Convention Center

A lot of buzz about big data analytics

Unified Data Management= 3 layers
Transaction Sources (shared files, IM, PST, ECM, Social Media, email, cloud data
Unified Archive
External Systems

Big data analytics for strategic advantage
There are already 4 ROIs to justify the archive— compliance, e-discovery, records management, e-storage

He says we need to return to the phrase “information management” versus “information governance” because the term governance is associated with risk

e-trash or e-treasure?

The need for RIM is from 0% to 100% retention

Skills needed in the future= eArchiving, eCompliance, eRIM, eDiscovery, eAnalytics

Photo Shoot: ARMA Live 2014

October 29, 2014

This was kinda funny. Today when I was walking from one session to another, a man stopped me. He was hired by Iron Mountain as a professional photographer. The man wanted me to have a photoshoot wearing a witch hat for a Halloween promotion. I said heck with it…so I had a few snapshots taken and this is the one they picked. I got a nice hard copy to keep. Wonder what they will do with this though!?

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Bubblelishious

October 27, 2014

12:45am (CA)
1:45am (NM)
~★~
I ended the day submerged in bubbles at midnight. I seriously needed to relax, and quench my thirsty, busy mind. Yes…I brought two candles with me for some serious me time. The water in Cali makes my skin soft. It’s so nice…

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6:30am…Grindin’

October 26, 2014

This morning I hit it up early. I went to the fitness center at 6:30am to do 20 minutes of cardio and get my back workout in. I plan on hitting it again tomorrow morning. Maybe chest or a bi/tri session. Feels good to go early.

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A New Archival Storage Medium

October 26, 2014

ARMA Live Conference
San Diego Convention Center

Best piece of information I received today was in a records management/digital preservation session this afternoon. It was new information to me. The storage medium is said to endure the toughest conditions, lasting hundreds and hundreds of years. It has been tested. Do you know what this is??

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Ferry Lunch

October 26, 2014

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The Human Face of Big Data: ARMA Live 2014 (Keynote)

October 26, 2014

ARMA Live Conference
San Diego Convention Center

Today I was really impressed with the keynote speaker. Rick Smolan is an amazing photographer with a love and appreciation of data. His images have been featured in Time, Life, and National Geographic Magazine. His breathtaking imagery has been featured on the covers of Fortune, Time, Newsweek, and US News and World Report. He has also sold over 5 million books.

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Rick Smolan and Jennifer Erwitt crafted a fascinating look at The Hunan Face of Big Data in their new book. Seriously…mind-blowing. If there weren’t 2,000 other people ready to meet the man with many books on the New York Times Bestseller List, I would have taken the time to introduce myself. In this new project, he took a closer look at people and how their lives intersect with data in positive ways. Some of the ideas he captured were truly worthy of recognition and ultimately, they were extremely thought provoking.

Alone with the Night

October 26, 2014

2:00am (NM)
1:00am (CA)
on the 20th floor of the Omni Hotel in San Diego, CA

Can’t sleep…so I’m looking out the window with a bird’s eye view of the city lights across the way by the bay. Wonder what’s going on out there at this hour? I need to get some rest, but I feel restless. I need my dreamcatcher to escape to dream land.

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Swim Time

October 26, 2014

On the 6th floor of the Omni Hotel in San Diego, CA

The water was perfect in the pool and hot tub. There is also an outdoor fireplace.
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ICRM Business Meeting and Reception: ARMA Live 2014

October 26, 2014

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Institute of Certified Records Managers- Annual Business Meeting and Reception at the Hilton Bayfront in San Diego, CA

The first woman I met before the ICRM business was a blonde, beautiful Asian woman named Angeline Tan. She is a private consultant and CRM. Tan had a wonderful personality and is also a CH-SPRM (Certificate Holder- SharePoint Records Manager). She is a personable force holding a CRM since 1994. I had a great visit with she and Tony Leino, a CRM with IBM. Tan recommended that I check out the records management writings of Dr. Mark Langemo. She said he is awesome!

When the business meeting started, the board discussed the 2014 benchmarks, which included a plan for celebrating the 40th Anniversary of ICRM. 40 years? Wow! I discovered that as of October 2014, the institute added 44 new CRMs. There are 978 active CRMs, 178 retired CRMs, 998 active CRM candidates, and there were 143 approved CRM candidates in 2014 (hey!! There I am). I was under the impression that the CRM is being killed off by the IG certification, but low and behold…it is alive and well and rare and hard to pass. It made me feel good to meet so many smart people who had failed some tests. It turns out ICRM has revamped the exams due to “hate mail” from failures. Really?

I learned that the average salary minimum in the Southwest for a CRM is 88,000+ per year!!! Money isn’t everything, but learning that there are under 1,000 CRMs out there, means it is hard to earn and rare to have. I want it!!! Looks like they are changing exams from a 60/40 to a 50/50. There is now a 65% pass rate, so people do fail. Questions have been rewritten through part 5 and the question writers were introduced tonight. I was like agggghhhh “part 1” lady. What was that!?! Hahaaa… Turns out many people fail part 1 and 5. Go figure. I think every person I talked to said they had failed exams before they passed. I’m so glad to learn that. People way smarter than I failed.

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~Selfie at the Sweet Bar~

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~Custom Salad Bar~

After the meeting, there was a beautiful reception. I had so much fun, met so many smart people, and had great conversation. I love people who love networking and learning. I paid $30 out of my own pocket to attend the reception on the terrace, but I am so glad I did. I kept it clean eating a light salad even though there was food everywhere and a seriously awesome cake and chocolate covered strawberry pop bar. I did have a good margarita though. Just one because I’m working out super early tomorrow. It’s back day.

For the reception, I spent most of the time carrying a conversation with three people. Tom Corey, a new CRM is also an attorney with Huron Consulting Group. He lives in North Carolina and is a super smart man who failed exams. Dr. Eugenia K. Brumm, CRM, FAI (Fellow of Arma International) and former professor was an awesome woman to meet. She made the cover of Information Week Magazine in 1988 with her article “The Truth About CIOs.” Her dissertation is on this as well. She is from Billerica, MA. I aspire to be like her. She is a very accomplished, and knowledgeable woman. Carol R. Jordan, a CRM in the Office of Finance with Federal Home Loan Banks in Reston, VA was also a knowledge powerhouse. I had a great time chatting with these three. It was a good night.

Legal Roundtable: ARMA Live 2014

October 26, 2014

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Legal Roundtable at the Hilton Bayfront in San Diego, CA

Wow…it was so interesting to attend a roundtable where the majority of the attendees were attorneys. It was very enlightening to sit in on the perspective of 180 person and 500 person firms. 500 lawyers??? Yikes! They have a different perspective than I do, but it was interesting to listen to a room full of people from the private sector discuss the information governance issues they face. Here were some of the things discussed and that I noted.

1) Matter Mobility- challenge of cold callers (assisting them) these are people who cold call looking for records.

2) Actual Record Transfers- issues with large transfers, chains of command, electronic records transfers, data verification,
electronic and physical inventories,
issues with retaining associated metadata, the need for skilled records staff, problems with broad records requests.

3) Email Management- processes lawyers/legal staff do/don’t use to manage records, maintaining or starting a “technology committee,”
developing an audit process to uncover problems, email management policy development,
“chunking out” manageable amounts of a project to process
timely request with large volumes of data.

I found it crazy that one attorney suggested that we just “delete all emails because there is so much and we can’t find anything anyhow.” What??

I also found it crazy that one lawyer said “his firm implemented a policy which declares that any emails not properly filed after 60 days are automatically permanently deleted from the system.” What??

4) ESI
using analytics

Flying

October 25, 2014

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October 25, 2014, 2:37pm
Headed to San Diego, CA from Albuquerque, NM (midflight)

There are some things which can be simultaneously exhilarating yet terrifying to the core. You know? The things which make you feel alive and maybe scared to die all at once? One of those things involves being trapped above the clouds in a strange cylindrical object until you reach your final destination. I wouldn’t say that I hate flying. It gets you from point A to point B much faster than driving. I could kiss each and every early pioneer in this industry. When you fly, you can watch and listen to people. It is an interestingly strange thing to do. Trusting metallic wings also makes you more aware of this great big world and flying can make you cower with the realization that we are really just vulnerable beings in the grand scheme of things.

Looking out the small windows of a 737 heading west, Albuquerque slowly shrank and then disappeared into the sunny distance. A cute little boy, maybe three years old, cheerfully said “goodbye Albuquerque.” I couldn’t help but wonder if this would be the last time I saw my home state from the clouds. I have faith. I know that the power of the heavens is always present, yet this thought still crossed my mind. Doesn’t everyone get nervous to fly? Maybe it simply means that we value life? I suppose that flying comes second nature to frequent flyers…business men and women and world travelers, but I don’t claim to be any of those things. I am just a small town woman who loves to learn. I’m making my way across the clouds toward the ocean to gain knowledge and smell salty air.

There are indeed some things which make us feel alive. Our feelings, whether they evoke goodness or darkness, confirm that we are thirsty mortals. Joy and pain, fear and fearlessness…they act as catalysts within us. I’m not scared to fly. I’m scared to die because I value my life. Before I left on this trip, my sister wanted to meet me. She is an auditor and years ago I had given her a small prayer on paper to take on a business trip. You know? To help keep her safe. She returned the prayer to me on Thursday along with a “Frozen” magnet. The magnet read… “sisters forever.” With the heavens on my side, I’ll most likely make it back just fine. If I don’t, I know that “forever” is engrained in the minds of those who matter to me and those who I matter to. I find comfort in that.


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