Welcome to the May/June 2018 issue of Information Management
For information professionals, protecting personally identifiable information (PII) – defined in the ARMA glossary as “Any information that can be used in isolation or in combination with other sources to uniquely identify, contact, or locate a specific individual – is a high priority. But, although no PII is more unique than biometric information, many organizations are just now learning about the various types of biometric information that exists, for what it can be used, and how to protect it. This issue’s cover article, “Understanding Biometrics’ IG Obligations,” will quickly bring readers up to speed on the topic. The remainder of the issue focuses on various organizational challenges. One way to meet the challenge of designing and implementing an information governance (IG) program is to engage an outside consultant; our final article makes a case for it.
We’re interested in knowing for what projects your organization has engaged, is engaging, or is considering engaging an outside information management or IG consultant. Please take a minute to visit the multiple choice poll and tell us. You can also take or check the results of previous polls at http://imm.explorearma.org/RIM_Polls.
InFocus: A Message from the Editor
Protecting Personal Information in the Age of 'Too Much Information'
Judy Vasek Sitton, CRM, FAI
Because biometric identifiers can be especially sensitive examples of personally identifiable data, information management professionals must be aware of their proper use and their jurisdictional requirements. This article describes many types of biometrics in use today, and it summarizes the emerging legal landscape, with an eye on proper retention, protection, and destruction of biometric information.
William Saffady, Ph.D.
This excerpt from the just-published U.S. Record Retention Requirements: A Guide to 100 Commonly Encountered Record Series includes two of the 17 record series found under the Human Resources function: personnel records and employee training records. The book, whose 100 records series are divided among 14 functional areas, can be purchased in the ARMA International online bookstore at https://bit.ly/2KNgLLy.
William LeFevre, CRM, CA
In the last year, workers across industries have been buffeted by revelations about harassment and misconduct in work settings. With no societal consensus on what constitutes sexual harassment, organizations must establish guidance for proper behavior in collegial interactions – particularly in mentor/mentee relationships, where there is often an uneven balance of status or power.
The content below is available exclusively to professional and associate members of ARMA International. Others can learn more about this and the other benefits of membership by visiting our membership page or contacting our membership team at firstname.lastname@example.org for personal assistance.
Aaron Bryant, IGP, PMP
The task of designing and integrating an IG program can be an overwhelming one in any size organization, as it is more than a full-time job. This Business Matters article makes the case for engaging an outside consultant to lead the project.
Tips from the Trenches
Diane K. Carlisle, IGP, CRM
The questions answered in this issue are: 1) Is it okay to automatically delete e-mail after 90 days if employees are alerted about the plan? How does an organization that has not had a records retention policy quickly reduce its volume of paper documents in preparation for a move? 2) If a company scans all its records, does it need to keep the hard copies? If it does keep the hard copies, is there a time frame for that and for where are they stored?
Michelle Kirk, IGP, CRM
In Diving Digital: The Leader’s Guide to Business Transformation Through Technology, author Isaac Sacolick offers insight about building an effective, flexible IT organization and using the right tools to optimize its performance.