2016 | Information Management Magazine

January/February 2016 Information Management

InFocus: A Message from the Editor
Vicki Wiler
Honoring 50 Years of Success

It’s a tremendous honor to be at the helm of the records and information profession’s premier magazine as it begins its 50th volume year. Its success is due to the expertise and generosity of the records and information professionals who have shared their knowledge by authoring and editing the thousands of articles that have been published in its pages since 1967.

Up Front: News, trends, and analysis of interest to you and your organization

Features

EU Privacy Regulations’ Impact on Information Governance
Teresa Pritchard Schoch, J.D., IGP, CRM, CIPP, CIP

Two recent European Union (EU) privacy actions - The General Data Protection Regulation and the invalidation of the U.S. Safe Harbor Framework - as well its ruling about EU citizens’ “right to be forgotten,” are changing the way organizations in other countries must govern the personal information of EU citizens. These actions also may be providing the urgency required for some organizations to initiate or improve information governance (IG) programs, bringing IG to the forefront of organizational strategy.

Fellows Forum Series
Pursue Privacy Roles to Propel Your Career
April Dmytrenko, CRM, FAI

With the current hyper-focus on protecting information assets, this is an optimum time for records and information management professionals to leverage their commonalities with their privacy counterparts and expand their role - or even take the lead - in their organizations’ privacy efforts.

Going Viral: Marketing Your RIM Program to Drive Culture Change
Andrew Altepeter

Even the most carefully developed records and information management (RIM) program cannot be effective if it does a high level of awareness among employees across the organization. Using a mixture of traditional and innovative marketing techniques can raise a RIM program’s profile and the influence it needs to be successful.

Spotlights

Case Study Sub-feature
Preserving Appalachian History, 100 Terabytes and Counting
Mike Quinn

A cloud-based digital preservation system solved Berea College’s growing storage problem and helped make its vast
Appalachian sound and video archive universally and easily accessible.

TechTrends Sub-feature
The Role of Automation in FOIA Compliance
Cindy Dillow

Technology is evolving to meet the challenges of responding to the escalating and evolving types of Freedom of Information Act requests at all levels of government.

Special Section: 50th Year
Strokes...from the Penn (Redux)
Ira A. Penn, CRM-R, FAI

Despite the buzzwords created to describe its evolution, records management is still really about office efficiency, this former Records Management Quarterly editor declares.

Special Section: 50th Year

Disasters, Regulation, Technology Drive Decade of Change for RIM
Julie Gable, CRM, CDIA, FAI

The challenges of the changing business environment in the first decade of this millennium have produced sophisticated records and information management professionals that are legally well-versed, technically savvy, and financially aware, this former editor writes.

Special Section: 2015 Annual Conference & Expo

ARMA Live! 2015 Best of Show
Washington, D.C., was the location for the extraordinary Expo, education sessions, networking opportunities, and social events at ARMA International’s 60th Annual Conference & Expo on Oct 5-7. This special section highlights the best of ARMA Live! 2015: the individuals, chapters, and organizations that won honors.

March/April 2016 Information Management!

Departments

InFocus: A Message from the Editor
Vicki Wiler
Common Threads Throughout the Years

A look back at this publication’s articles from 50, 25, and 10 years ago prove-- as French novelist Jean-Baptiste Alphonse Karr put it-- “The more things change, the more they remain the same.”

Up Front:

News, trends, and analysis of interest to you and your organization

Features
Conducting a Business and Systems Analysis to Protect Your ECM Investment
Mark Grysiuk, IGP, CRM
Cleaning, organizing, and classifying content in accordance with information governance policies prior to migrating files to an enterprise content management system are essential to ensuring its successful implementation and adoption and to minimizing operational risks and liability.

Benefitting from the NIST Cybersecurity Framework
Meg Scofield
“The Framework for Improving Critical Infrastructure Cybersecurity,” which was published by the National Institute of Standards and Technology, acts as a Rosetta stone to help organizations translate and navigate among complex cybersecurity requirements. Its adaptability makes it applicable to a broad range of operating environments and potentially will make it the de facto industry standard.

What Organizations Must Know About the ‘Right to Be Forgotten’
Erik Werfel, J.D., IGP, CIPP-US, CISSP, CEDS
The European Union’s (EU) “right to be forgotten” affects not only search engines but any organization that hosts EU citizens’ information or does business in the EU. Records and information management professionals who get requests to remove information must understand the factors that should guide their decisions.

Spotlights

Fellows Forum Series
In Search of an Effective RIM or IG Program
Fred V. Diers, CRM, FAI
In this article, Fred Diers lists common obstacles that prevent organizations from implementing and maintaining an effective, enterprise-wide RIM program, including what he believes is the major one: people’s resistance to change. He focuses the article on how to overcome that resistance and put into place the essential elements of an effective program.

Business Matters Sub-feature
Seven Things Records Destruction Vendors Are Afraid to Tell You
Robert (Bob) Johnson
Information management service providers struggle with the dilemma of wanting to give their current and potential customers prudent advice but not wanting to offend them. Free of that conflict, Bob Johnson shares several recommendations that could benefit your organization.

Special Section: 50th Year
50, 25, 10 Years: A Look Back
Discover the RIM profession’s hot issues of 50, 25, and 10 years ago, as well association highlights, article names and authors, and advertisers’ names and taglines in this special section.

In Review
Analytics Is for Everyone
Judy Vasek Sitton, CRM
The authors of Behind Every Good Decision demystify analytics, which is often viewed as a complex discipline associated with big data and predictively analysis. They share their five-step approach to using data to make business decisions and contend that 70%-80% of business decisions can be accomplished effectively with simple analytic techniques and a spreadsheet.

In Review
How to Prepare for Techmageddon
Crista Bradley
Technology Disaster Response and Recovery Planning is a compact guide that can serve as a useful launch pad for professionals ready to create or update an organization’s technology disaster plan.

Bonus Content
This bonus content is provided only in this electronic issue of Information Management magazine for ARMA International members.

What a Records Retention Schedule Is--and Why You Need One
John C. Montana, J.D., FAI
This article is excerpted and adapted from the first chapter of the ARMA International book How to Develop a Retention Schedule.

It describes the elements of a retention schedule and what its value is to an organization’s internal business processes and for dealing with external parties.

Additional Upfront: News, trends, and analysis of interest to you and your organization

May/June 2016 Information Management

Departments
InFocus: A Message from the Editor
Vicki Wiler
‘Seize the Day’ and Lead the Way for a Successful Information Program”
Learn how this issue’s articles tie into the need for working collaboratively with your organization’s other IG stakeholder groups.

Up Front
News, trends, and analysis of interest to you and your organization

Features

Fellows Forum Series
Innovative Ideas for Making IG Happen!
Susan Cisco, Ph.D., CRM, FAI, and Sue Trombley, IGP, FAI
Five case studies highlight how records and information management professionals recognized and seized opportunities to enlighten their organizations about the power of information governance (IG) by taking innovative and practical actions to link IG to their organizations’ bottom line.

Quarterbacking a PST Reduction Project: How to Get to the End Zone – No Matter the Opposition
Ben Greene, CRM
Managing Microsoft Outlook’s personal storage table files (PSTs) is difficult and expensive, and many records and information management professionals are looking to reduce PST use significantly. Learn how to take the lead in this reduction effort and ensure that your team makes it to the project’s end zone.

Applying Archival Appraisal Concepts to Information Lifecycle Management
Stephen Cohen, CRM
By integrating archival appraisal methods into their practice, records and information management professionals can ensure that their organizations are not bogged down with obsolete materials, that they have the best information, and that they get more value from it by using it for secondary purposes.

Spotlights

Government Records Sub-feature
Establishing a Duty to Document: The Foundation for Access to Information
Marc Kosciejew, Ph.D.
The article’s main aim is to help illuminate the importance and implications of a duty to document in both access laws and records and information management policies to help ensure accountability, transparency, and trust for good governance practices.

Business Matters Sub-feature
System Automation: A Way to Reduce RIM Risk
With executive management’s buy-in, information technology and records and information management (RIM) professionals can collaborate to execute systems automation solutions that mitigate risk.

Special Section: 50th Year
50, 25, 10 Years: A Look Back
Discover the RIM profession’s hot issues of 50, 25, and 10 years ago, as well association highlights, article titles and authors, and advertisers’ names and taglines in this special section.

In Review
Information Lifecycle Considered in Context of the Electronic Ecosystem
Meg Scofield
With a focus on information production, storage, distribution, and consumption, an important theme in Information 2.0, Second Edition: New Models of Information Production, Distribution and Consumption by Martin De Saulles is how platforms and devices (as well as the organizations behind them) keep expanding to accommodate an ever-increasing digital deluge.

In Review
UK Copyright Law Made Clear for Information Professionals
Sara R. Demb
In the fifth edition of Copyright for Archivists and Records Managers, Tim Padfield – who has played a vital role in influencing changes in UK copyright law – continues to explain the complexities of the legal context, enabling archivists to make effective and informed decisions and better manage risk.

Bonus Content
This bonus content is provided only in this electronic issue of Information Management magazine for ARMA International members.

Additional Upfront
News, trends, and analysis of interest to you and your organization

Focusing on Points of Collaboration for RIM and IT Professionals
ARMA International Standards Workgroup
This excerpt from the guideline Records and Information Management for Information Technology Professionals offers practice advice about how records and information management and IT professionals can partner to demonstrate their individual and combined strategic value to their organization and ensure the appropriate governance of its information assets.

Credits

Author Information

Thanks to Our Advertisers:

$July\August 2016$

July/August 2016 Information Management

This month’s articles provide practical advice and encouragement to collaborate with IT and legal as a way to increase your influence with those functional areas and to strengthen your records and information management (RIM) program. They each underscore the fact that as a RIM professional, you have unique knowledge that puts you in a prime position to work with these functional areas to increase compliance and mitigate information risks.

We are continuing our celebration of our 50th volume year by “Looking Back” 50, 25, and 10 years. Check it out to see what was happening in the association, in the profession, and in our vendor community; it’s been an interesting evolution in all three. Also, don’t forget that you can access several pages of “Bonus Content” found only in the online version of this magazine.

In case you missed it inside the May/June issue of Information Management, check out the latest Hot Topic,

Read more by clicking on the individual article links below or browse this issue.

Departments

InFocus: A Message from the Editor

Vicki Wiler

Forging Stronger Relationships with IT and Legal to Advance Your RIM Program

Up Front:

News, trends, and analysis of interest to you and your organization

Features

Fellows Forum Series

Integrated CMS Solutions: Where Records Managers, Knowledge Workers Converge
Patricia C. Franks, Ph.D., IGP, CRM, CA, FAI

By using examples from Gartner’s 2015 “Magic Quadrant for Enterprise Content Management,” this article offers a brief introduction to three ECM systems, provides examples of integrated solutions used by knowledge workers, and discusses the contributions records managers can make to support business process.

Five Steps In-house Counsel Should Take to Mitigate Information Risk

H. Kirke Snyder, J.D., IGP

In-house counsel need to collaborate with key information governance stakeholders to help resolve their sometimes-conflicting information management goals and ensure that the IG program has the executive support and resources needed for the organization to achieve its core mission while preventing or mitigating risks.

Minimizing the Use of Trigger Events to Increase Records Retention Compliance

Tom Corey, J.D., CRM

It can be difficult to comply with records retention requirements that are based on trigger events, which must be fulfilled before the time for the disposition of that record begins. For that reason, many organizations are seeking to replace them with straight retention time periods, in which the time for calculating the disposition begins at its creation. This article outlines approaches for minimizing six trigger events that are commonly used in retention schedules.

Spotlights

TechTrends Sub-feature

Software Updates May Be Compromising Your IG

John T. Phillips, CRM, CDIA, FAI

Organizations that allow end users to download software and software updates without IT involvement may face grave consequences with respect to software operations, privacy, security, and compliance with IG mandates. Uncontrolled Windows 10 updates provide a good example of this.

Management Wise Sub-feature

3 Keys to Managing Change for a Successful RIM Program Implementation

Melissa G. Dederer, IGP, CRM, and Aaron Swan

Whether implementing a new program, software application, or process, or simply modifying something that is already in place, it is the execution of the change management process that will determine whether users adopt the change and the initiative succeeds. This article discusses 1) how to ensure that owners, executives, and managers understand and buy into the need for the program; 2) how to engage and address the concerns of knowledge workers; 3) the importance of taking into account natural human behavior.

Special Section: 50th Year
50, 25, 10 Years: A Look Back
Discover the RIM profession’s hot issues of 50, 25, and 10 years ago, as well association highlights, article names and authors, and advertisers’ names and taglines in this special section.

In Review
A Primer for Corporate Librarianship and Information Management

Melanie Sucha

A Handbook for Corporate Information Professionals is a concise, but thorough, compilation of contemporary topics in corporate librarianship. It covers practice areas such as corporate intranets, marketing, taxonomies, knowledge management, market analysis, electronic licensing, and end-user training.

In Review

How the Hybrid Information Environment Is Transforming Libraries, History, Scholarship

Mary Broughall

Is Digital Different? is a collection of essays that brings together global experts discoursing about the impact of digital technology on information services. Focusing on the issues surrounding the transition from an analog to a digital environment, contributors examine whether analog practices and procedures are still valid and if they shape or distort those in the digital realm.

In Review
Visualize It! The Key to Driving Better Business Decisions

Robert Bailey, Ph.D., CRM

The Visual Organization is a book about becoming a visual organization, one that is “composed of intelligent people who recognize the power of data” and who “routinely uses contemporary, powerful, and interactive dataviz tools to ask better questions and ultimately make better business decisions.”

Bonus Content
This bonus content is provided only in this electronic issue of Information Management magazine for ARMA International members.

Legal Requirements for Electronic Records Retention in Western Europe: An Overview

William Saffady, Ph.D., FAI

This excerpt is from the introduction to Legal Requirements for Electronic Records Retention in Western Europe, which covers Austria, Belgium, Denmark, Finland, France, Germany, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland, and the United Kingdom. It provides context about the types of records that are covered in the book’s country-specific reports, including corporate, accounting, tax, legal, e-mail, employment, workplace health and safety, as well as for data protection requirements and transborder records storage.

Standard Human Resource Record Categories

Teri Mark, CRM

This excerpt from Organize Your Office: A Small Business Survival Guide to Managing Your Records provide guidance for defining human resource records categories that can be adapted to the user’s own coding and naming conventions.

Additional Upfront: News, trends, and analysis of interest to you and your organization

Credits

Author Information

Thanks to Our Advertisers:

September/October 2016 Information Management

As the rate of organizational use of cloud-based tools and services continues to escalate, it will become even more critical for records and information management (RIM) and information governance (IG) professionals to be involved in their assessment and procurement. Two of this issue’s articles will bring you up to date on the advantages and the risks of your organization’s decisions to take “A Walk in the Cloud” so you will be better prepared to prevent or mitigate the risks. The other two articles will also help you with information risk mitigation – one by recommending a variety of ways to deal with event-based retention, and the other by helping you understand the changes in this year’s long-awaited revision of ISO 15489-1 – the international records management standard upon which many have built their RIM programs.

As we are nearing the end of our 50th volume year, don’t forget to check out our “Looking Back” section to see what was happening in the association, in the profession, and in our vendor community. Also, be sure to click through to access this issue’s “Bonus Content,” which you can read only in the online version of this magazine.

Read more by clicking on the individual article links below or by browsing this issue.

Departments

InFocus: A Message from the Editor

Vicki Wiler

Taking a Walk in the Cloud?

Up Front:

News, trends, and analysis of interest to you and your organization

Features

Another Walk in the Cloud
Patrick Cunningham, CISM, FAI

This follow-up to a 2009 article re-examines the concerns about and benefits of using cloud-based tools and services, and it offers advice for contracting with cloud providers.

Beat the Retention Clock in the Event-Based Retention Countdown

Sue Trombley IGP, FAI

When complying with records retention rules is too difficult, a “keep everything” culture that impedes successful information governance often arises in organizations. Make compliance easier by following these recommendations for dealing with a significant contributor to that difficulty: event-based retention rules.

ISO 15489 – Revised and Redesigned for 2016

Nancy Dupre Barnes, Ph.D., CRM, CA

The long-awaited revision to what is commonly referred to as “the first international records management standard” is a higher-level publication than its predecessor. Find out what else is different in ISO 15489-1.

Spotlights

Fellows Forum Series

Ensuring Successful Cloud-Based Deployments

Galina Datskovsky, Ph.D., CRM, FAI

Reading this introduction to cloud terminology, the risks, the rewards, and risk mitigations factors will equip information professional to become business enablers that help their organizations embrace cloud-based technology and services.

Special Section: ARMA Live!2016

ARMA International Annual Conference & Expo

Expo Exhibitor Listing

In Review

Demystifying the Complexities of Information Science

Marc Kosciejew, Ph.D.

Information Services Today is an introductory textbook that presents a panoramic overview of the information professions and their associated contexts, communities, and collections.

In Review
‘Quick ‘Read Explains IG Fundamentals and Strategies

Sheila Taylor, IGP, CRM, CIP

In clear language and in just over 170 pages, Information Governance for Executives: Fundamentals & Strategies provides readers a high-level understanding of the drivers and benefits of information governance (IG), assistance in developing the business case for IG, and recommendations on how to launch and manage an ongoing IG program.

Bonus Content
This bonus content is provided only in this electronic issue of Information Management magazine for ARMA International members.

Records Management’s Interactions with Information Governance Stakeholders

William Saffady, Ph.D., FAI

This excerpt is from the introduction to Information Governance Concepts, Requirements, Technology, to be published by ARMA International in late 2016, describes how records management professionals interact with the other key information governance stakeholders: information technology, information security, risk management, compliance, legal affairs, data science, and archival administration.

Additional Upfront – page B-49 & page B-56: News, trends, and analysis of interest to you and your organization

Credits

Author Information

Thanks to Our Advertisers:

Nov-Dec-2016-IMM

November/December 2016 Information Management

As we close this 50th volume year, we’re looking ahead to an important change for Information Management in 2017. Beginning with our next issue, Information Management magazine will be published in a digital format only. Eliminating the long and expensive print production and mailing processes will allow the magazine to be timelier and offer more content. Even better, we will be able to redirect saved resources into other areas that will enhance the value of your membership. See the rest of InFocus for details about this change.

This issue also marks the end of our 50th volume year, so don’t forget to check out our “Looking Back” section to see what was happening in the association, in the profession, and in our vendor community. Also, be sure to click through to access this issue’s “Bonus Content,” which you can read only in the online version of this magazine.

Read more by clicking on the individual article links below or by clicking here to browse this issue.

Departments
InFocus: A Message from the Editor
Vicki Wiler
IM Changes in 2017 Promise to Enhance Member Value

Up Front:
News, trends, and analysis of interest to you and your organization

Features
Fellows Forum Series
Data Privacy Meets a World of Risk: A Landscape in Turmoil
John Montaña, J.D., FAI
Despite this year’s passage of the EU-U.S. Privacy Shield agreement and the EU’s General Data Privacy Regulation, the privacy landscape remains unstable, leaving organizations uncertain about their next steps. This article explores the causes of the instability and suggests how organizations might respond.

Tips for Globalizing a U.S.-Based Records Retention Schedule
Tom Corey, Esq., CRM
U.S-based organizations that try to globalize their U.S.-focused records retention schedules by simply extending them to include international requirements will fall short in meeting their compliance obligations. Discover the problems this approach creates and how to avoid them.

Protecting Information Assets Using the ISO/IEC Security Standards
Lois Evans
The ISO/IEC 27000 Information technology – Security techniques series of standards takes a risk management approach that will enable information professionals to contribute to an information security management system featuring the controls needed to protect information assets against external and internal threats.

Spotlights

CareerPath
The New Waypoint Along the CRM Journey: Certified Records Analyst
Jean Ciura, Ph.D., CRM
Those who are not quite ready to make the time and financial investment in taking the six-part Certified Records Manager (CRM) exam should consider pursuing the Institute of Certified Records Manager’s recently announced Certified Records Analyst (CRA) certification first. Attaining the CRA also takes candidates half-way to the CRM certification.

RIM Fundamentals
Establishing a Records Appraisal Workflow

This case study describes the workflow established for a records and information management project to appraise and manage the inactive records of the procurement unit in a United Nations agency in Germany.

Special Section: 50th Year
50, 25, 10 Years: A Look Back
Discover the RIM profession’s hot issues of 50, 25, and 10 years ago, as well association highlights, article names and authors, and advertisers’ names and taglines in this special section.

In Review
Second Edition of Digital Creation Balances Theory and Practice
Ryan Speer
The extensive revision of Oliver and Harvey’s Digital Curation presents comprehensive background information and expert guidance for managing and preserving digital material over the long term.

In Review
New Insights in Building Trustworthy Digital Repositories Benefit All Info Pros
Norman Mooradian, Ph.D.
Possibly the first text devoted to the topic, Building Trustworthy Digital Repositories: Theory and Implementation provides new insights in managing trustworthy records in general, and especially for the long term, making it a valuable resource for records professionals, archivists, and librarians.

Bonus Content
This bonus content is provided only in this electronic issue of Information Management magazine for ARMA International members.

Making the Business Case for Records Management
William Saffady, Ph.D., FAI
This excerpt from the third edition of Records and Information Management: Fundamentals of Professional Practice, published by ARMA International in early 2016, provides an overview of the most important components of a records management program and an evaluation of records management’s contribution to organization effectiveness.

Author Information

Thanks to Our Advertisers: