Volume 20, Issue 3 President’s Focus January 2005 By Dale Anesi This month, we are New Online Course! having our seminar Have you made any on the Public Re- If you or someone resolutions this cords Act. This is a on your staff is new year? How about for FREE seminar. So to the profession, or your career? Many many of our mem- you simply want to experts say that be- bers have asked us update your skills in longing to an organi- for one that we ar- Records and Infor- zation is one of the ranged it. Recent mation Manage- best ways to en- stories in the news- ment (RIM), check hance your career. paper highlight local out ARMA’s new You already belong agencies poor per- online course, RIM to one the best or- formance, so this 101: Fundamentals ganizations around topic is timely. of Professional so why not take ad- Watch for the meet- Practice. vantage of it this ing notice coming year! soon! Continued on page 2 Vote Now, Before February 16! For The Record ORANGE COUNTY ARMA Yes, the Presidency of the United States has Candidates for ARMA office cannot cam- been decided, but the election of ARMA Inter- paign, but their biographies and position national’s president-elect and three associa- statements are available online at: tion directors does started January 6, 2005. www.arma.org/myarma/governance/ The chosen candidates will take office July 1, boardcandidates.cfm 2005. A transcript of the Candidate Forum held Vote electronically! You should have received at conference is at: www.arma.org/pdf/ an e-ballot via e-mail on January 6, unless you governance/ 1004CandidateForum.pdf specifically choose to receive a mail ballot. Candidate Forum in the Member Forum Be sure your e-mail address in the profile in is at: www.arma.org/myarma/forum the Your ARMA area on the Web site is cor- rect. Vote before February 16, 2005.Let's make this year the best voter turnout ARMA has ever experienced! Inside this issue: Stop Press: Dale Anesi Resigns 2 Filing Cost Comparison Chart 4 January Named Get Organized Month 5 Records Managers Wanted for Archivists Fellowship 5 Crossword Solution CRM Parts 2 and 3 6 CRM Crossword Parts 4 and 5 8 What Is an FAI? 10 Inside Story 11 Board of Directors 12 President’s Focus, cont’d This course, complete with other, RIM Shots is open to textbook, provides a thorough everyone interested in records introduction to records and in- management issues. formation management. Spread the Wealth Readings, in-depth examples, activities, and exercises are You are interested in RIM or used to promote your under- you wouldn’t be a part of standing of the leading issues ARMA. But wouldn’t it be nice and guiding principles sur- CRM Crossword Puzzles - Do share some of your knowl- rounding RIM. you think you have what it edge/enthusiasm with some- takes to be a CRM? Test your one else? Divided into 11 lessons focus- mettle with our fun and chal- ing on various aspects of RIM, lenging, interactive, online Here’s an idea. Mentor some- the course concludes with a crossword puzzles. If find your- one. Find somebody in your final exam that earns a certifi- self clicking that "Solve" but- company to take to our meet- cate of completion with a ton more often than not, sign ings and share with them what score of at least 70 percent. up for OCARMA's 3rd Annual you have learned so far. We CRM Seminar to learn what sometimes have to promote OCARMA Website Highlights you need to know! ourselves. The more people know about our profession, the Items of interest from our OCARMA's RIM Shots! - While better. award winning website. intended for OCARMA Mem- bers to connect with each Look forward to seeing you at our seminar this month. Dale Anesi Resigns I’m sorry not to tell you in Juanita Skillman, CRM, FAI re- person, but I have to resign “It has been a wonderful pleasure sponds: from my position as Chapter working with all of you.” President. I am moving to Dale, you have been a wonder- Nashville, TN to work for a ful President, and we will miss commercial records center, It has been a wonderful pleas- you, but you have to do what Richards & Richards. ure working with all of you. you have to do. Steve Rich- Orange County ARMA is a ards is a great guy and a I will be at the meeting on great chapter with a great strong ARMA supporter—I’m January 27. board. I have learned much sure you will be an asset to his from everyone. company. Page 2 FOR THE RECORD VOLUME 20, ISSUE 3 Page 3 Active Filing Cost Comparison Chart By Bill Roach, CRM (Bill Roach, CRM is Enterprise EDMS Coordinator for the State of North Dakota in their ITD/Records Management De- partment. He started his Records Management career in document creation. He operated the heavy mechanized log- ging equipment for an operation that provided pulp to one of the largest paper mills in the country. Since then, he’s been a Records Manager in the Construction, Defense, Petrochemical, Mining and Utility industries, setting up records programs, EDMS technologies and litigation support.) Not only are open shelf systems cheaper per linear filing inch to purchase initially, and cheaper to house an- nually, but using color-coded, end-tab folders typically increase in filing efficiency 30% to 50%. Open shelf systems can reduce filing supply costs by 50% - 70% over hanging-file-based drawer filing systems. You can update the table by using the current purchase price of each type of cabinet and the cost per square foot of space in your building. Purchase Capacity in Floor Space Purchase Annual Unit Price 1 LFI 2 Required 3 Cost/LFI Cost/LFI 4 Traditional, 4-drawer letter file cabinet, 18" W x 26" D $163 100 5.4 sq ft $1.63 $0.68 Traditional, 4-drawer legal file cabinet, 18" W x 26" D $193 100 6.5 sq ft $1.93 $0.81 Traditional, 5-drawer letter file cabinet, 15" W x 26" D $245 125 5.4 sq ft $1.96 $0.54 Traditional, 5-drawer legal file cabinet, 18" W x 26" D $279 125 6.5 sq ft $2.23 $0.65 Lateral file, 4-drawer legal, 42" W x 18" D $640 156 10.5 sq ft $4.10 $0.84 Lateral file, 5-drawer legal, 42" W x 18" D $768 195 10.5 sq ft $3.94 $0.67 Open shelf unit, 7-shelf letter starter unit, 76 1/2 H x 48" W x 12" D $295 329 4 sq ft $0.90 $0.15 Open shelf unit, 7-shelf letter add-on unit, 76 1/2" H x 48" W x 12" D $265 329 4 sq ft $0.81 $0.15 Open shelf unit, 8-shelf letter starter unit, 88 1/4" H x 48" W x 12" D $363 376 4 sq ft $0.97 $0.13 Open shelf unit, 8-shelf letter add-on unit, 48" W x 12" D $330 376 4 sq ft $0.88 $0.13 1.) Unit cost is based on 1998 street price. 2.) Linear Filing Inch 3.) Floor space determined by total space used by the unit with drawers extended, access space is n not included. 4.) Total LFI divided by space required. Annual cost/LFI based on office space cost of $12.50 per square foot. Page 4 FOR THE RECORD January named Get Organized Month By Lorinda Kasten-Lowerre ten make getting organized with attention-deficit-disorder from NAPO Press Release, one of their New Year’s resolu- and chronically disorganized July, 2004 tions. Now there is help. clients. These clients experi- ence increased productivity, The National Association of NAPO Professional Organizers improved quality of life, re- Professional Organizers are available during Get Organ- duced stress, streamlined (NAPO) announces that it will ized Month and year-round processes, and time savings. sponsor the first Get Organ- to help people reach their or- ized Month in January 2005. ganizing goals.” Visit www.napo.net and click Get Organized Month will be on “Find an Organizer” if you held in conjunction with Professional organizers serve need professional help. NAPO NAPO’s 20th anniversary both residential and commer- has a chapter in Los Angeles celebration. cial clients offering services which meets monthly. ranging from home and busi- NAPO President Barry Izsak ness organizing to information Also check their website to comments, “January is the and time management to learn how you can become cer- perfect month to launch Get coaching and training. Some tified to help others get organ- Organized Month. People of- organizers specialize in work ized. Records Managers Wanted for Archivist Fellowship Archivists & Records Managers! funding 4 -$15,000 fellowships this tioned above, archivists and aca- The National Historical Publications year. Please visit our website at demics can team up on a pro- and Records Commission (NHPRC) http://www.ils.unc.edu/nhprcfellows ject. We can "match-up" anyone Electronic Records Fellows program, for more information who would like to work with a collaborative of the School of Infor- We will be posting this year's applica- someone with similar interests. mation and Library Science at the tion forms shortly but I wanted to get University of North Carolina at this information out for anyone with Please contact Helen Tibbo at Chapel Hill and Duke and UNC Uni- research ideas as the year begins. email@example.com or Paul Conway at versity Libraries, is looking for its This year's submission date is June Paul.Conway@duke.edu if you wish second class of Fellows! The 2004- 15, 2005. to discuss a possible project. 2005 Fellows, Nancy Kunde, Helen Samuels, Rebecca Schulte, and Drus- This program is based on one in Massachusetts; cilla Simpson are well un- you can see the work of their fellows at derway with their projects and will present results at http://www.masshist.org/fellowships/fellows.cfm?fellowship=nhprc. SAA 2005. Again this year we are seek- ing archivists and records managers - • You need not have fully-formed Dr. Helen R. Tibbo, Professor or teams of archivists, records pro- project at this time; we can help School of Information and Library fessionals, and academics-with an you turn your idea into a pro- Science interest in studying some aspect of posal. 201 Manning Hall electronic records to apply for these University of North Carolina at non-residential Electronic Records • This fellowship is primarily for Chapel Hill Research Fellowships. We will be working archivists, but as men- Chapel Hill, NC 27599-3360 V O L U ME 20 , I S S U E 3 Page 5 Key to the Crossword Puzzle—CRM Exam Part 2-3 1 2 3 4 A F C P R O C E S S I N G L I A L 5 6 7 P F O L D E R S F E A S I B I L I T Y H T O Y 8 9 10 11 L O C A T E S O U R C E S C O P E S B E T C U 12 13 G U I D E N S E R B 14 T H I E R A R C H I C A L J I D P E 15 16 A C C E P T A N C E T C 17 18 19 A E B P C O S T S 20 L F U N C T I O N A L H T X P R 21 22 N U M E R I C E M A I L O 23 A U S E R N L O 24 25 26 B B S I M I L A R L L A Z O 27 28 29 M I C R O F I C H E G L 30 31 P C N D I R E C T I V E S I A P O V O C T 32 33 34 35 I D E R S P S U R N A M E 36 N E N I N D E X E N L R 37 F O G S T G C R D A 38 O H S U P E R S E D E D L 39 I N T E G R I T Y R O X Y I N T N 40 41 A C C U R A C Y D E C E N T R A L I Z E D L Created with EclipseCrossword — www.eclipsecrossword.com Page 6 FOR THE RECORD Page 7 FOR THE RECORD The Crossword Puzzle—CRM Exam Part 4-5 By Nolene Sherman Part 4 covers Records Appraisal, Retention, Protection and Disposition and Part 5 cov- ers Facilities, Supplies and Technology. a _____ power supply for a computer system. Across 58. In earthquake prone areas, records centers should be 1. A ___________ storage management strategy migrates constructed of reinforced _______. active and inactive computer data between primary and sec- 59. For storage of paper records, this should optimally be ondary storage data. between 40-50%. 4. The inventory form should require info on the type of 61. Computer output microfilm media of each record series because certain media require 62. The method by which electronic communications sys- specific types of ______ equipment. tems "talk to each other" is defined in a set of standards 6. A distributed-logic system would contain "_______" ter- called ______. minals. 63. In evaluating a local area network (LAN), once should 11. One consideration in developing a records retention consider the ______ time. schedule is the degree of _____ activity for the records series. 64. The value that means the record documents the function 13. Software that prepares data for writing to CD-ROM is and activities of an organization. called ______ software. 16. The most automated method of indexing microfilm is _____ control indexing. Down 17. Because of environmental concerns, _______ is seldom 2. One of the development principles of a records retention used as a method of records destruction. program is to __________ the establishment of the program 20. A disaster recovery plan should include ____ plans of with other aspects of RIM. company records centers. 3. A disaster recovery plan should include a list of compa- 22. The measure of the sharpness of lines of the image. nies that rent _____ space. 29. The process of determining the value and disposition of 5. aka record copy records based upon their current administrative, legal, and 7. Magnetic tape storage provides ________ access. fiscal use. 8. A fax machine requires a(n) ________ telephone line. 30. The first thing to consider when selecting new _____ 9. One frame of 35mm microfilm is usually mounted in equipment is the kinds of records to be filed. a(n) ______ card. 31. The primary purpose of a _________ records program is 10. Tangential values of business papers. to enable the organization to continue business in the event of 12. Estimating disaster potential and the consequences of a disaster. informational loss in a vital records program is called _____ 36. The Boolean operators "and," "or," and "not" are used in analysis. searches to control the ____ of the search pattern. 14. The most common size of microfilm jacket is four by 38. A vital records program should provide for protection ____ inches. against ______. 15. The purpose for which records are created are their 40. A government agency's ruling or opinion that establishes _____ value. the agency's position on a matter is known as ________. 17. Records which, while not irreplaceable, could be repro- 42. Fiber optics are glass-like thin tubes that send _____ duced only at considerable expense, time and labor. from one location to another. 18. The perpetual method of transferring records to inactive 43. A keyboard, a tape reader, and a scanner are examples storage is most effective with _____ files. of _____ devices. 19. Type of microform normally suggested for high volume 44. Uses or values of business records apart from the pur- infrequently referred to records. pose for which they were created. 21. The process of "__________ dispersal" is part of a vital 47. One of the development principles in a records retention records program. program is to gather information from the _____ that uses or 23. Vital records are those that are needed to protect the has knowledge of the record. ____ and interests of the organization. 49. Several hundred subscribers buying into a service bu- 24. This is a method of reinforcing fragile paper documents. reau is an example of a ____-shared system. 25. The most common film _____ used today in microfilm- 51. A class ____ disaster is defined as being the most se- ing are 16mm, 35mm and 105mm. vere conceivable. 26. A first-aid measure for salvaging water-soaked film is 52. A ________ carrier is best for carrying information at immersion in cool, clear _________ . higher speeds with fewest transmission errors. 27. An archive is devoted primarily to housing ______ re- 55. A major purpose of a records retention and disposal cords. schedule is to _____ records that have served their useful- 28. A method of destruction. ness. 32. Screens which contain operating procedures that can be 57. A backup power supply from a battery is an example of accessed on-line while using a software application. Page 8 FOR THE RECORD 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 Created with EclipseCrossword — www.eclipsecrossword.com 33. The primary objective in planning for records security is 48. Mailing costs can be reduced by implementing ____ to control ______ to proprietary or confidential information. broadcasting. 34. Safes are used in preference to record vaults where the 50. Roll film is the most _______ and most frequently used ____ of vault construction would be prohibitive. microform. 35. Records preserved in groups that correspond to their 53. An interactive system is the opposite of a(n) ______ sys- sources of creation. tem. 37. Data is stored in the computer in the form of ________ 54. One of the ways vital records are protected is by the use impulses. of _____ location storage sites. 39. Storage space requirements can be reduced 98 percent 56. A records retention and disposition schedule should help by use of _________. stabilize growth of records by providing destruction of records 41. The function of the records _______ is to gather descrip- to ____ growth of new records. tive data representing the total information resources of an 60. A box of records can normally be stored in a records organization center for ___ years before storage costs would exceed micro- 45. "Three of nine" or "Code 39" film costs. 46. A coded entry used for gaining access to a computer system. Page 9 FOR THE RECORD What is an FAI? By Lorinda Kasten-Lowerre national and have made out- Juanita Skillman, a long-time member standing contributions to the pro- of the Orange County chapter is not fession. It also honors those who only a CRM (Certified Records Manager) are recognized for noteworthy ac- but is a FAI (Fellow of ARMA Interna- complishments in the Association tional.) It took some digging on the at all three levels, local chapter, arma.org website in the Administrative region and association. Letters section 700 (for Members’ Only) but here’s the word: Enrollment is limited to a maxi- mum of .5% of the total current The Company of Fellows represents ARMA International membership. ARMA International’s most distin- guished lifetime or career achievement. Members of the Company of Fel- This award honors records and informa- lows are authorized and encour- tion management professionals who aged to use the designation “FAI.” are members of ARMA Inter- (Fellow of ARMA International) following their name. Page 10 FOR THE RECORD Orange County ARMA www.ocarma.org Chapter Presents Certified Records Manager (CRM) Seminar Friday, March 11, 2005 (half day) and Saturday, March 12, 2005 (full day) Orange County Sanitation District, 10844 Ellis, Fountain Valley, CA 92708 Investment: $150.00 Are you interested in furthering your career through certification in the Records and Information Management Profession? The Orange County Chapter of ARMA International is pleased to present a seminar to help you work toward certification as a CRM – Certified Records Manager – presented by a stellar cast of speakers, all CRMs. Workshop Schedule Track One – Basic (Parts I-V) Track Two – Advanced (Part VI) Friday, March 11 Friday, March 11 12:00-1:00 pm Registration 12:00-1:00 pm Registration 1:00-1:15 pm Keynote 1:00-1:15 pm Keynote 1:15-2:45 pm Part I 1:15-2:45 pm Test Taking Strategies 2:45-3:00 pm BREAK 2:45-3:00 pm BREAK 3:00-4:30 pm Part II 3:00-5:00 pm Case Study Sample Test (60 pt.) 4:30-5:00 pm Study Group Discussion Saturday, March 12 Saturday, March 12 8:00-8:15 am Continental Breakfast 8:00-8:15 am Continental Breakfast 8:15-9:45 am Part III 8:15-9:45 am Individual Results and Test Review 9:45-10:00 am BREAK 9:45-10:00 am BREAK 10:00-11:30 am Part IV 10:00-11:30 am Case Study Sample Test (40 pt.) 11:30-12:30 pm LUNCH 11:30-12:30 Pm LUNCH 12:30-2:00 pm Part V 12:30-2:00 pm Individual Results and Test Review 2:00-2:15 pm BREAK 2:00-2:15 pm BREAK 2:15-3:00 pm Test Taking Strategies 2:15-3:15 pm Maintenance Credits – 3:00-3:45 pm Study Resources How to Get What You Deserve 3:45-4:30 pm De-mystifying the Application 3:15-4:30 pm Giving Back – Opportunities Process for CRMs 4:30-4:45 pm Questions, Closing, Certificates 4:30-4:45 pm Questions, Closing, Certificates Page 11 FOR THE RECORD ORANGE COUNTY ARMA Please send Letters to the Editor or articles to: Lorinda Kasten-Lowerre c/o American Honda Motor Co., Inc. 1919 Torrance Blvd., M/S 540-1N-3A Torrance, CA 90501 Phone: 310-781-4367 Orange County ARMA Board of Directors Fax: 310-781-4343 Email: firstname.lastname@example.org President/Newsletter Editor Anaheim, CA 92804 The Information Management Lorinda Kasten-Lowerre (714) 765-5166 American Honda Motor Co. email@example.com Professionals 1919 Torrance Blvd Bldg 540-1N-3A Membership Contributions to the Association of Torrance, CA 90501 Jody Orr Records Managers and (310) 781-4367 Ameriquest Mortgage Administrators, Inc. are not lorinda_kasten- 1100 Town & Country Road deductible as charitable firstname.lastname@example.org Orange, CA contributions for federal and state (714) 541-9960 Ext. 2674 income tax purposes. Vice President email@example.com FOR THE RECORD is published bi- Job Placement/Webmaster monthly by the Orange County FOR THE RECORD is published bi- Board Secretary/Gov’t Relations Nolene Sherman monthly ofby the International: The Chapter ARMA Orange County Julie Folcik C.J. Segerstrom & Sons I n f o r m a i o n M a n a g e m The Chapter of tARMA International: e n t City of Costa Mesa 3315 Fairview Road Professionalso nto M a n a g e m e n t Informati inform chapter City Clerks Office Costa Mesa, CA 92626 members of Orange Countychapter Professionals to inform ARMA 77 Fair Drive PO Box 1200 (714) 546-0110 members and Orange County ARMA activities of to circulate news and Costa Mesa, CA 92628 firstname.lastname@example.org opinions and members. activities of theto circulate news and (714) 754-5221 opinions of the members. email@example.com Education/Historian Opinions expressed are those of the Juanita Skillman, CRM, FAI author and do not necessarily reflect Treasurer Orange County Sanitation District the official policy those ARMA Opinions expressed are of of the Christian Meinke, CRM 10844 Ellis author and do or of the reflect International not necessarilyOrange Southern California Edison Fountain Valley, CA 92708 County Chapter. the official policy of ARMA PO Box 800 firstname.lastname@example.org International or of the Orange Rosemead, CA 91770 Reproduction of this publication in County Chapter. (626) 302-7079 CRM Liaison whole or part is encouraged email@example.com Cathy Westfeldt, CRM provided full credit is given (article NARA name, author’s this publication in Past President Pro Tem 27881 La Paz, Suite G #322 Reproduction of name, For The Record, OCARMA, Issue No., date). Cheryl Young Laguna Niguel, CA 92677 whole or part is encouraged Continental Data Graphics (949) 360-2642 provided full credit is given (article ADVERTISING RATES: 6141 Katella Ave firstname.lastname@example.org name, author’s name, For The Ad Rate information is available on Cypress, CA 90630 Record, OCARMA, Issue No., date). our website: (714) 503-4200 ISG Liaison http://www.ocarma.org/site/newsle email@example.com Linda Cernak tter_content_AdSpecs01-04.pdf Allergan ADVERTISING RATES: Marketing 2525 Dupont Dr TL-2M Ad Rate information is available on Erlinda Compton Irvine, CA 92623-9534 City of Anaheim (714) 246-6474 Office of the City Clerk firstname.lastname@example.org 200 S. Anaheim Blvd., Suite 217 Happy Valentine’s Day from your ARMA Board!
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