An ARMA Metro NYC Publication Sept/Oct 2015 www.armanyc.org

Chapter Events Membership Advertise CRM Prep Sponsorship

VIDEO

How to Search

The evolution of

search strategies

Getting Ahead

Creating a roadmap

for professional

advancement

IN WRITING AUDIO

Career Evolution

The RIM

Professional’s

evolving role

Transferable Skills

Consider developing

and applying your

project management

skills to ensure

successful IG

initiatives

Learning

Opportunity

Watch Rudy Moliere

(VP- Professional

Development)

describe the

upcoming Chapter

meetings

About exchange

Exchange is a publication of the ARMA Metropolitan New York City Chapter, Inc. (ARMA Metro NYC), P.O. Box 1462, Grand Central Station, New York, New York 10163. The publication provides a wide range of content. An annual digital subscription to exchange is included as a benefit of membership.

Opinions and suggestions of the authors do not necessarily reflect the opinion or policy of ARMA Metro NYC or ARMA International. Additionally, acceptance of advertising does not constitute official endorsement of the product or service.

For more information about exchange, please contact Editor-in-Chief Jennifer A. Best at jenniferabest@yahoo.com.

About the ARMA Metro NYC Chapter

ARMA Metro NYC is a local Chapter of ARMA International, a not-for-profit Professional association and the authority on managing records and information. The Chapter supports its members through educational seminars, events, an annual educational conference, and its publication exchange. Its members are RIM Professionals, as well as individuals who work in related fields, such as technology and law.

ARMA Metro NYC Chapter Board Members

Bryn Bowen, CRM, President (Schulte Roth & Zabel) | Mary Sherwin, Executive Vice President (CBS) | David Smythe, Secretary (JP Morgan Chase) | Sharon Morris, Treasurer (PwC) | Gene Stakhov, Chief Information Officer (enchoice)| Maribel Rivera, Collaboration and Public Relations (Maribel Rivera Marketing) | Alex Campbell, Sponsorship (Cohen Gresser) | Rudy Moliere, Professional Development (Morgan Lewis) | Stephen Cohen, Webmaster (MetLife) | Derick Arthur (Cooley LLP), Special Events | Lauren Barnes, Membership (Credit Suisse) | Jennifer A. Best, Editor-in-Chief–Newsletter (New York Life), Jason Stearns, Immediate Past President (BlackRock)

Volume 47, Issue #1

Hello Colleagues

I’m very pleased to announce that the ARMA Metro NYC Chapter won two very exciting awards at the recent ARMA International conference: Chapter of the Year and the Innovation Award in the Very Large Chapter category. Congratulations to all of our Board and Committee members and volunteers who made this very significant achievement possible!

As with every year, new challenges present new opportunities for our Chapter to step forward and shine and this year is no exception. Our professional development efforts feature programming in subject area “clusters”, which consists of presentations echoing a central theme but focusing on different aspects. Both the ARMA@Noon and evening meetings once again promise thought provoking and timely content. Watch Rudy Moliere (VP- Professional Development) talk about the upcoming meetings on the next page!

Since my last column, there have been a number of changes to the Board and its Committees that I would like to share with you:

Lauren Barnes is the new Vice President- Membership replacing our dear colleague Anita Castora. The Membership Committee will focus on individual member management and a wider range of programs to support member recruitment and development.

Sharon Morris is our new Treasurer and directly benefited from a recent project designed to reduce the Chapter’s accounts and streamline our financial operations. That project was led by Mary Sherwin (EVP) who worked with David Smyth (Secretary), former Treasurer Michael Landau, and Committee members Lucinda Donaldson and Carol Trapano.

The Sponsorship Committee has new members who have delivered a wider platform of partner sponsors. I am particularly pleased to announce that once again our long-term partner Iron

Mountain has graciously agreed to be a premier sponsor of the Chapter’s annual activities.

Other exciting news includes the migration of the Chapter’s website to a new platform, which is being managed by our cVent expert and committee member Anna Lebedeva. Working with Anna are webmaster Stephen Cohen, CIO Gene Stakhov, and a number of Committee members.

There has been significant improvement in our Collaboration and PR efforts—we are excited about our expanding social media efforts, increased exposure in media outlets, and greater outreach to sister organizations and other regional ARMA Chapters. Additionally, we are in the process of a long overdue rebranding of our March event to more accurately reflect the greater reach and sophistication of the event.

Finally, the newly created CIO role has been a resounding success as it meets our growing need for someone to focus on the ever evolving tech landscape and translate it to serve the ever growing needs of our chapter and its membership. The efforts of our CIO, Gene Stakhov, have been well supported by the website migration committee, in addition to general input and ideas from Maribel Rivera (VP Collaboration) and other Board and Committee members.

Our ambitious mission this year would not be possible without the commitment and chemistry that’s essential fuel for non-profit organizations, and we look forward to a great, exciting and fulfilling year! Best wishes Bryn Bowen

Dec 15

ARMA@Noon Topic: Risk/Security/Privacy: Data and Privacy Issues

Jan 21

Social Networking Event

Feb 11

Evening Meeting Topic: Emerging Trends in IG: How Will IG Treat the Internet of Things

Nov 17

Evening Meeting Topic: Emerging Trends in IG: Big Data

Mar 8

Annual Spring Conference Innovation and Inspiration: RIM and IG– The Time is Now

Jan 12

ARMA@Noon Topic: Risk/Security/Privacy: Securing Company and Client Records

April 26

ARMA@Noon Topic: Emerging Trends in RIM Innovation

April 13

Evening Meeting Topic: Evolving Role of the IG Prof.: The CIGO Role Revisited One Year Later

May 19

Evening Meeting Topic: Evolving Role of the IG Prof.: The eDiscovery IG Professional

Mar 29

ARMA@Noon Topic: Risk/Security/Privacy: Third Party Security Considerations

May 10

ARMA@Noon Topic: Emerging Trends in RIM Innovation

June 7

Awards Evening Location: TBD

June 21

ARMA@Noon Topic: Emerging Trends in RIM Innovation: Developing RIM and IG Innovations

T his might be a question in the back of your mind as you reflect upon your career path

in the Information Governance (IG) arena. It is definitely a question worth asking considering how rapidly IG strategies and products are evolving.

As organizations are growing and developing their business, it is important to look toward IG. Records, information management, electronic content, data management, legal holds, and protecting personal information – all of these IG topics are on any organization’s radar or, at least, they should be.

The ARMA-Metro NYC Chapter’s All-Day Educational Event which took place on March 10th included a unique educational

track entitled, “Beyond the Records Management Horizon – Capitalizing upon the Intersecting IG Career Building Blocks for the RIM Professional.” It was designed to help the novice and intermediate level RIM professionals understand the many moving parts of the IG process and how the RIM professional is an integral component of those IG endeavors.

Additionally, the panelists helped the attendees to identify the wide array of professional growth opportunities available to the RIM professional who wants to take a proactive approach on his/her career journey.

Below is a high-level summary of the key-takeaways that will aid the RIM professional in this forward-leaning journey:

Where Do We Go From Here?

Moving from Records Management to Information Governance in Your Career

Meet the Authors: Ann Gorr and Linda Pace Ann Gorr is a legal technology consultant/advisor while Linda Pace is a Manager at a financial services company.

Focusing on the need to stay current on technology trends within your industry.

Get involved in the technology road-mapping projects on the plate for your organization/firm/department. The RIM professional is a keeper of valuable knowledge and processes that are critical to the technology team.

Records Management is not just a standalone facet of the technology team – but instead is an intertwining process that needs to constantly interact with the multitude of processes, compliance requirements and technology roadmap for any organization. In order to remain relevant, the RIM professional needs to stay ahead of that curve in the technology roadmap.

Utilizing Professional Knowledge Resources There are a multitude of professional development

resources that you can take advantage of to ensure that you are continuing to grow as a RIM professional. Strategically, you can partake in the many professional and educational programs being offered on a wide array of topics by the various ARMA Chapters in your region, as well as nationally.

Additionally, many of the technology vendors/partners host webinars that are free of charge for you to participate. These programs will surely enhance and broaden your understanding of the overarching IG components that your technology team may be investigating for use in your organization.

Other great resources include reading white papers, professional publications and newsletters. You should also consider joining LinkedIn groups to keep abreast of what is being discussed in the RIM discipline.

In order to remain relevant, the RIM

professional needs to stay ahead of that

curve in the technology roadmap.

Pursuing Certification Pathways Earning a certification signals to your colleagues and organization that you put the time in to expand your value as a RIM professional. In a competitive job market, having professional certifications provides you with a definite advantage.

The Certified Records Manager (CRM) professional designation is the most prestigious of the current RIM achievements. Other pertinent professional certifications that might prove to be of value to you on your career path include the IG Professional (IGP), Certified Information Professional (CIP), and Project Management Professional (PMP).

Your local ARMA Chapter can advise you on how to achieve a certification that will benefit you in your RIM career path. Many host certification prep programs.

Leveraging Networking & Educational Opportunities By maintaining your professional association membership(s), you will be able to interact with seasoned professionals who can help to serve as a mentor/advisor as you seek to grow in your RIM experiences. At every event, it is important to leverage

the networking opportunities. You never know who may be able to help you on your professional development path! Be sure to bring business cards and be ready with an “elevator pitch” about you and your career path.

Attending conferences It is advantageous to attend and/or participate in conferences that might be taking place within your area. There’s always room for learning whether it’s an ARMA International Conference, Legal-Tech, ILTACON, or AIIM. You will surely walk away with more knowledge than when you walked through the conference doors even if you just roam the exhibit hall and learn more about product offerings from the vendors, or take advantage of the many different conference learning sessions. While many of the conferences have a price-tag associated with them, there are usually discounts offered for ARMA International members.

In closing, it is important that RIM Professionals learn more about IG and its impact on their organization. There are many ways RIM Professionals can develop in their career and therefore add more value to their organization.

How do you see the RIM Professional’s role evolving

over the next five years, particularly in light of the ever

increasing focus on information governance?

A Way with Words: The Myths and Misnomers of Conventional Search Strategies

Presenter: Tom Barnett, Special Counsel eDiscovery and Data Science, Paul Hastings, LLP

Unparalleled advances in computing power and the ability to rapidly analyze data have been major drivers of business growth in the information economy. Traditional businesses have also come to rely heavily on analyzing data rapidly to make business decisions. This– while the volume, variety, and velocity of data is increasing exponentially.

One sector that has noticeably lagged behind is the legal industry. Relying on decades old tools, technology and processes will not meet the challenges of finding, analyzing, and deriving knowledge from the data deluge we are experiencing. This has to change and, fortunately, it is about to.

Featured Video

Current and Future Career Opportunities for RIM Professionals

Presenter: Shari Perlstein, Senior Director of Enterprise Records & Information at Pfizer Inc.

This podcast features a presentation from the September 2015 ARMA@Noon session, which is part of the Chapter’s "Advancing Your RIM Career" series. The presenter is a senior level RIM professional who provides a roadmap for RIM professional, including alternative career opportunities.

Featured Podcasts

This is the second in the series of six articles on the importance of project management skills in driving Information Governance (IG) initiatives to successful completion.

In the first article, we established that every IG initiative is really a project and needs to be managed as such. The knowledge of key project management areas can be invaluable for IG professionals in order to take their IG initiatives to the next level.

In this article we will focus on the first knowledge area, gathering business requirements and defining

scope, and demonstrate how it can be one of the main reasons a project succeeds or fails.

Gathering business requirements is the first activity to undertake once the IG initiative is approved, and might sometimes be necessary even before approval. Without well-defined requirements, the IG professional cannot plan the project, the IT team does not know what to build, customers do not know what to expect, and there is no way to validate that the system or process that the project delivers will satisfy the needs of the organization. In fact, one of the most common

Gathering Business Requirements and Defining Scope of

an Information Governance Initiative

By: Anna Lebedeva, IGP, PMP

reasons projects fail is because of poor business requirements or lack thereof.

Gathering business requirements is one of the most important activities on any project because it lays the foundation for:

Defining scope Testing deliverables Measuring success

Business requirements define the scope of a project and enable everyone involved to agree on what will be delivered and what they can expect as an end result.

Requirements always need to be documented in great detail in language that is easy to understand and is unambiguous. A clear definition of requirements will also allow for a more careful estimate of the timeline, budget and resources, and provide a method for controlling requirements changes.

An essential part of defining the scope of an IG initiative is identifying deliverables that are out of scope. Thus, if the project is about implementing an Enterprise Content Management system, but the Web Content Management module is not part of the initial implementation, it needs to be clearly stated in the scope statement. All stakeholders in the project

should formally accept the scope statement before the project progresses.

“A clear definition of requirements will also allow for a

more careful estimate of the

timeline, budget and resources, and

provide a method for controlling requirements

changes.” Business requirements are also used to build a test plan. Each requirement becomes a testable item in the test plan. If IG professionals do not reconcile requirements against deliverables, then they most likely will end up with a system or a process that is useless. The consequences of that will be severe, resulting in wasted company resources, lost time, unmitigated risk, and missed opportunities, to name a few.

Not every IG initiative will have a

formal testing phase; however, there will always be some form of validation. In either case, it is important to test as early as possible in the project lifecycle to identify gaps in requirements and ensure there is still time to take corrective actions without impacting the timeline, cost, and scope.

The dependency among timeline, cost, and scope is one of the most fundamental concepts in project management. It is called the Triple Constraint and it is a way to monitor the project and measure its success.

Project success and failure also depend on how the project is perceived. Thus, if the wrong business requirements were addressed and the project was set up to deliver the “wrong thing”, it may be considered a failure even if everything is delivered on time and within budget and scope.

This may seem harsh, but if the project does not deliver what the organization really needs, it will inevitably negatively affect how it is perceived. Gathering business requirements ensures the project delivers business value, which is what IG is all about. In addition, meeting requirements leads to happy customers and an increased adoption rate for the

IG program.

In the next article, we will cover another key project management area, building and managing a project plan. Success of IG initiatives often depends on how well IG professionals can utilize the project plan to manage their projects.

Announcements

We are proud to announce that the ARMA Metro NYC Chapter was awarded the CHAPTER OF THE YEAR (“COTY”) award in the Very Large Chapter cate-gory at the ARMA International 2015 Conference and Expo in Washington, D.C. Providing a variety of rich content driven programs in the areas of records and information management, as well as professional skills development, contributed to achieving this great accomplishment.

For the fifth year in a row, the ARMA Metropolitan NYC Chapter was also awarded the Chapter Innovation Award, highlighting its work to provide better engagement with our membership through technology. This was accomplished through developing a custom mobile app, podcast and digital Newsletter.

About the Contributors Tom Barnett leads a global team of eDiscovery subject matter experts and data scientists providing guidance to is firm, Paul Hastings LLP, and its clients in complex litigation, investigatory and enforcement matters. He is considered one of world’s leading experts in the areas of advanced data analytics, predictive coding and technology-assisted review.

Ann Gorr is a legal technology consultant/advisor, subject matter expert and avid technology evangelist. She is recognized for the de-velopment and execution of innovative Legal IT strategies for her small-to-midsized law firm and corporate legal clients in the Infor-mation Governance/Enterprise Content Management and Compliance arenas.

Anna Lebedeva, IGP, PMP, is a Director of Records Management at a large regional financial services company. Some of her RIM accomplishments to date are establishing RIM program, developing retention schedule, standing up legal hold process, and working on strategies for electronic records. Anna has over 8 years’ experience managing large enterprise projects after working in IT field for 9 years as a Software Developer.

Linda Pace has worked in the records management industry for twenty years. Currently a Manager at Prudential, she develops processes and procedures for forty-nine field offices. Linda is an experienced trainer and facilitator has presented topics such as leadership, communications, career development, as well as business continuation and record information management topics. Shari Perlstein is the Senior Director of Enterprise Records & Information (eRIM) at Pfizer Inc. eRIM empowers Pfizer colleagues to understand and comply with the Company’s records and information management obligations by defining corporate policies, developing standards, and sponsoring services and solutions to support the consistent implementation and practice of records management principles throughout the enterprise.

Advertising and Promotion Committee, VP Alex Campbell

The Committee’s activities consist of: working with the web team to

update sponsor content beginning our sponsor push for

the March 2016 event work with newsletter team to

renew/attract new sponsors update our sponsor tracker Confirm sponsors for 2015/

2016 evening, ARMA@Noon and networking events

Professional Development Committee, VP Rudy Moliere The Chapter meetings will feature subject area “clusters”, which consist of presentations echoing a central theme but focusing on different aspects. The presentations will be more interactive and feature more use cases. There is on-going recruitment of speakers and sponsors.

Communications Committee, VP Jennifer A. Best I am pleased to announce the addition of Committee member Glenn Fischer who is the Records Manager at Kirkland Ellis.

Please send your feedback about the Newsletter to

jenniferabest@yahoo.com

Chief Information Officer, VP Gene Stakhov and Webmaster, Stephen Cohen This month, the CIO and Webmaster are pleased to join forces as our committees undertake the always daunting task of migrating our website content (cue bloodcurdling scream).

That’s right, we are switching our web hosting outsourcing to a newer, more flexible platform capable of integrating our member management, communication, events and (of course) web hosting functions.

We are confident that this move will allow us to realize major gains in man-hour efficiency related to member communications and event planning. Having a consolidated platform with a holistic view of these core chapter functions will help us to keep you informed of the latest and greatest events and other ARMA Metro NYC-related information.

The Website Migration Task Force (yes, this is a real thing) is being led by IT Committee member Anna Lebedeva, IGP, PMP who lives up to her project

Committee Reports

management credentials with every new action item. She leads a dedicated task force of 5, in addition to coordinating input from the Board of Directors and their committees, in deciding what stays, what goes, and what gets a facelift.

Expect to see a newer, sleeker look-and-feel to www.armanyc.org in early November.

Finance Committee, VP Sharon Morris The areas of focus will be consolidating the Chapter’s accounts, updating the Chart of Account and updating the Chapter’s books on a monthly basis.

Collaboration and Public Relations, VP Maribel Rivera The Chapter was a partner exhibitor during InfoGovCon15 which took place in Hartford, CT, and will continue to grow its partnership with the Information Governance Initiative.

Also, the Board is currently in open discussions with various associations in Privacy and Cybersecurity to participate in upcoming events or hold a joint event. More information to follow in coming months.

Membership Committee, VP Lauren Barnes The Chapter currently has 306 members, including four NEW

members (welcome!).

Coming soon is the launch of the new Student Scholarship-- look for updates.

The Membership Committee now includes: Rebecca Gallei, Fred Grevin, Carolyn Mariani, Arnie Mazliah, Edie Mazzullo and Debi Mevs.