arma international san antonio chapter collaborator · (this article is based mainly on information...

ARMA San Antonio 2012-2013 Officers and Directors

President: Gilbert Barrera, CRM, PMP [email protected] Vice President: Clinton Wentworth, CRM [email protected] VP – Membership: Cathy Drolet [email protected] VP – Professional Development: Lisa Picardo [email protected] VP – Programs: Edward Barba [email protected] Treasurer: Jenny Barker, CRM [email protected] Secretary: Olga Pastrano [email protected] Board Chair: Anne Kelley [email protected] Directors: Anne Comeaux, CRM [email protected] DuWayne Headrick [email protected] Mellisa Wallis [email protected]

Carri Wiggins [email protected]

N O V E M B E R P R O G R A M

Tuesday, November 13, 2012 * Embassy Suites Hotel Briaridge

11:00 am—1:00 pm

Cloud Computing: Business and the Opportunities it is Creating. Don Douglas, CEO Liquid Networx Don Douglas, technologist and entrepreneur, oversees a small, growing port-folio of technology-related companies. He has founded, operated and funded startup companies focused on security, compliance, payments, colocation, cloud computing and telecom. Douglas brings a unique viewpoint having worked in the technology field for more than 30 years across a wide range of industries and in a variety of capacities for international companies. During his time at the helm of Liquid Networx, the company has grown dramatically, developed channels, brought many new products and services to market, gained brand recognition and garnered numerous accolades from clients and partners. Price includes luncheon and program: Members $25 Non-Members $30. Payments are at the door with check, cash, or credit card You may RSVP by registering at http://armasanantonio.org by Friday preceding the meeting (November 9th).

November 2012

Collaborator Collaboration … people working together to solve the puzzle

ARMA International San Antonio Chapter

I N S I D E T H I S I S S U E :

Letter from the President 2 What Happens to Your Electronic Accounts When You Die? 4 Interesting Reading—Causes of Downtime 5 Facts About Records Management 6 Job Opportunity & Congratulations 7 Leadership Conference 8 They Want My Social Media Content 9 Care Bears 10 Schedule of Chapter Events 13

Remember, You Can “Bring the Boss”

This year, as a special benefit and to say thank you to our companies for their support, each ARMA San Antonio member will be allowed to bring their boss to one of the luncheon meetings for free. You must pre-register both yourself and your boss for the meeting to claim this benefit. Be sure to include your boss’s name on your registration by clicking the ADD GUEST button and filling in their information with the word BOSS added to their name. One boss only, please.

Remember that this month’s educational session is being held on November 13th. This meeting was moved earlier in the month in order to avoid any schedul-ing conflicts during Thanksgiving holiday week. The topic for this month’s educational luncheon is “Cloud Computing: Business and the opportunities it is creating”. Great opportunity to bridge any gaps in cloud computing knowledge and most importantly IT relationships within your organization. Reach out and invite your IT associates who work with you on records management initiatives to engage in the discussions of cloud computing and information technology infrastruc-ture strategies, which may or may not affect your records management program. This session is being presented by Don Douglas, technologist and entrepreneur, who’s focus has been on security, compliance, payments, collocation, cloud computing and telecom. In addition to this month’s educational session on Cloud Computing you can gather more knowledge on this topic by viewing this month’s MER session “Cloud Control: Achieving the Right Level of Information Governance”. This is another opportunity to share educational opportu-nities with your IT peers conveniently in a conference room within your office. Visit your ARMA San Antonio web site for more information - http://www.armasanantonio.org/Default.aspx?pageId=1403192 We are proud to announce a new “Members Only” sec-tion in the chapter’s web site. This addition to your web site will include member only content including but not limited to past presentations. We encourage our mem-bers to share any content that may be useful to your fel-low ARMA brotherhood. You do need to register the first time to access this section of the ARMA San Anto-nio web site. For more information visit http://w w w . a r m a s a n a n t o n i o . o r g / D e f a u l t . a s p x ?pageId=1388905&mode=PostView&bmi=1101296 November is officially your ARMA San Antonio chap-ter’s 40th Anniversary. We will have a little celebration during this month’s meeting, so come join us for this achievement by your local ARMA chapter. Wish you and your family a joyous and safe Thanksgiving holiday.

From the President

Gilbert Gilbert Barrera, CRM, PMP President ARMA San Antonio Chapter

ARMA San Antonio Collaborator

Bridging the Gap


Thank You to

for sponsoring our November educational luncheon!

Remember, we are meeting one week earlier in November! The November meeting has been moved one week earlier to prevent

conflict with the Thanksgiving holiday break. We will meet on Tuesday, November 13 at Embassy Suites from 11:00 am - 1 :00 pm.

Happy Thanksgiving!


What Happens to Your Electronic Accounts When You Die?

- By David White with additions by Anne Comeaux, CRM

(This article is based mainly on information from David White’s article in the Broadway National Bank’s Personal Financial Newsletter 4th Quarter 2012 and is used with his permission. Other information in the article appeared on several government websites. Thanks to Jenny Barker, CRM for sending in information about the Personal Financial Newsletter article.) Have you ever wondered what happens to your electronic accounts when you die? Cherished family photos or mov-ies may be stored on Facebook, MySpace, YouTube, or Flickr. Other confidential financial information may be stored on e-Bay, PayPal, or Carbonite. Electronic bank or investment statements may be going to your e-mail ac-count(s). These “digital assets” may not only be valuable, but confidential and sometimes irreplaceable.

Some websites will maintain accounts in perpetuity, provid-ing hackers with an opportunity to steal your confidential data after you die. Other websites may suddenly shut down inactive accounts, forever depriving loved ones of cherished photos or family movies. If you are active online you should consider creating a statement of how you would like your online identity to be handled, like a social media will. As a solution, the U.S. Government now recommends that individuals name a “digital executor” in their estate planning documents, assigning them the specific responsibility of clos-ing all electronic accounts (such as email addresses, social media profiles, and blogs) and harvesting irreplaceable assets (such as photos, movies, etc) for their heirs. Although there is no Federal or Texas law which specifically addresses these digital issues, provisions in your estate plan-ning documents may clarify your intent (to a court, website, etc.) after you’ve passed away or become incapacitated. As with any other aspect of estate planning, the advice and di-rection of an attorney is critical in order to avoid mistakes. Taking these steps will help you write a social media will: • Review the privacy policies and the terms and conditions

of each website where you have a presence. • State how you would like your profiles to be handled.

You may want to completely cancel your profile or keep it up for friends and family to visit. Some sites allow

users to create a memorial profile where other users can still see your profile but can’t post anything new. • Give the social media executor a document that lists all

the websites where you have a profile, along with your usernames and passwords.

• Stipulate in your will that the online executor should

have a copy of your death certificate. The online execu-tor may need this as proof in order for websites to take

any actions on your behalf. Seek legal assistance and update your estate planning doc-uments to specifically authorize an executor/fiduciary to access digital accounts. Also work closely with your chosen executor/fiduciary to ensure they will be able to access electronic accounts after your death or incapacity. Sources: 1. David White. “What Happens to Your Electronic

Accounts When You Die?” Broadway National Bank. http://www.broadwaybank.com/newsletters/emoneywise/2012_Q4/moneymanagement.html

2. How and Why You Should Write a Social Media Will.

http://blog.usa.gov/post/22261234875/how-and-why-you-should-write-a-social-media-will;

3. Writing a Will. www.usa.gov/topics/money/personal-

finance/wills.shtml


Interesting Reading Editor’s note: Have you read a really interesting article lately about records management or archives? Send article ideas to [email protected] Please also include a copy of the article or a link, if possible, and why you thought it was interesting. The following excerpt is from a white paper by Sungard Availability Services that appeared on the Find White Papers—Technology Research For Business Professionals webpage . The full article is available at http://www.findwhitepapers.com/content22259 . Submitted by Anne Comeaux, CRM.

What will the Causes of Downtime be in the Near Future and How Can You Minimize Their Impact?

Hardware Failure Hardware failure is the leading cause of major business disruptions. The availability of ever-more powerful servers over the last decade, and the wide-spread use of virtualization, means a half dozen to a dozen critical applications might be running on a single server. So a problem with such a server impacts multiple applications. This makes it all the more essential to reduce the chance of downtime and to quickly recover from any problems. Natural Disasters Over the last decade, severe weather and other natural disasters have been the second leading cause (behind hardware failure) of major business disruptions. Hurricane Irene in the U.S., the 8.9 magnitude Japanese earthquake and resulting tsunami, and the 2010 earthquake in Haiti are a few examples. Man-Made Disasters Adding to the woes caused by natural disasters, there have been a number of highly disruptive man-made disasters over the last decade, including the terrorist attack in London. When disasters strike, businesses suffer in a number of ways including loss of property, unforeseen expenses, disruption of operations causing business loss, and supply chain disruptions. What Lies Ahead?

IT Environments are getting more complex. So will their recovery. Natural and man-made disasters will continue to rise. Compliance requirements (SOX, HIPAA, FINRA, etc.) will get even more stringent in demands for recovery. Supply chain disruptions will continue to happen due to vulnerability. Terrorist and cyber attacks will continue to significantly impact systems. There will be increased concern regarding pandemics likes SARS, swine flu, and bird flu causing large-scale absenteeism.


Facts About Records Management Submitted by Melissa Wallace

(Source: J. H. Bennett Records Management website: http://www.jhbrecordsmgt.com/document-management/facts-about-document-management/)

Below are some interesting facts from a variety of industry sources related to the need for document management.

• "90% of records filed after the completion of a transaction are never referred to

again." (Records Management, General Services, State of Tennessee; hereafter: "TN") • "67% of data loss is directly related to user blunders, making them 30 times more menacing than viruses and the leading cause of data loss." (Tandberry Data, 1998) • "Active files typically grow at a rate of about 25% annually." (Cuadra Associates) • "Keeping some records but not others beyond their scheduled retention can increase exposure to negative inference in

audit or litigation." (TN) • "Organizations without retention programs can often remove from higher-cost offices areas as much as 55% of records

being kept there—as either obsolete (to be destroyed immediately) or inactive (must be retained but may be transferred to a low-cost records center)." (Robert Allerding, CRM, FAI, records management consultant)

• "Because they have taken no inventory, most organizations have no way of knowing what all their information assets are

and where those assets are located." (Information Management Associates, Inc. hereafter "IMA") • "At any given time, between 3% and 5% of an organization’s files are lost or misplaced. The average cost of recreating a

document is $180. Annual loses for a Fortune 1000 company with one million files is 5 million dollars." (Survey reported in Information Week)

• "Six percent of PCs will suffer an episode of data loss in any given year; each incident costs an average of $2,557 to fix,

including costs such as retrieving and recovering the missing information, lost productivity, technical services, and the data’s average value." ("The Cost of Lost Data Report", Dr. David Smith, Pepperdine University, 1999)

• "Office workers can waste up to two hours a day looking for misplaced paperwork - at total of 500 hours (62.5 days) per

year." (TN) • "Computer users spend 7.5% of their time on a PC looking for misplaced files." (Survey reported in Information Week) • "Companies typically misfile 2% to 7% of their records." (From survey conducted by New York City chapter, ARMA

International) • "30% of paperwork is useless and could be eliminated. 37% of photocopies made are unnecessary." (TN) • "7.5% of documents are lost forever." (Cuadra Associates) • "U.S. managers spend an average of 4 weeks a year searching for or waiting on misfiled, mislabeled, untracked, or ‘lost’

papers." (Cuadra Associates)

• "Large organizations lose a document every 12 seconds." (Cuadra Associates)

• "While physical volume of records will continue to be reduced through greater and greater information packing density, the number of records grows faster than the rate of disposal, and the need for maintaining accuracy of information,

effective indexing, correct retrievals, and application of retention scheduling does not diminish." (IMA)


Congratulations, Carri!!!

Carri Wiggins has been promoted to a position over the San Antonio Vital Records Division with the new title of Program Manager. The San Antonio Vital Records Division, which consists of all Birth and Death records in the city, was moved Oct. 1st from reporting to the Health Department to reporting to the Office of the City Clerk, as Leticia M. Vacek serves as the Records Management Officer for the city.

Job Opportunity

Tesoro Companies, Inc., a subsidiary of Tesoro

Corporation 120535 — Records Management Specialist This position assists in leading, coordinating and monitoring the corporate Records Management and the Compliance pro-grams to comply with regulatory and statutory requirements. Qualifications Education and Experience • High School diploma required. Bachelors degree pre-

ferred. • Minimum 5 years experience in records and infor-

mation lifecycle management and application of reten-tion schedules to office business record inventories required.

Location — San Antonio, Texas For more information and to apply see https://tsocorp.taleo.net/careersection/tsoext/jobsearch.ftl and Search for Job Number 120535.

Lost Maples State Park—Vanderpool, Texas


I had the wonderful opportunity to again attend the 2012 Southwest Leadership Conference in New Orleans this summer. This was my second trip to Leadership and I am so grateful to the Scholarship Committee for approving a scholarship to help cover my expenses as budget constraints within my organization were still very much in place. There were many good speakers and various topics through-out the 2-l/2 day event and each day I would sit listening tentatively to the presentations and occasionally scribble various words and notations on my scratch pads to later help jolt my memory on particular topics that really piqued my interest. Upon my return home, I carefully cleaned out my tote bag filled with goodies, vendor flyers, and my various hotel scratch pads with my scribbled notes and reviewed each one. I pondered and thought as I pulled out one of the scratch pads on which I had written the following words: VALUES: MEMBERS FIRST, TRANSPARENCY, INFORMATION SHARING, EDUCATION, PROVIDE RESOURCES, CORE COMPENTENCIES. As I read those words it occurred to me that these are not only the values ARMA International has for the organization, these are the same core values we as chapter leaders should place as our foremost responsibility to our chapter members and peer professionals. We should be able to provide quality educational programs and necessary resources to enable our members to add value to their employers and enhance their skills as records and information management professionals for the purposes of growth and advancement. I am proud to say that this Board has listened to our members and has collaboratively made every effort to provide programs that are relative to what is happening in our environment today. These are the values we as leaders of your San Antonio Chapter have promised to strive for and hope to achieve:

1. PUT MEMBERS FIRST IN EVERY-THING WE DO;

2. MAKE TRANSPARENT DECISIONS, TAKE TRANSPARENT ACTIONS ;

3. MAINTAIN AN INFORMATION-SHARING ETHIC AND CULTURE;

4. MAKE EDUCATIONAL EXCELLENCE FOREMOST IN PROGRAMMING;

5. PRODUCE RELEVANT RESOURCES THAT HELP PROFESSIONALS GOV-ERN THEIR ORGANIZATION’S IN-FORMATION.

YOUR ARE IMPORTANT TO US! Your feedback is important; and your work is most important and certainly worth sharing with your colleagues. Help us help each other succeed… Tell us what matters to you, what inter-ests you and what we as servant-leaders of your chapter can do for YOU!

Leadership Conference, New Orleans, LA - By Olga Pastrano


They want my Social Media content ECM Expert Blog from AIIM By Bob Larrivee, Director/Industry Advisor at AIIM Professional Development Center. October 09, 2012 - 11:47 AM

Interesting statement isn’t it. You may be thinking that I am throwing this out there just to get your attention and you might be right. Did it work? I hope so because this statement is a real one that could happen to you.

You have probably figured out by now that I like to follow news related to those things that can impact your organization. One of my favorite areas to follow is the world of eDiscovery. This week, while looking over the case summaries presented in the Electronic Discovery Law site, I ran across two cases in particular that caught my attention. The first is Thompson v. Autoliv ASP, Inc., No. 2:09-cv-01375-PMP-VCF, 2012 WL 2342928 where the court ordered five years of content from Facebook and MySpace be produced for review by defending Counsel. The short version of this story is that the plaintiff claimed injuries suffered after a car accident diminished her quality of life. The defendant later saw and obtained wall post-ings of the plaintiff’s activities post-accident that would prove different. Plaintiff then blocked the defendant from seeing anything further. Defendant argued the information was relevant, the court agreed and plaintiff was ordered to produce the materials and present them to defense Counsel on an external storage device that was not to be shared outside of Counsel’s staff.

In the second case, People v. Harris, No. 2011NY080152, Twitter was subpoenaed to provide information contained in Tweets and Twitter records associated with the defendant in the case. As is the case with many who use Social Media, there is a sense of confidentiality associated with things written and shared. In this case, the court found that there is no reasonable expectation of confidentiality when a Tweet is sent around the globe in the same way there would be no sense of confidenti-ality if you were to shout out your window for all to hear. In short, if you make it public, there is no confidentiality.

In my view, these are two of many cases where the evidence is clear about Social Media use. The fundamental elements of confidentiality still apply, if you do not want it to be public knowledge, do not put it on Social Media. You and your organiza-tion must put some basic rules of appropriate use in place to protect yourself, your organization and manage risk. Like my Grandmother always said, if you want the world to know it, let them know but if it is something you want to keep in confi-dence, keep it to yourself. Just because you think something is confidential, does not mean it is for real. As a parting thought, I am sure you have all heard stories about someone who called in sick to work and then posted how great a time he was hav-ing on the golf course only to have his boss find it. The result was not pleasant. Social Media can be and is often considered part of an organization’s content stores. As such, you must include it as part of your information management strategy and practices. As to the personal stuff, I leave that decision to you.

Permission for use granted by Bob Larrivee. Source: http://www.aiim.org/community/blogs/expert/They-want-my-Social-Media-content .


Bear Update – By DuWayne Headrick

Thank you. A hearty thank you to everyone who made a do-nation to the Care Bear program during the October lunch. It was another very good month as you contributed $94.27. Also, thanks to our Valero members, Ben, Isabel, Mandy and Ashley, as they brought 58 stuffed animals with them to the lunch. And congratulations to Ashley McKay, our newest CRM. I have been putting your contributions to good use. On October 20th I spent four hours checking out yard sales, and it was a productive four hours. The end result was the purchase of 208 animals averaging 50 cents an animal. I had fun, met new people and did some visiting along the way. As I have mentioned in the past, the Police and Fire depart-ments have moved into the newly built Public Safety Head-quarters. And, as you should also know, half of the proceeds from our annual golf tournament go to our educational pro-grams and the other half to the Special Victims Unit. In the past, we have provided items such as cameras, portable print-ers, and tape recorders and paid for classroom training on specialized topics to aid the detectives in doing their work. They have had the training and have more equipment; now we’re going to work on enhancing the interior of the new facility, specifically one room within the Special Victims Unit - the children’s play room. The children’s play room is near the entrance to the unit’s area on the third floor. As the name implies, it is an area for the children, whether it be the victim or siblings of the victim. The room contains a television, stark walls and some not so child-friendly furniture. Lt Gallegos and I have met with Natalie Adams of Atalinas, Inc. to discuss painting some murals on the walls of the chil-dren’s playroom. The murals will consist of bears painting, playing catch with a ball, and watching television, and one of a bear admiring the stars in the sky. Natalie has done many of the murals at schools all over San Antonio. We’ll have photos available when she is finished. On October 23rd before our meeting with Natalie, I delivered 263 stuffed critters to the Care Bear room. They now have one room dedicated for the stuffed animals with a sign sten-ciled with “Bear Room”. Please keep your eyes open to find that perfect care bear. We still have some Bear earrings which will be available at the November lunch.

ARMA San Antonio Collaborator ARMA San Antonio Collaborator

Page 12

The ARMA San Antonio Collaborator

Editor: Anne Comeaux, CRM

[email protected] Category

Association newsletter Frequency

Ten issues per year, September through June Publisher

San Antonio Chapter, ARMA International P.O. Box 18331

San Antonio TX 78218 [email protected]

Website www.armasanantonio.org

For information on advertising in the Col-

laborator, contact Cathy Drolet at 210-860-6906 or

[email protected],

San Antonio Chapter, ARMA International has a new email

address:

[email protected]

Texas Bald Cypress - picture by Bob Harms


Schedule of CHAPTER Events for 2012-2013

DATE EVENT LOCATION

Tuesday, September 18, 2012

Luncheon Meeting and Program: The Elements of Program Compliance and Records Managers’ Responsibilities. Nanette Pfiester, Texas State Library & Archives Commis-sion.

Embassy Suites, 11:00 a.m. - 1:00 p.m.

Tuesday, October 16, 2012 Luncheon Meeting and Program: Human Resources Rec-ords. Karen Munson.


Tuesday, November 13, 2012***

Luncheon Meeting and Program: Disaster Recovery & Compliance in the Cloud. Don Douglas.


Tuesday, December 18, 2012

Luncheon Meeting and Program: 3 Tiered Email Records Management at NuStar Energy LP. Clint Wentworth, CRM, NuStar Energy LP.


Tuesday, January 15, 2013 Luncheon Meeting and Program: Privilege in Corporate Email. Dr. Gavin Manes.


Thursday, February 21, 2013

Annual Educational Seminar Embassy Suites, 8:00 a.m. - 4:00 p.m.

Tuesday, March 19, 2013 Luncheon Meeting and Program: Social Media. Jon Lee. Embassy Suites, 11:00 a.m. - 1:00 p.m.

APRIL IS RECORDS MANAGEMENT MONTH!

Tuesday, April 16, 2013 Luncheon Meeting and Program: Presentation by Todd Brown.


Saturday, April 20, 2013 Annual Shred Day SACU Locations

May 2013 Golf Tournament – Swing and “Bear” It

Tuesday, May 14, 2013*** Luncheon Meeting and Program: Project Management. Speaker not set yet.


Tuesday, June18, 2013 Luncheon Meeting and Program: Leadership - speaker not set yet. Also Awards and Installation of 2013- 2014 Officers


Tuesday, May 21, 2013— Wednesday, May 22, 2013

Southwest Region CRM Conference Emily Morgan Hotel

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***Meeting scheduled 1 week earlier than normal.


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arma international san antonio chapter collaborator · (this article is based mainly on information...

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