How to Create Inventories and File Plans, October 18, 20, or 25, 9:30 Multiple Locations

How to Create Inventories and File Plans to Manage Your Records

October 18, 20, or 25, 2011

9:30 a.m. – 11:30 a.m.

The first step in gaining control of the records in your office or organization, a Records Inventory allows you to create file plans, find unscheduled records, identify records eligible for disposition, and quantify and explain the resources used to store records.

Speaker: Danelle Court, City of Bellevue

An invaluable tool for managing records at the local level, a File Plan specifies how records are organized once they have been created or received, provides a finding and action guide to the records, and documents procedures for retention and disposition of the records.

Speaker: Bill Greathouse, National Archives and Records Administration

University of Washington – October 18

9:30 am to 11:30 am

UW Tower Auditorium

Directions and address at:http://www.washington.edu/facilities/uwtower/getting-here

Seattle, Washington – October 20

9:30 am to 11:30 am

City of Seattle City Hall: Bertha Knight Landes Room

Directions and address at: http://www.seattle.gov/html/citymap.htm

Bellevue, Washington – October 25

9:30 am to 11:30 am

City Hall: Council Chambers

Directions and address at: http://www.bellevuewa.gov/parking-directions.htm

To Register:

Jennifer Winkler

Telephone: (206) 684-8154

Email: LEG_CRMP@seattle.gov

PLEASE REGISTER BY: October 14, 2011

Great NW Region Message

GNW Region Message


Happy Autumn GNW Region Members!

I don’t know about you, but September felt more like summer than summer did! The only way to tell it wasn’t summer was the startup of college football. Now we are entering October and it really is starting to feel like fall. Not only are there pumpkins in the stores (and my garden!) there is the ARMA Conference coming up soon.

I hope some of you will be able to make it to ARMA International’s 56th Conference & Expo being held October 17-19, 2011, at the Gaylord National in National Harbor, Maryland, just minutes outside of Washington, D.C. If you are planning on attending please don’t forget the Welcome Reception on Sunday October 16th from 5 to 7. It’s a great way to see who is there from our region. Marc will be in attendance and will be scouting out possible locations for a no host lunch one day during the conference. Keep an eye out on the bulletin board for information. And be sure to attend the candidates forum on Tuesday, it’s a great way to get informed on ARMA elections. I’ve gone to them the past few years and it really does help to put a face to the name when casting your ballot! Safe travels to everyone flying to DC.

But if DC isn’t in your travel plans next month, we have another conference opportunity coming in March. As you know every other year the Great Northwest Region holds an
educational conference. In 2012 our conference will be in Boise, Idaho! The Boise Valley Chapter is lining up some fantastic speakers and there are sessions being planned for all ranges (basic, intermediate and advanced RIM). Since many of your members need to start getting budget requests in, we want to provide you with some preliminary costs for the conference. The dates will be March 12-13, 2012. Early registration will be $299 for ARMA members (late registration will be $349). An ICRM workshop will also be presented on March 14th for a cost of $150 (for workshop only) or an additional $100 on the registration fee if you are attending the full conference. Some additional activities are also being planned. Look for more information in your e/mailbox soon!

One last thing, in Marc’s September message he mentioned the ARMA Ball of Goodness. Throughout the year we’re asking you to send in “Who Done It?”, let us know what accomplishment you had for the month, meeting, etc. Each month we will award the ARMA Ball of Goodness to one chapter. For September the ARMA Ball of Goodness goes to………Puget Sound! Congrats to Puget Sound for their 35th anniversary! The Chapter invited as many Past presidents as possible to their kick off meeting in September. Eight past presidents were in attendance and the chapter treated them to dinner in appreciation of all they have done. Be sure to send Marc or me your chapters “Who Done It?” for October.

And one last note, last year in one of my Region messages I wrote about the deer that had been in our neighborhood and the changes we had seen in it throughout the summer. We haven’t seen that particular deer in a while (I think he headed for the hills once school started up), but we did have another deer visit us this year and the kids were once again very excited to see it. They didn’t want to pick the vegetables from the garden so they could have the deer come by and eat them (that way they could see her more often or perhaps it was a clever way to get out of eating their vegies). Nice to see that even in today’s rapidly changing world, the simplest things are still appreciated.

Jennifer Winkler
Region Coordinator

October is Archives Month!

October is Archives Month across the country and here in the Puget Sound, there are celebrations being offered for free, such as educational workshops and informational fairs to let the public know who archivists are, what they do, and what types of materials and repositories there are in the area.

The theme of Washington State Archives Month is “Fairs and Festivals,” and what better way to celebrate than by hosting a fair of our own, or even better, two fairs.

To find out more details go to: ARCHIVES FAIR, WORKSHOPS, & EVENTS INFORMATION

For quick reference:

October 5, Puget Sound Archives Fair, at the Seattle Public Library (1000 4^th Ave., 10^th floor) from 10:00 a.m. -3:00 p.m. Admission is FREE.

October 5, Lecture “Burying the Treasure: Collection Materials for Future Fairs and Festivals” at the Seattle Public Library (1000 4^th Ave., 10^th floor) at noon. Admission is FREE.

October 29, Basics of Historical Research Workshop-- A Practical, One-Day Workshop for Students, Teachers, Local Heritage Volunteers and Family Researchers who are not Trained Historians or Genealogists, at Washington State Archives – Puget Sound Regional Branch, Pritchard-Fleming Building, 3000 Landerholm Circle SE, Rm N-201, Bellevue, WA 98007-6484. Time: 9:00- noon. Admission: Free, but please register by October 10, mvessey@wshs.wa.gov (360-586-0219)

2011-2012 Greater Seattle Educational Programs Announced!

Make sure to check out all the great upcoming program for this year, 2011-2012. We have not posted our Greater Seattle ARMA Chapter brochure online. Please take a look at it and plan the educational events you would like to attend. We have something for everyone- new members or returning members.

Our programs are hosted in downtown Seattle, Everett and Mt. Vernon.

If you would like a brochure mailed to you, please contact me at Andrea Bettger with your name and mail address. You can use this brochure to request time away from the office to your supervisor or manager.

I hope to see you at our next educational event, October 6, noon - 1 p.m.

Andrea Bettger
Past President

eDiscovery Certificate Program

Still time to sign up for the University of Washington - Professional and Continuing Education Certificate Program, eDiscovery! This could be a great opportunity for you to expand your knowledge and learn a competitive skill in your current position or your next job! Take a look or pass this along to anyone you feel may be interested.

Thank you.

Greater Seattle Chapter Kick's off another year of great programs!

Date: Tuesday September 20, 2011

 

Time: 4:30-6:30 pm; wine and appetizers

 

Cost: $10

 

Location: Foster Pepper 1111 Third Ave, Floor 30

 

Program Title: 2011-2012 Kickoff and How to Train your Non-Records Management Staff

 

Description: Join us in for our 2011-2012 kickoff program; an opportunity for us to meet and greet another at the start of another great year. Current Greater Seattle Chapter President, Andrew SanAgustin and Past President, Andrea Bettger will discuss training non-records management staff and provide tips and insight into how you can make these trainings successful.

 

Speakers Profile:

In 2002, Andrea Bettger began working for City of Seattle as the Records Analyst. She has over eleven years experience working with archives and records management in several different types institutions: Oregon Historical Society, Lummi Indian Business Council, and City of Portland. Ms. Bettger is a very active member of the ARMA, International, she is currently serving as the past president and Webmaster of the Greater Seattle Chapter. For the 2006 and 2010 Great Northwest Region Conferences, she served as the local arrangements chair. She has presented at several regional events such as 1999 Northwest Archivist Conference, 2005 and 2009 to the Puget Sound Chapter, and 2008 Great Northwest Region Conference. Ms. Bettger has been involved with the Northwest Archivists and Society of American Archivists in the past. She also serves as the president of the Seattle Opera’s BRAVO! Club. Ms. Bettger has a Bachelor of Arts in history from Portland State University, and Masters in history with emphasis in Archives and Records Management from Western Washington University.

Andrew SanAgustin has been a RIM professional for 20 years. He began his career in Washington DC, where he attended the University of Maryland. His experience spans various industries with a specialty in law firm Records/Conflicts Management. He is the president of the Greater Seattle Chapter of ARMA, is an instructor at the UW Continued Education Program, and spearheads the Seattle LISG group. Andrew has written several published articles and regularly speaks on the topic of Records and Conflicts Management.

 

Register. Please register NO LATER THAN September 19th http://www.armaseattle.org/events.htm#Registration_Form_

 

Directions: Foster Pepper is located in the main business core of downtown Seattle. Located on Third Ave. between Spring and Seneca. Parking is available in the basement of the building for cost.

 

2011 MER Conference Sessions Now Available Online!

2011 MER Conference Sessions Now Available Online!

Thanks to our special partnership with The National Conference on Managing Electronic Records (MER), ARMA International, in association with RIM On Demand, is able to bring relevant, focused MER content to you – all from the convenience of ARMA International’s website. If you were unable to attend the MER Conference in person, this is a great opportunity to create your own personal conference!

Video and slides for all 26 sessions from the MER 2011 Conference, which were focused on the legal, technical, and operational issues associated with the life cycle management of electronic records, are available now at www.arma.org/RIMonDemand.

You should check out these offerings to ARMA members!

Andrea Bettger

Past President-Greater Seattle Chapter

 

 

GNW Region Message for September

Hello Great Northwest Region Members! Welcome to another ARMA year!
Last June the GNW Region and Chapter leaders met in Portland for the annual GNW Leadership Conference. Based on the ideas, sharing and planning from that meeting, I’d have to say this year is sure to be one of our best.
The first great idea that came up was a region-wide mentorship program. A number of members have voiced a desire for such a program. It’s making the connection to the right mentor that can be difficult. Sometimes the right mentor for you may be a member of a different chapter. So a region wide program makes sense. With the plates of the members of the Region Team already overflowing, the question was who would oversee the program. Then Jenny and I remembered that the position of Director of Marketing and Membership was still vacant. What a perfect place for this program. After a last call for interested parties and a consultation with the Region Team, we found the right person for the job.
Members of the Great Northwest Region, it is with pleasure that I announce to you that Peggy Striefel of the Columbia Basin Chapter has been appointed as Director of Marketing and Membership for the Great Northwest Region of ARMA. Peggy has been a member of ARMA for eight years. She has served in the Columbia Basin Chapter in several capacities including Director of the Board, Vice-President, and President. She is currently the Immediate Past President of the chapter. During her service, Peggy was honored by Columbia Basin members as their 2010 Leader of the Year. She has already hit the ground running in her new region duties and is certain to be as successful on the region level as she has been in her chapter. Welcome to the Region Team Peggy!
The second great idea that came out of Leadership was something called “The ARMA Ball of Goodness”. A concept of Oregon Chapter President Tyrene Bada, the Ball of Goodness refers to the feeling of respect, camaraderie, and cohesiveness of the leadership of the region. Truthfully, it is a feeling I have found among all of our members in visiting every one of our chapters. ARMA is a family and nowhere is that exemplified more than here in the GNW Region. The name, “the ARMA Ball of Goodness” just sounded too good not to use. So after a discussion with members of the Region Team, we came up with the following:
This year, the region would like to highlight some of the outstanding accomplishments of our chapters. The GNW ARMA Ball of Goodness will be a monthly award to one chapter. The chapter may have had an exceptional turnout to a monthly meeting, had a member or members receive their CRM designation, completed a special project, received a speaker grant, etc. All chapters need to do is submit their entries to me no later than the first of each month. The Region Team will announce the monthly winner in our region messages each month and a prize, i.e. a GNW Region Ball of Goodness will be sent to the winning chapter.
In thinking through the Ball of Goodness idea, we found our theme for the year. “Who Done It?” We want to know. There will be more on that in coming months. So send your entries in and a Ball of Goodness may be coming your way.
Mark a couple of special events on your calendars now! The 56th ARMA International Conference and Expo will be in Washington DC October 17-19. Check out the Conference details at www.arma.org .
And save this date for sure! The GNW Region Conference will be March 12-13, 2012 in Boise, Idaho. Plans are well underway to make this a tremendous educational event. Some of the best speakers in our profession are scheduled to be there. Following the conference, there will be a one day seminar for those who are working towards their CRM designation taught by Deb Gearhart, current President of the ICRM and Juanita Skillman! It just doesn’t get any better than that. And pre-con, there is talk of a skiing adventure. So mark you calendars and watch the Region website and your newsletters, webs and blogs for coming details.
There was another great highlight that followed the Leadership Conference. The Oregon Chapter organized and entered the Portland Rose Festival’s Starlight Parade. Members from the Oregon Chapter teamed with members from the ARMA International Board of Directors, ARMA HQ, the GNW Region, the Bellevue/Eastside and Columbia Basin Chapters, Iron Mountain, and the NW Archivists, We were pirates and records protectors to bring awareness to everyone to protect their personal information from pirates. It was a great promotion for ARMA and one of our great, supportive vendors. We had a ball! Want to see a short clip? Go to You Tube and search for arma 2011 Starlight Parade to see us. Hopefully, we will do it again next year!
Lastly, I want to thank everyone for your generous support of our fundraiser for Breast Cancer in support of one of own. Puget Sound won the bragging rights for the most money raised. Having my head shaved was a new experience for me, but well worth it. We raised over $1300. Thanks also to Dave McDermott, Bruce Walters, and Matt Rice for joining in. You’re great sports. But the next time you guys say barbershop quartet, we’d better be singing!
Here’s to a great year everyone!
Marc

Marc J. Simpson, Manager
Great Northwest Region
ARMA International

Educational Opportunity (University of Washington)

University of Washington Professional & Continuing Education Certificate Program "eDiscovery" - Our own Jennifer Winkler and Andrew J. SanAgustin will be instructors. Take a look at this opportunity and share with your friends and co-workers.

ARMA Great Northwest Region Fund Raiser Request/Announcement (Shameless Begging)

Subject: ARMA Great Northwest Region Fund Raiser Request/Announcement (Shameless Begging!!)

Hello Friends,

A number of our GNW region members are fighting cancer or are cancer survivors. As a way to support them, the Region is planning a fundraising event for Leadership.

Here is the deal. A few choice heads have been offered up to the highest bidder. Our Region Manager, Marc Simpson, is head #1. It is our understanding that head #2 is none other than the most recent Company of Fellows guy, Dave McDermott, a cancer survivor himself, who lost his hair during chemo. If it really gets that far (and if McD has anything to say about it, we’re sure it will), head #3 may be that of Bruce Walters from Boise. Funny, but we haven't heard of any women volunteering for this! The plan is to ask each chapter to solicit donations from its members (and friends). The Chapter that donates the most money to the charity gets first dibs at shaving Marc’s head. Chapter number 2 will get to shave McD’s head. And so on through all volunteered heads. Have a feeling there will be a photo op in Portland and that the September newsletters will be in hot demand.

3 choices for donations:

1) The GNW Region leadership team has asked that donations be made to the Overlake Hospital Foundation. In the memo note put "Cancer Care Center: Breast Health Center" or you can enclose a note specifying that the donation is for the CCC: Breast Health Center.
2) The hospital was asked about a specific fund for the wonderful individuals who knit hats, make quilts, etc. They indicated there isn’t such a fund for that, but if someone wants to be as specific to mention they would like the $$ to go to that cause, then they could make it happen.
3) Send us a donation made out to the American Cancer Society.

If you wish to contribute to the cause, please make your checks out to either the "Overlake Hospital Foundation" or the "American Cancer Society." Mail your checks to your Chapter President or whoever is planning to attend the GNW Leadership Conference next week.

Someone can hand carry the checks to Portland. To ensure the checks make it on time, please have checks in the mail in time for someone to depart around June 2nd. Our out of town friends and members will need to mail them sooner. Thank you for considering this request.

Additionally, Pat Vice, CRM, FAI, has agreed to contribute a 5-day, 4-night condo in Newport, Oregon that is to be silent auctioned at the Leadership Conference. The bidding will begin at $350. Bring your checkbooks! The person who wins the auction will get to credit the amount paid to his/her Chapter’s donation pool.

A huge thank you to Bruce Walters and Dave McDermott from the Boise Valley Chapter for this fantastic idea! And a really huge thank you to Pat Vice for her wonderful donation!

Stay well,

Your GNW Region Team


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Region Message for June

Ah, it is June. Once again we come to the close of another ARMA year. It’s time again to reflect back on the accomplishments of the past year.
One of my duties as Region Manager is to file a report to the Board of Directors twice a year. Essentially, this is a “state of the region and our chapters” report. Region Managers are asked to report on both the difficulties being faced by the chapters as well as any successes. In my recent report, I chose to skip reporting on the challenges. We all know what they are. They’re nothing really new. Instead I reported on the great successes in our region. This year, instead of just talking about things, we took action.

First, I reported that the Great Northwest Region is financially stable and doing well.

Next, I reported on our first region-wide webcast program held in February in which members from every one of our chapters logged in hear the presentation. To my knowledge, we are the first do this as a region. I reported that now we are exploring the possibility of a virtual event center. Again, we are blazing the trail.

I also got to brag once more about the awards won by our chapters at the Awards Luncheon in San Francisco last fall: Medium Chapter Newsletter-of-the-Year (Boise Valley Chapter), Large Chapter Newsletter-of-the-Year (Oregon), Chapter Recruitment Awards (Columbia Basin Chapter and Greater Anchorage Chapter), Chapter Participation Award (Greater Seattle Chapter), Special Merit Award – Silver Merit Award (Greater Anchorage Chapter). Plus one of our region’s favorite sons, Dave McDermott, CRM was accepted into the Company of Fellows of ARMA.

Following some of the other accomplishments of your chapters, I included some comments that I received from a couple of our Chapter Presidents. I think these speak volumes and are just a sampling of what Jenny and I hear from all corners of the region:

“The Greater Anchorage Chapter is growing in numbers, and has the most fantastic Board of any chapter in ARMA. We have had a great year with monthly meetings and speakers. The sessions have been informative and generated much discussion. We are in the process of updating our webpage, and a number of our members participated in the Regional Video Conference session. … we have managed to keep the program moving in a positive direction.”

And from Columbia Basin came “The people that come out to our chapter meetings really do make a difference. People are interested and learning and growing. When they bring their energy to the chapter meetings, it starts to inspire others. We appreciate new people that are excited about learning.”

It was fun writing that report. Despite the many challenges, we have enjoyed a great year. How could I be anything less than extremely proud of the members of the Great Northwest Region? It is my honor and privilege to represent and serve you. Thank you all for all that you do for your chapters, for the region, for ARMA and for our profession!

Marc

Marc J. Simpson, Manager
Great Northwest Region
ARMA International, Inc.

Greater Seattle-North- Email Management: A Case Study, May 19, Everett Community College

 

Date:               Thursday, May 19, 2011

Time:             3:00-3:15 Registration; 3:15-4:15 p.m. Program

Cost:              $10 ARMA Members and Students; $15 Non-ARMA Members

Location:        Everett Community College, 2000 Tower St., Everett, WA Whitehorse Hall,        Room 105 

Program:        Email Management: A Case Study

Program Description: Email, email, email… it causes users headaches, it cause IT professional headaches, and it causes records managers headaches.  E-mail in the Foster Pepper firm was completely out of control. They needed a solution – the right solution – and they needed it fast. This presentation will demonstrate the process from theory to practical execution and compliance. You will learn about the pitfalls and what worked, what didn’t, and of course, contingency plans. You will develop a successful e-mail management transition plan and review a checklist of key features and discuss the benefits of each. You will take away e-mail management solutions and ideas that can put into place immediately.

In this session, you will learn:

·         How to plan an e-mail management solution

·         The key components for buy-in on the plan

·         Critical steps of implementation and testing the plan

·         Steps to rolling out the new solution

 

Speaker: Andrew SanAgustin has been a RIM professional for 20 years. He began his career in Washington DC, where he attended the University of Maryland. His experience spans various industries with a specialty in law firm Records/Conflicts Management. He is the president of the Greater Seattle Chapter of ARMA, is an instructor at the UW Continued Education Program, and spearheads the Seattle LISG group. Andrew has written several published articles and regularly speaks on the topic of Records and Conflicts Management.

 

Register: This program is open to all Greater Seattle members and their guests. Please register online at http://www.armaseattle.org/events.htm#Registration_Form_  or email register@armaseattle.org by Tuesday, May 17. Include your name, organization, phone number and number of guests.  Acceptable forms of payment are cash and check only.  Invoices are available upon request.

Directions and Parking:  For more details on how to get to Everett Community College, please go to: http://www.everettcc.edu/visitors/maps/  you will be provided with a parking permit prior to arrival.

To reach us from I-5 Southbound: Take Exit 198 and follow the highway south into Everett to Tower Street and turn right.  Follow Tower Street two blocks and continue left to the main college entrance and campus parking to your right.

To reach us from I-5 Northbound Take Exit 195 and turn left onto E. Marine View Drive.  Go one half mile to 16th Street and turn left.  Follow 16th Street to Broadway.  Turn right onto Broadway and continue to Tower Street and turn left.  Follow Tower Street two blocks and continue left to the main college entrance and campus parking to your right.

 

 

A Challenge Thar Be!

Tis long been known in the Great Northwest, that the crews of ARMA love a good challenge.

Tis also known from far and wide that the folk of the Great Northwest are a charitable folk.

And it is also too sadly known that the menace known as cancer be striking way too many folk in the Great Northwest.

It be time to make Caner walk the plant! Therefore, the challenge be made!

WHO can raise the most doubloons to fight cancer? Be it ye Boise fold? Or maybe it be ye in Alaska? Or maybe it be ye thar in Oregon? Start filling your treasure chest now! Send it with your Captain to the 2011 Leadership Conference. The winning crew will have all the rights to brag. Plus the Captain of the winning crew will get to be the first to help Admiral Grey Beard (aka the Region Manager) prepare for warmer days. Raise enough and he'll be needing that bandana if ye get me drift! And there will be pictures to prove it!

There may be a nice treasure in there for your crew as well!

Treasure collected will go to the American Cancer Society and local cancer clinics.

ARRGH!!!

May 26 Symposium - Advanced Records and Information Management and Litigation Readiness

ARMA Greater Seattle Chapter is partnering with the Puget Sound Chapter and Bellevue Eastside to collaborate on a sponsorship for this Symposium on May 26, hosted by Contoural, "Advanced Records and Information Management and Litigation Readiness". This presentation is free to ARMA members and we look forward to seeing you there - take a look and don't miss out!

http://contoural.com/symposium-seattle/index.php

GNW Region Message - June 2011

Hello GNW Region Members,

For many of you this is the last month your chapter will be having a meeting, and for some of you, there is one more meeting left in the ARMA year. Whichever fits at the time you read this message, I hope your ARMA year has been successful and educational. I would like to take a minute to thank all the volunteers who have given their time over the past year to make each of our GNW chapters so great! From the board members, to the webmasters, to the person who sits at the registration table and greets everyone with a smile, everyone has made a contribution to the success of your chapter over the year. Without these individuals we wouldn’t have the educational content, the food and beverages, the informational newsletters and webpages, etc. So please at your next meeting, be sure to thank them or if you aren’t able to get to the meeting, send them an email.

And of course we also want to include all of YOU, the members, in that thank YOU as well. Your attendance at meetings, reading the newsletter, visiting the website, sharing resources also contribute greatly to the success of your chapter. Support in any way, regardless if it’s many hours or just a few is always appreciated and welcome.

Now is the time when many boards are filling positions or committees need volunteers. I highly recommend seeking out a board member and asking them what needs to be done. Everyone has some talents and you’d be amazed by what you can help with. Maybe you’re new to the profession, volunteer to work at the registration table, it’s a great way to meet everyone! Been around for a few years, bring that expertise to a panel or tap into your resources for speaker ideas. I started as newsletter editor for the Bellevue/Eastside Chapter many years ago and over the years have been programs chair, fill in secretary, vice president and president and am now going into my 2nd term as Region Coordinator. I never expected to be doing this when I started out as newsletter editor many years ago! But each experience has enriched my life, both professionally and personally in some way. I’m not going to give the standard it only takes about an hour a week, it can sometimes be more, but what I have gained in support and resources far outweighs the number of hours spent. Plus the satisfaction of fulfilling a goal, finishing out the year, and bringing quality educational programs to members is a great feeling.

Another great way to get involved is to attend the Leadership Conference this year. Most members think Leadership is just for board members, but anyone is welcome and encouraged to attend. ARMA International provides a wonderful speaker and this year we have Dale Mask. I’ve heard Dale many times and each time I learn something new. Leadership will be hosted by the Oregon Chapter this year and is being held in Portland in June. A lovely time to be in Portland! Please do consider joining us.

Thank you all again for making this year GREAT for the Great Northwest Region of ARMA!

Sincerely

Jennifer Winkler

GNW Region Coordinator

Member Question:

Dear Seattle ARMA members,

 

We’ve recently completed a general retention schedule for the central agency of the Archdiocese of Seattle.  As part of the adoption process, I need to have it reviewed by an attorney with an understanding of records management in general and corporate retention policy in particular.  Unfortunately, our general counsel doesn’t have expertise in this area, and I haven’t been able to find anyone outside the organization that does either.  So I’m asking my ARMA colleagues:  if you know of any attorneys qualified for this kind of work, would you please let me know?

 

 

Thanks!

 

 

Seth Dalby | Director

Archives  & Records Management

Archdiocese of Seattle

710 9th Avenue | Seattle, WA 98104

( 206.382.4352 | 7 206.957.6675|*seth.dalby@seattlearch.org 

 

 

May 5th Presentation "GARP" - Davis Wright Tremaine, Seattle, WA

Hope to see you there - Speakers will be Andrea Bettger with the City of Seattle, and Andrew J. SanAgustin with Foster Pepper PLLC discussing GARP "General Accepted Recordkeeping Procedures."

Upcoming ARMA Program - "Preservation of Electronic Records"

Greater Seattle Chapter of ARMA

DATE:
Thursday, April 7, 2011

TIME:
8-8:50am (Breakfast)
9-10am (Program)

COST:
Free

LOCATION:
Russell Investments
1301 Second Avenue
Floor 16
Seattle, WA 98101

PROGRAM:
Preservation of Electronic Records

PROGRAM DESCRIPTION:
Carol Shenk and Tim Westhoff will discuss the challenges of electronic records preservation. The dual presentations will focus on e-records preservation in the public sector (City of Seattle), and private sector (ShareBuilder Securities Corporation). Topics to be examined include adhering to city, state and federal regulations; contract negotiations; vendor security reviews; and cloud vs. off-site vendor storage.

SPEAKER:
Carol Shenk - has been Information Manager for the City of Seattle Legislative Department since 2008. Carol manages the City Clerk’s and Seattle Municipal Archives’ databases and Web indexes to over 600,000 archival and official records, including thousands of scanned records and digital images. She leads the Office of the City Clerk and the Seattle Municipal Archives in its digital preservation program, which establishes policies and procedures and administers the accession, description, preservation, and long-term access to permanent, archival, electronic records. After earning her MLIS from the UW in 1998, Carol served as librarian for Municipal Research and Services Center of Washington and Catalog team lead at Amazon.com. She has also served as Deputy City Clerk and City Clerk, with six years as Records Manager and Public Disclosure Officer for the City of Shoreline, along with a total of six years with the City of Seattle City Clerk’s Office.

Tim Westhoff - has a BA in History from Seattle University and a Master’s in Librarianship from the University of Washington. He has worked in records management since 1996 at Preston Gates & Ellis, Westin Hotels & Resorts, and Immunex. Tim has worked the last six years as the Records Manager for ShareBuilder Securities Corporation, a subsidiary of ING DIRECT, located in Pioneer Square. ShareBuilder is an online brokerage which produces millions of electronic records that must be retained per SEC regulations. Tim is a former vice president of the Greater Seattle ARMA chapter.

REGISTER:
NO LATER THAN March 30th. This program is open to all Greater Seattle Members and guests.
Register online at http://www.armaseattle.org/events.htm#Registration_Form_
Register via email to registration@armaseattle.org (include your name, organization, phone #, and # of guests).

** Due to building security, walk-in's are not possible for this event. Access to the secured building is based upon the registration list. You must be registered to attend**

DIRECTIONS:
I-5 North: Take the Seneca Street. Exit. Slight left onto Seneca street. Take a right onto 4th Avenue and follow until Union St. The entrance to the parking garage is on Union between 1st and 2nd Avenue

1-5 South: Take the Union Street Exit and proceed to 2nd Avenue. The entrance to the parking garage is on Union St. between 1st and 2nd Avenue

Parking is available at any open stall in the Russell Investment Center or any of the lots nearby.

Region Message for April

We did it! In February, we held our first region-wide webcast program. Did you attend? Or did you listen to the recording at a later time perhaps? Either way, it was great. Members from every one of our chapters from Alaska to Oregon, Bellevue to Boise were in attendance! The task to produce the whole event was no small undertaking indeed. Speer-headed by Committee Chair Alex Acevedo and GNW Communications Director Denise Simons, the committee, which included representatives from each chapter, put in a good deal of time and talent to making it all possible. And let us not forget Ember Krumwied for her great presentation on GARP. It is amazing what can happen when a talented group of people work together towards a goal.

But webcasts, monthly programs, conferences, even our very chapters don’t happen without people who are willing to volunteer. We need you! Why volunteer, you ask? Why not? I have been saying this for years and I will go on saying it. The more you put into your ARMA involvement, the more you will get out of it. I have never been paid either on the chapter or the region level for my sixteen plus years of service to ARMA. But I have been richly rewarded. I have gained knowledge, skills, credentials, and lifelong friends. I urge you to volunteer in you chapter!
Our annual Great Northwest Leadership Conference is only a few months away. This year we will be in Portland, Oregon, June 3rd and 4th. More details will be coming soon, but I can assure you, this is one you don’t want to miss. Mark your calendars now!

Every year, I open the Leadership Conference with “Good Morning GREATEST Northwest Region!” I truly believe that. We may not be the biggest region. In fact, I think we may be the smallest. But through planning, innovation, and great volunteers and members like you, we really do lead the way. Believe me when I tell you this, Region Managers do like to brag a bit about their regions. You all give me so much to brag about.

Marc

Marc J. Simpson, Manager
Great Northwest Region
ARMA International

Public Records Act Compliance , March 17, 2-5 p.m. Everett Community College

                                                       

Greater Seattle Chapter of

ARMA, International

 

Date:               Thursday March 17, 2011

Time:             2:00-2:15 Registration; 2:15-5:00 Program

Cost:              $10 ARMA Members and Students; $15 Non-ARMA Members

Location:        Everett Community College, 2000 Tower St., Everett, WA Whiteshorse Hall,        Room 105 

Program:        Public Records Act Compliance

Program Description: This informational training will cover various topics related to the Public Records Act, including best practices, social media and recent case law.  It will be followed by a question and answer session related to the issues and challenges of responding to public records requests. 

Speaker: Sharon Johnson, Public Records Officer, City of Seattle-Legislative Department

 

Sharon has designed a model Public Records Disclosure Program for the City of Seattle’s Legislative Department emphasizing best practices, customer service, and ease of access to public records.  As a recognized leader in Public Records Disclosure compliance and innovation, she is consistently called upon for her PRA expertise.  Sharon has participated as a speaker and panelist in roundtables covering PRA topics and is currently developing a series of “lunch and learn” seminars addressing compliance challenges. 

 

Sharon holds a Master of Professional Studies degree in Paralegal Studies from The George Washington University in Washington, D.C., with a Bachelor of Arts degree in Law and Justice.  She is an active member of the Washington State and National Federation of Paralegal Associations. 

 

Register: This program is open to all Greater Seattle members and their guests. Please register online at http://www.armaseattle.org/events.htm#Registration_Form_  or email register@armaseattle.org by Monday, March 14. Include your name, organization, phone number and number of guests.  Acceptable forms of payment are cash and check.  Invoices are available upon request.

Directions and Parking:  For more details on how to get to Everett Community College, please go to: http://www.everettcc.edu/visitors/maps/  you will be provided with a parking permit prior to arrival.

To reach us from I-5 Southbound: Take Exit 198 and follow the highway south into Everett to Tower Street and turn right.  Follow Tower Street two blocks and continue left to the main college entrance and campus parking to your right.

To reach us from I-5 Northbound Take Exit 195 and turn left onto E. Marine View Drive.  Go one half mile to 16th Street and turn left.  Follow 16th Street to Broadway.  Turn right onto Broadway and continue to Tower Street and turn left.  Follow Tower Street two blocks and continue left to the main college entrance and campus parking to your right.

 

 

 

GNW Region Message for March

Hello GNW Region Members,

Can you believe we are already into February 2011! It seemed such a long way off when I was growing up. Weren’t we supposed to have flying cars by now? It’s funny to think about all the things that some of us remember from our childhood and how the future generations will never know them, except in a museum (or their grandparents house!). Telephones were rotary dials in my childhood, in fact, my parents still own one. They converted an antique crank phone (look it up if you don’t know what that is: http://www.antiquetelephonehistory.com/we317.html) into a rotary dial phone. My 7 year old was fascinated with it when she was over there a few weeks ago and wanted to use it to call mom and dad. When her grandparents told her to dial her home phone number, she started to push the numbers, she had no idea that you had to move the dial. Once they showed her how to use it, she thought it was fun, but prefers just pushing the buttons because it is easier. Can you think of some other things in your childhood that will never be known by today’s generation? Black and white televisions, changing the channel using the dial not the remote, roll down windows, locking gas caps, School House Rock (although it is available on DVD!), the list goes on and on.

It’s almost the same way with the next generation of records managers. Thermal paper, glass lantern slides, vellum, mimeographs, nitrate negatives, these are all things that we generally only come across in either archives or older storage areas. Even fax machines, back-up tapes, typewriters and film/negatives are slowly fading out of our everyday existence. For those of us in the profession for a few years, we remember word perfect, 8 inch floppy disks, zip drives, DAT tapes, and COM. Those entering the profession today might be aware of many of these items, but will more than likely never have to deal with them. However, I’m a big proponent of history repeats itself. So to me continuing to learn about these older formats is important to learning techniques to apply to some of today’s technology. And one source that I know will always be available to me no matter how things change is ARMA and the ARMA family.

ARMA is always working to assist us in the next up and coming technology, while still remaining grounded in the past and current technologies/formats. Via books, webinars, connections with vendors and sessions at the conference, they are helping us stay on top of the next generation. Microfilm is still out there and there are some great resources at the bookstore. Not everyone has scanned all their records yet, some people are just starting on large projects, there are always sessions available at conference on these topics and more. And chances are you will always find someone in your chapter who has dealt with a particular format at some point in their career.

So when you open that box and find all those Bernoulli tapes that contain Hazardous Shipping Manifests, you know, the ones that need to be kept for about 100 years? Don’t panic, you have your ARMA family and friends to help you determine how best to handle them. Oh, and if you ever want to experience a hand crank telephone, just stop by my folks house. They love showing it off!

Jennifer Winkler
GNW Region Coordinator

Law and Order: Records as evidence

Date: Thursday, February 3rd

Time: Noon – 1pm Lunch Brown Bag

Cost: Free

Location: Seattle Municipal Tower, 700 5^th Ave. Floor 40 room 4080

Program: Law and Order: Records as evidence

Program Description: Microsoft Senior Attorney, Scott J Stein will provide us with insights and share his expertise as we learn about and discuss the role of records in criminal compliance and National Security cases. Mr. Stein’s extensive experience in the areas of cybercrime and cyber security will be the backdrop for learning how records requirements and responsibilities are impacted by FISA, the Wiretap Act, Electronic Privacy Act, and other milestone pieces of legislation.

Speaker: With more than a decade of experience in the area of cybercrime and cyber security, Scott J. Stein servers as a Senior Attorney in the Corporate and Regulatory Affairs Section of Microsoft Corporation’s legal department. In that role, Scott provides legal advice concerning criminal compliance and national security issues. This includes providing guidance on U.S. government reform of the Electronic Communications Privacy Act and the Communications Assistance for Law Enforcement Act. Prior to this position, Scott served as Microsoft, director of Microsoft’s Trustworthy Computing Source Code & Ecosystems team and Principal Security Strategist on Microsoft’s Trustworthy Computing Critical Infrastructure Protection Team.

Prior to joining Microsoft, Scott served for over a decade as a U.S. federal cybercrime prosecutor and state prosecutor focused on computer hacking and intellectual property crime, as an Assistant U.S. Attorney in the Eastern District of Virginia and Middle District of Florida, and as a Deputy Attorney General for the state of Delaware.

As a computer crime and science professional, Scott has been an adjunct faculty member at George Washington University, graduate forensics science program. After obtaining a B.S. in Computer Science from Millersville University of Pennsylvania, Scott received his J.D. from the College of William and Mary School of Law in Williamsburg, Virginia.

Register: This program is open to all Greater Seattle members and their guests. Please register online at: http://www.armaseattle.org/events.htm#Registration_Form_ by

Tuesday, February 1st. You may also emailing registration@armaseattle.org and include your name, organization, and phone number and number of guests.

Directions: To Seattle Municipal Tower on Southbound on I-5: Take the James Street exit #165A and turn right on Columbia or James streets. Northbound on I-5: Take the James Street exit #164A and turn left on James street, a right on Fourth Avenue and then right on Cherry Street. Parking access is located on 6^th between Columbia and Cherry, or more detailed directions please see the following Website: http://www.seattle.gov/html/citymap.htm

Region Message

One day a few months ago, prior to attending the ARMA International Conference, I looked over the sessions being offered. I remember reading about the sessions regarding clouds and cloud computing. Although I had something of an idea of what a cloud is, still I thought, no pun intended, that clouds were simply over my head. But then in his comments during the opening session in San Francisco, ARMA International President Nick De Laurentis’s challenged us all to learn more about the emerging technologies. When Nick speaks, I listen.

The next morning brought a session on cloud computing. I took a deep breath and went to it. Not too long into the session, it became clear that perhaps I knew a bit more about clouds than I thought. Suddenly it was like I had been hit in the face with a book, well, actually Facebook. Yes, I am on Facebook. In fact, I admit to being a Facebook junkie. And yes, I admit that I play several of the games. So as I sat listening to the presentation in San Francisco and the presenter showed us her virtual meeting room and described many of the things that one could do in it, all I could think of was YoVille. Suddenly I realized that not only had I been in a cloud, but my house in YoVille was a series of virtual meeting rooms! Now I know how many things one can do in that environment and that got me to thinking. As the session ended, I turned to Cheryl Dorman, President of our Oregon Chapter and said that I think the Great Northwest Region could really use a virtual meeting room. Think of the possibilities! Chapters could use it to hold virtual chapter meetings, webinars or workshops. Boards and various committees could occasionally use it when getting together is difficult or impossible due to weather or other difficulties. The possibilities are too many to not pursue this.

As you know, the GNW Region currently has a task force that is putting together a program for February that will be webcast to you. Details about the webcast will be available soon on our website if not emailed to you as well. This is a great initial step forward.

With many hotels increasing their prices, it is getting financially harder for chapters to hold monthly meetings, especially dinner meetings. It has also gotten harder for a number of members to get to meetings. Some of our members are just too far from a chapter to able to attend in person. Perhaps it’s time that we occasionally take our chapters out to our members. Webcasts and virtual meetings can be interactive when attended live. They also can be stored and accessed later at one’s convenience. Just imagine that if you couldn’t attend the live presentation, you could still see it later…in your jammies and your bunny slippers! Everyone from Barrow, Alaska to Fairbanks to Boise and Idaho Falls, to southern Oregon and the Palouse can have access to even more education. Chapters can share speakers. Brainstorm the possibilities!

Several people have asked me if webcasts and a virtual meeting room would replace our regular monthly meetings. I certainly hope not! Networking is, in my book, still the greatest benefit of belonging to ARMA. I would hope that chapters or groups of members could still meet to attend a virtual presentation. The network you build, the friendships you make attending meetings, seminars and conferences is invaluable!
As we weather the economic storm, sprinkling in an occasional webcast or meeting in a virtual meeting room may just be the ray of hope many are looking for. My forecast for the Great Northwest Region is sunny days ahead with perhaps a cloud.

Marc

Great NW Region Message for January

I trust everyone had a joyous holiday season and your celebrations were merry and full of family and friends and memories. In my family we celebrate Christmas and each year brings another tradition that builds memories. A couple of years ago we started making sprinkle cookies in honor of Grandma W (my mother-in-law), sugar cookies with sprinkles were one of the things she really wanted when we visited her during her last Christmas with us. Each year we now make sprinkle cookies for Grandma W and they go on the plate for the cookies for Santa. This year I started a new tradition, in honor of those who are no longer with us, we placed ornaments they gave me (or the kids) in a prominent place on the tree. In 2010 I lost two very dear people to me, my Grandmother who was 95 and a friend I have known for over 37 years (we started pre-kindergarten together many, many years ago!). While unwrapping the ornaments I came across one my Grandmother gave me when I was a baby and one my friend gave me in 1977. We also found ornaments that my mother-in-law gave the kids that last Christmas we were with her. All were placed on the tree and we were able to share the holidays with them, although they are no longer with us physically. These are memories I hope my children will share with their families long into the future.

Memories are key to our well-being. Good memories boost your spirit, give you that little extra something to make it through hard times or just the end of the day. Even bad memories can be good, they remind to not do something that could cause harm. And even sad memories can turn into something good. My mom and I had some great laughs while unwrapping those ornaments about some of the crazier things my friend and I had done when we were young (like trying to dry our shoes on the grill over a campfire and melting the nylon laces together!). Some of my best memories involve family and that includes my ARMA family. Family isn’t just those we are related to, it’s those that touch our lives and leave a meaningful impression on them. Family can include neighbors, friends, your children’s friends (we have one of Rebecca’s friends over so often she seems like a cousin!), even co-workers or ARMA associates can become part of your extended family. There are many individuals in my chapter who have been there through thick and thin, weddings, births, etc. and shared in those events in my life and I have shared in their lives as well. These are memories that I will cherish and I appreciate all those that have taken a part in them. So to everyone I want to say thank you for the memories, for helping my well-being and wishing you a memory filled 2011. And I hope you all will take the time in 2011 to thank those that have become part of your family and wish them a happy and healthy 2011.

Ok, now for GNW Region business! In 2011, the Region will be holding a joint meeting! What does this mean? It means that every chapter in the region will be able to attend a meeting at the same time in their home city! There is a planning committee meeting now to discuss the details for the topic and exactly how the meeting will be distributed to chapter members. We are really looking forward to this opportunity and hope it will serve as a jumping point for many more to come. Please keep an eye out for announcements and plan to attend your chapter meeting for this event.

Jennifer Winkler
GNW Region Coordinator

SharePoint 2010, Demo and Discussion, January 6

Date: Thursday, January 6th

 

Date: Thursday, January 6th

 

Time:  Noon – 1pm Lunch Brown Bag

 

Cost: Free

 

Location: Seattle City Hall, 600 4^th Ave, Sam Smith Room 214

Program: SharePoint 2010, Demo and Discussion

Program Description:  Demonstration of SharePoint 2010 and discussion on SharePoint functionality around records management

 

Speaker:

 

Sheryl Nolan, has 14 years experience delivering software solutions for supporting businesses of Microsoft; Legal & Corporate Affairs, Customer Support, Corporate Procurement, Corporate Services, Real Estate & Facilities. Passionate about working directly with Business Owners, Customers, End Users and IT partners, Sheryl works with these individuals to understand their successes and challenges in order to effectively identify, prioritize, design and implement appropriately targeted software solutions.

  

 

Register: This program is open to all Greater Seattle members and their guests. Please register online at: http://www.armaseattle.org/events.htm#Registration_Form_ by

Tuesday, January 4th.  You may also emailing registration@armaseattle.org and include your name, organization, and phone number and number of guests.

 

Directions:  To City Hall on Southbound on I-5: Take the James Street exit #165A and turn right on Columbia or James streets.  Northbound on I-5: Take the James Street exit #164A and turn left on James street.  For Parking or more detailed directions please see the following Website:  http://www.seattle.gov/html/citymap.htm