collatorator march 2013 - arma international · page 2 don’t miss out on shred day! ... in...

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: Susan Rickman [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]

M A R C H M E E T I N G

Tuesday, March 19, 2013 * Embassy Suites Hotel Briaridge

11:00 am—1:00 pm

Social Media John Lee John Lee is the Policy Analyst in Technology Policy and Planning for the Texas Department of Information Resources. He has over 7 years of professional and academic experience in eGovernment and emerging technologies for state and local government. Jon has worked on several initiatives related to emerging technologies and their place in government, such as social media, mobile apps, open data, cloud computing, and col-laboration software. Jon holds Bachelor's degrees from UC Berkeley in Legal Studies and Sociology, and a Master of Public Affairs from UT Aus-tin with a focus in technology policy. Price includes luncheon and program: Members $25 Non-Members $30. Payments are at the door with check, cash, or credit card Register Online at www.ARMASanAntonio.org

March 2013

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 :

Shred Dat 2 Letter from the President 3 Member Spotlight - Jenny Barker 4 How does Big Data affect you? 5 New VP for Programs 6 Educational Opportunities 7 Care Bears 8 Special Victims Unit Ribbon Cutting 9 Ceremony Getting to Know You 10

ARMA San Antonio Collaborator

DON’T MISS OUT ON SHRED DAY!

The San Antonio Chapter of ARMA International is once again partnering with SACU to offer a free Shred Day for the community on the first Saturday after tax day. This year shredding is sched-uled for April 20th from 9:00 AM to 12:00 PM, or until trucks are full. The public is invited to bring up to 100 pounds per vehicle of personal paper documents for on-site and off-site shredding, including unofficial tax preparation paper, credit card receipts, mail and old bills. No businesses please. Shred trucks will be at these six SACU locations: Main - 6061 IH 10 West 281 & 1604 - 1717 N. Loop 1604 Bandera – 8889 Bandera Rd. Southside – 150 SW Military Ingram - 6171 NW Loop 410 Windsor – 8047 Midcrown (secure offsite shredding only) Flyers can be downloaded for distribution from the ARMA San Antonio website as either a large flier or a small flier Thank you to SACU and all our shred company sponsors:

The topic for this month’s educational luncheon is “Social Media,” which is scheduled for March 19th. John Lee, the pre-senter is the Policy Analyst in Technology Policy and Planning for the Texas Department of Information Resources. He has over 7 years of professional and academic experience in eGovernment and emerging technologies for state and local govern-ment. Jon has worked on several initiatives related to emerging technologies and their place in government, such as social media, mobile apps, open data, cloud computing, and collaboration software. Jon holds Bachelor's degrees from UC Berke-ley in Legal Studies and Sociology, and a Master of Public Affairs from UT Austin with a focus in technology policy. The seminar held in February was a great success. Congratulations to Lisa Pichardo, VP of Professional Development, and the Seminar Committee for a fabulous job. Attendees were presented with valuable information on topics related to RIMS programs, current records management environments, advise on developing roadmaps and strategies, and identifying factors that drive change. Vendor attendance provided attendees a chance to explore product and service offerings available in sup-port of Records Management projects. As always, ARMA San Antonio is appreciative of the following vendors who spon-sored this year’s seminar:

Access Sciences AIS Open Text Stars Information Solutions Safesite Inc. The Office Planning group

Starting this month ,we will be soliciting members for volunteers to support the upcoming Shred Day scheduled for Satur-day, April 20th. Contact any board member to sign up or sign up during monthly education luncheons. Any available time that you can provide to this event will be helpful. This event is well recognized across the City of San Antonio, and mone-tary contributions that are collected support your ARMA San Antonio educational programs. This is a free service that is brought to the citizens of San Antonio by your ARMA Chapter and SACU.

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

From the President ARMA San Antonio Collaborator

Want the PowerPoint from the Last Meeting? The ARMA San Antonio website has a section for members only that features presentations from past luncheons as well as pictures and information submitted by members. To find it: • Link to http://www.armasanantonio.org/ • Click on the Membership section • Then click the Members Only link. You will be asked to login using your email address and password. You can create a

password if you have never logged in before. • Once you have logged in, click on the Members Home link to view the content of the page. Email sanantonioarma.org if you have pictures, videos or other content that you think would be fun to add to the Members Only section. Joseph Randle has just added a slideshow of the ARMA SA 2007 Christmas Party. Have fun viewing it!


ARMA Chapter Connection Member Spotlight for

Jenny N. Barker, CRM – San Antonio Chapter

In January, 2013, ARMA International began publishing a new monthly Member Spotlight feature in InfoPro. The spotlight shares and recog-nizes individual members’ involvement within the profession and the association. It also provides a member with the opportunity to highlight his or her experience in the world of information governance and lets other members get to know them a little better. The San Antonio Chapter of ARMA International nominated Jenny Barker, CRM for the Member Spotlight. She is featured in the March issue. Her nomination appears below. Congratulations, Jenny!

Jenny Barker has been active in the records management field for 40 years and a Certified Records Manager (CRM) since May of 1980. She moved to San Antonio and became active in the ARMA International San Antonio chapter in 1994.

She is currently serving as the chapter Treasurer on the board and is actively working with Regional coordinators to plan a CRM Preparation Workshop in May 2013 in San Antonio. Jenny is always prompt to all board and special committee meetings; she brings her industry and business knowledge into all aspects of the functionality and vision of the board. More importantly, Jenny has been an active mentor to individuals who desire to further their career in the records manage-ment field by sharing her records knowledge, business experience, and analytical skillset.

When Jenny arrived on the scene in 1994, she realized that the San Antonio Chapter had no CRMs! By 1995 Jenny started the first CRM study group and encouraged (or a better adjective would be

“challenged”) San Antonio members to pursue their CRM certification dreams.

As headmaster of the CRM Study Group, Jenny performs all the coordination, arranges for meeting times and places, and advertises the study group and the value of the CRM certification in the chapter newsletter and at chapter meetings. She also assigns topics to group participants to present at study group meetings in preparation for the various CRM tests, tracks participation, fills in with missing presentation parts when necessary, as well as, implemented and manages a Wiki site for downloading presentations and member use.

Jenny’s format for the study group encourages members to take the tests. Members choose which part they want to focus on then divide up the various points from the annotated Examination Outline for that part in the ICRM Examination Hand-book to research and present to each other. The Wiki has been particularly useful to those studying for the CRM tests as it contains a collection of the written presentations for each area of each CRM test part. The current study group has 12 members.

Jenny welcomes anyone wishing to learn more about records management to the study group sessions. She also serves as a mentor to all group members taking the CRM tests, presenting information on the experience and education necessary to qualify for taking the tests and encouraging them to register for the CRM certification process. Jenny served as Examination Proctor for candidates until testing was offered at testing centers. She acted as proctor in conference rooms, training rooms, and, for one candidate, her dining room.

Jenny started the practice of passing a CRM pin forward by giving one of her cherished pins to DeBe Wantzloeben, CRM, the first new CRM in the San Antonio Chapter. This practice started a tradition of ‘passing the pin’ that is still carried out to this day each time another chapter member receives their CRM designation.

Due largely to Jenny’s encouragement and mentoring, the following have participated in the study group and achieved the CRM certification:

Ashley McKay, Elizabeth Anne Comeaux, Clinton Wentworth, Gilbert Barrera, DeBe Wantzloeben, Dora Martinez, Riki Zengel and Stephen White.

Continued on page 11


How Does Big Data Affect You?

– Clinton Wentworth, CRM There is one topic about information management that has always bugged me: Big Data. I have heard about this buzz topic with increasing frequency over the last few years, and I normally dismiss it outright. The whole concept seems to be in direct conflict with my core values as a RIM manager. Big Data is about keeping all information forever, while RIM is about defensibly deleting data. I will not expand on why keeping everything forever is bad; instead I would like to focus on what Big Data means and what it may bring us. The easiest way to think of Big Data is to look at the actions of one company: Google. According to its website, Google’s mission is to “organize the world's information and make it universally accessible and useful.” Reading in between the lines, I think it is implied that they plan to do this with ALL of the world’s information. A Harvard professor named Viktor Mayer-Schönberger in his paper Useful Void: The Art of Forgetting in the Age of Ubiquitous Computing wrote that “In March 2007, Google confirmed that since its inception it had stored every search query every user ever made and every search result she ever clicked on…Google remembers forever." In a book published this year by Mr. Mayer-Schӧnberger and Kenneth Cukier titled Big Data: A Revolution That Will Transform How We Live, Work, and Think ( http://www.amazon.com/Bid-Data-Revolution-Transform-Think/dp/0544002695/ref=sr_1_1?ie=UTF8&qid=13632683&sr=8-1&keywords=Big+Data%3A+A+Revolution+That+Will+Transform ), there are numerous exam-ples of how big data can be used. Google had a project to scan in and convert the text of old books so that they could be searched. This turned the books into data. This process is called datafication. Once they books were datafied Google was able to leverage this content in many unique ways, most notably with Google Translate (http://translate.google.com). Of the scanned in copies, many were alternative language translations of the same book. They were able to use algorithms to com-pare the use of certain phrases or words to find how it was translated in the thousands of books they have scanned in.

Essentially they turned translating text into other languages into a math problem that tries to find the closest match based on its vast database of translated content. One of the most profound examples of Big Data is the use of location. Just knowing where people are has a vast amount of applications. Now that cell phone use is so pervasive throughout the world, the amount of people in proximity to cell phone towers or wireless routers can be used to deter-mine many things. Think about traffic; the more cell phones connected to a tower by a freeway will indicate higher levels of traffic in that area. On page 91 of Big Data they talk about the work of Sandy Pentland:

Sandy Pentland, the director of MIT's Human Dy-namics Laboratory, and Nathan Eagle together pio-neered what they call “reality mining.” This refers to processing huge amounts of data from mobile phones to make inferences and predictions about human behavior. In one study, analyzing movements and call patterns allowed them to successfully identi-fy people who had contracted the flu before they themselves knew they were ill. In the case of a dead-ly flu outbreak, this ability could save millions of lives by letting public health officials know the most afflicted areas at any moment. But if placed in irre-sponsible hands, the power of reality mining could have terrible consequences…

Continued on page 11


New VP for Programs - Susan Rickman

In March, Susan Rickman replaced Edward Barba as the chapter’s Vice President for Programs, taking on the tre-mendous challenge of arranging speakers for the monthly luncheon programs. Susan graduated from West Texas A&M University with a Bachelor of General Studies with a focus on Education and has an Associate’s degree in Criminal Justice from Amarillo College. She is currently finishing her last semester for a Masters of Education in Instructional Design and Technology from West Texas A&M University. She worked in the Criminal Justice and Education fields, as well as outside sales before moving to San Antonio 4 years ago. Susan started as a contractor with NuStar in 2010, and is now a RIM Analyst with the Records and Information Management department. She is responsible for training employees on RIM systems and policies. She also ad-ministers the NuStar RIM systems. She is currently working on RIM projects to eliminate the use of PST files, to electronically manage the retention of physical files, and to electronically enforce legal holds. Susan is currently studying for her CRM and attending study sessions with the ARMA group led by Jenny Barker. She is also a member of the NuStar Volunteer Council and regularly donates her spare time to helping others. This is her first board position with ARMA, and she is looking forward to the new experience and challenges ahead!

It’s bluebonnet time again! (Picture from blog post http://truth-and-compassion.blogspot.com/2012/04/on-pillow-of-blue-bonnets-and-blanket.html )


Educational Opportunities Chapter Education: San Antonio Chapter

What’s the Use? Managing Records of Social Media

All organizations and individuals use social media to communicate in a variety of ways: • From disseminating information - in an essentially Web 1.0 manner • Through using that information interactively - which can range from two-way communications between the sponsor

and a targeted community to actually transacting business • To using the technology to enable new ways of doing business - and even new businesses. Regardless of the way the social media are used, we need a way for identifying, preserving, and managing the records pro-duced or acquired in connection with social media applications. Requirements for retaining and managing records should be based on and also responsive to the business’s needs and objects. This web seminar from the 2011 MER Conference introduces concepts and criteria that all types of organizations can use to determine what records need to be captured and how records should be managed when social media are used for organiza-tional purposes. The seminar includes illustrations of how these concepts and criteria can be used to determine a records management approach in different contexts based on an analysis of dozens of social media applications implemented by the National Archives and Records Administration. To access: Login to the ARMA International website. It is free with your membership.

Caring for Digital Materials: Preventing a Digital Dark Age

Heritage Preservation makes a number of free webinars on preservation topics available through the Connecting to Collections Online Community website at http://www.connectingtocollections.org/. The webinar series below, which is available in April, provides information on pre-serving born digital materials and is of interest to records managers as well as archivists needing to preserve company electronic records.

Digitization has provided opportunities for institutions to create digital surrogates for fragile and endangered artifacts, while providing greater access to cultural heritage materials. Libraries, archives, and museums are also increasingly active in pre-serving community materials that are “born” digital, including photographs, audio, video, and websites. This series of webi-nars will review best practices for the care of digital materials and will feature case studies that illustrate the best, and worst, experiences of cultural heritage institutions in their efforts to prevent a digital dark age. Participants will earn a certificate of completion if they attend all the webinars in this course and complete simple homework assignments. The series includes:

Webinar 1: Overview of digital preservation Webinar 2: Convert to preserve it: Digitization and file conversion Webinar 3: Describe it so you can find it: Metadata, finding aids, and digital asset management Webinar 4: Practice safe archiving: Backups, copies, and what can go wrong Webinar 5: Partner to preserve: Digital preservation networks and collaboration Register at http://www.connectingtocollections.org/courses/caring-for-digital-materials/ There is no cost to attend the webinars.

Availability began Mar 01, 2013 Availability ends Mar 31, 2013


Bear Update – By DuWayne Headrick

I hope that those of you who attended the seminar gleaned some knowledge from the presentation by Access Sciences. Our thanks to those that donated to the Care Bear fund; we received $72.00. The Rudder MS (NISD) PTA held a bear drive and collected 56 stuffed animals, which I picked up on February 19th. Ja-net Ferrill, PTA president, had coordinated the Rudder MS PTA bear drive. Last month I mentioned that Girl Scout Troop 568 held a bear drive; they collected 68 stuffed ani-mals. Thanks to Emily Okikawa for coordinating the Girl Scout drive. On February 17th I made a trip to Walgreen’s for some after Valentine’s Day animal specials. I picked up 17 nice size critters that were 50 percent off sale price. On February 25th I delivered 233 animals to the SAPD Spe-cial Victims Unit. Keep the children in your thoughts as you drive by that sign which is advertising a garage sale just up or down the street from where you live. By the time you receive this newsletter we will have had a ribbon cutting ceremony at the Special Victims Unit’s chil-dren’s playroom. ARMA paid for painting a mural and pur-chased furniture for this area. Funding came from one-half of the proceeds from the 2011 chapter golf tournament. See related story on page 9.

Bears from Hobby MS PTA Bear Drive in January

Mural and play room furniture at the Special Vic-tims Unit provided by donations from the San Antonio chapter of ARMA


SAPD SVU Ribbon Cutting Ceremony

The San Antonio Police Department held a ceremony honoring the opening of the new Special Victims Unit facilities on Monday, March 4th at 3:00 PM. Through proceeds from the Swing and Bear it Golf Tournament, ARMA San Antonio commissioned a mural featuring bears and clouds designed to brighten the walls of the Special Victims Unit play room and waiting area. They also donated other items such as wall décor, a rug, play things, books, a book display, furniture, DVD’s and a DVD player for the room. Care Bears purchased by the organization are also stored at the unit until they are adopted by a child.

Left to right: Olga Pastrano, DuWayne Headrick, Natalie Adams (mural artist), Chris Jacobs, Anne Kelley, Gilbert Barrera CRM, and Lieutenant Rene Gallegos (SVU Director)

As reported by WOAI on the 1200 News Radio WOAI web-site Tuesday, March 5, 2013, (http://radio.woai.com/pages/localnews.html?feed=119078&article=11022363) Rene Gallegos, the Special Victims Unit’s Director, said “They go into a play room that they can go in and have fun and enjoy, and it kind of makes them relax a little bit. The communications barriers that are there between them and our detectives are cut down. It gives them a sense of safety and a sense of relaxation before they have to relive some of the events that have happened to them in the past when dealing with physical and sexual abuse. We see them smiling when they come in, that’s kind of a rarity. They didn’t have that atmosphere … it’s just really nice to see.”

Getting to know … Karen Glenney – Anne Kelley


I met Karen Glenney recently for lunch and in a very short time became acquainted with a most interesting lady. Karen im-mediately described herself as a recovering academician, diligently working at her third career within the University Health System. Karen grew up in California but has also lived in the states of New York, Wisconsin, Virginia and Texas. She has multiple degrees in sociology – a Bachelor of Arts from the University of Rochester, a Master of Arts from Stanford University, as well as a PhD from Stanford University. She began her career as an instructor at the University of Wisconsin, Parkside and, later, Virginia Tech. After teaching she worked for three years as a legislative aide and campaign coordinator for a member of the Virginia House of Delegates. After moving to San Antonio in early 1984, Karen found herself moving into the health field. She worked at Planned Parenthood as Public Affairs Director for a little more than three years and then moved over to the University Health Sys-tem. She has worked at the Health System for 26 years in several different areas: as Director of Community Relations and Development; Director of Corporate Communications and Administration for Community First Health Plans (the Health System’s nonprofit HMO); and in her current position as Corporate Records Library Director, reporting to the Health Sys-tem’s CIO. This last position came out of a discussion with the Health System’s CEO, George Hernandez, during which she expressed her desire to take on a big and exciting project – documenting the history of the Health System from the creation of the Robert B. Green Memorial Hospital, which opened in 1917. The timing coincided with the Health System’s $800 mil-lion capital improvement program that will include renovating the old hospital, so Karen created her one-person department, taking over policy development and records retention, as well. She has been having the Health System’s permanent records scanned over the last three years and working through destruction of unnecessary paper stored offsite. She is passionate about the mission of the University Health System and loves working there. Karen has a 24-year-old son who recently graduated with a degree in chemistry from UT, Austin. She is making more time to travel the world with her two older sisters. One of her most recent trips was to the Middle East – Abu Dhabi, Dubai, and Jordan. In addition to travel Karen enjoys reading and cooking, and she is a huge tennis fan. In November Karen is going with her Best Friend Forever to London for a tennis championship, hoping to see her favorite tennis player, Roger Federer. She recently sold her home of 20 years and moved to a loft in South Town. She lives on the fourth floor of a renovated 100-year-old building with a wonderful view of the city, and she even can see the new Robert B. Green Campus building from her loft. Oddly, her work commute is about 15 minutes shorter, even though her old home was just a few miles from the Medical Center. Truth or Lie: Karen found her two jobs in San Antonio from tiny newspaper ads. Karen is congenitally silly. Karen is currently reading The Psychopath Test: A Journey Through the Madness Industry by Jon Ronson. All are truths!

ARMA San Antonio Collaborator ARMA San Antonio Collaborator

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 Collaborator,

contact Cathy Drolet at 210-860-6906 or [email protected],

Continued form page 4 - Jenny Barker

In 2005 the San Antonio ARMA Chapter created the Jenny N. Barker, CRM Scholarship to honor Jenny for her untiring efforts to improve the profession of information and records management and in recognition of all she has done to encour-age chapter members to pursue the CRM certification. San Antonio Chapter CRMs and those actively seeking the CRM certification may apply for scholarship funds to attend the Southwest Regional CRM Conference or other CRM educational events or to pay for the cost of taking a part of the CRM exam one time once it has been passed.

In summary, Jenny N. Barker definitely has earned this recognition in the Member Spotlight. Her dedication and hard work promoting and encouraging chapter members to pursue the Certified Records Manager certification from ICRM and the countless hours she has spent teaching and mentoring members and helping with CRM preparation workshops have made her invaluable to the San Antonio chapter.

Continued from page 5 - Big Data The potential for Big Data to affect our society is tremendous. Some good will come from it in the way of convenience; however there are many potential downsides concerning an individual’s right to privacy. Either way, Big Data is coming, and it will change your life.


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—Bridging the Gap: Trans-forming the Knowledge Worker Experience with RIM.


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: Learn about the recently awarded Department of Interior, Office of the CIO, $53 million cloud contract. Carol Brock, CRM and Records Management Expert for IQ Business Group and a PhD candi-date at the University of Texas.


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. Kevin Martin PMP


Tuesday, June 11, 2013*** Luncheon Meeting and Program: Leadership. Donna Kay McKinney, Bexar County District Clerk - Also Awards and Installation of 2013 - 2014 Officers


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

Southwest Region CRM Conference Emily Morgan Hotel 8:00 am—5:00 pm

***Meeting scheduled 1 week earlier than normal.

collatorator march 2013 - arma international · page 2 don’t miss out on shred day! ... in...

Documents