11

Sitting for theCertified RecordsManager (CRM)

ExamParts 1 thru 5

Scott Murchison CRM

22

Agenda

9a – 9:30a Why become a CRM?9:30a – 10a Part 110a – 10:30a Part 210:30a – 10:45a Break10:45a – 11:50a Part 311:50a – 1:15p Lunch1:15p – 2:00p Part 42:00p –3:00p Part 53:00p – 3:45p Taking the Exam(s)

2

33

Why Become a CRM?

3

44

Why Become a CRM?

• Career advancement• Professional recognition• Upleveling your profile• It will CHANGE your LIFE

4

55

Steps to Becoming a CRM

• Apply to qualify to sit for the exam• Receive approval by ICRM committee• Complete all of Parts 1 – 5 (70%+)• Apply and sit for Part 6• Complete Part 6 (60 pt & 40 pt essays)• Wait

5

66

Qualifications to Sit for Exam

• Bachelor’s degree & 1 yr field experience

• 1 yr experience for each yr of college education (if no degree) & 1 yr field experience

6

77

What Constitutes Experience?

• Practical Hands-on– Formal job description or job duties in

letter signed by manager• Teacher or Professor– Letter from Dept Head and syllabus of

course(s) taught• Consultant, Contractor or Sales Pro– 2 client letters (minimum)

7

88

Taking the Exam(s)

• Register at icrm.org website• Schedule, cancel or re-schedule exams• Log in with Candidate ID and password• Pearson VUE administers the exams

through online modules

8

99

Part 1Management Principles

9

1010

Part 1Management Principles & RIM

• Principles of Management

• Human Resources• Methodologies• Financial

Considerations• Planning

• RIM Program Components

• Directing and Monitoring a RIM Program

• Ethics• Global Concerns

of RIM Programs

10

1111

Part 1Principles of Management

11

• Management Functions– Planning– Organizing– Directing– Controlling

1212

Part 1Principles of Management

12

• Management Concepts, Theories– Abraham Maslow– Hertzberg– McGregor (X & Y)– Management by Objectives– Peter Drucker– W. Edwards Deming– William Ouchi (Theory Z)– Frederick Winslow Taylor

1313

Part 1Principles of Management

13

• Management Concepts, Theories– Total Quality Management– Downsizing, Rightsizing– Path/Goal Theory– Outsourcing– Team Building– Knowledge Management– Contingency Management– Quality Circles

1414

Part 1Principles of Management

14

• Mission, Goals, Objectives– Responsibility in Developing RIM Programs– Decision-making Steps– Organization Structures

1515

Part 1Human Resources

15

• Staffing• Training, Development• Job Descriptions• Performance Evaluations• Consultants, Temporaries, Outsourcing• Employee Relations• Workplace Diversity

1616

Part 1Methodologies

16

• Project Management• Business Process Management• Change Management

1717

Part 1Financial Considerations

17

• Estimating Resources• Budgeting the Program• Cost Analysis• Cost Justification, Business Case• Forecasting, Benchmarking• Audits• Writing Requests for

Proposal/Quote/Information

1818

Part 1Planning

18

• Scope• Forming a Strategy• Setting Goals, Program Objectives• Manager’s Role• Staff Role

1919

Part 1Planning

19

• Upper Management Support• Program Marketing• Mergers, Acquisitions, Divestitures, Joint

Ventures• Collaboration• Determining Functions, Assigning Roles &

Responsibilities

2020

Part 1RIM Program Elements

20

• Program Components– Developing Policy, Procedures– Incorporating Standards, Guidelines– Communications, Awareness– Training, Orientation– Metrics, Reporting, Auditing, Evaluation

2121

Part 1Ethics

21

• Professionalism• ICRMs Code of Ethics• Social Responsibility

2222

Part 1Global Considerations

22

• Standards, Models• Multi-national Considerations• Security Issues• Privacy Issues

2323

Part 2Creation & Use

23

2424

Part 2Creation and Use

• Creating Records and Information

• Information Capture and Use

• Legal Compliance• Risk Assessments

• Information Security

• Electronic Communications

• RIM-Related Business Activities

24

2525

Part 2Creating Records & Information

25

• Definitions, Objectives• Characteristics of a “Record”• Media Considerations• Creation/Capture/Receipt (migration,

conversion)• Structured vs. Unstructured Data• Cost Considerations

2626

Part 2Information Capture and Use

26

• Metadata, Taxonomies– What are they?– Developing record classification systems– Promoting retrievable, usable records

throughout lifecycle

• Document Control– What is the lifecycle of information– Manual and systematic approaches

2727

Part 2Legal Compliance

27

• Legislative and Regulatory Impact• Litigation– Litigation support– What are legal “hold” notices?– Media challenges, software capabilities

• Discovery• Personally Identifiable Information (PII)– Definition– Securing management– Unique attributes

2828

Part 2Risk Assessments

28

• Definition, Objectives• Identity Theft• Business, Legal and Accountability Risks• Security Provisions

2929

Part 2Information Security

29

• Definition, Objectives• RIM Manager’s Role• Applying Security Classifications• Access Control• Encryption, Authentication• Identity Theft• Information Security Threats

3030

Part 2Electronic Communications

30

• Types of Communications Available• Policies, Acceptable Use Practices• Strategy Development• Tools for Managing• Importance of Training• Intranets and Internet• Collaboration Tools and Unified

Communications

3131

Part 2RIM-Related Business Activities

31

• Correspondence Management• Documenting of Policies, Procedures• Forms Management and Control• Mail Management, Facilities• Reprographics– What are each of these?– What elements comprise each?– What are the implications of each?

3232

Part 3RIM Systems, Storage and

Retrieval

32

3333

Part 3Systems, Storage & Retrieval

• Basic Concepts• Filing Systems• File System Design• Indexing and

Retrieval• File Conversions

• Records Storage Facilities

• Records Center Operations

• Commercial Records Centers

33

3434

Part 3Basic Concepts

34

• Assessing Information Needs• Controlling Volume of Information• Classifying Information• File Groups• Media Selection

3535

Part 3Filing Systems

35

• Classification Systems• Physical• Electronic Document Management Systems• Special Storage Requirements

3636

Part 3Filing Systems Design

36

• Design and Planning– File design factors– Selection criteria– Active vs. inactive storage requirements– Filing manuals

• Location and Control– Decentralized vs. centralized file systems– Analyzing user needs– Confidentiality requirements– Security for PII

3737

Part 3Records Storage and Retrieval

37

• Indexing– Pointers to information– Direct vs. indirect access systems– Index types: alphabetical, analytical, chain,

coordinated, full-text indexing– Contextual, truncated and cross-referencing

• Retrieval– Storing and recovering data– Locate information based on user needs– Manual vs. electronic retrieval systems– Search methods

3838

Part 3File Conversions

38

• Planning and Evaluation• Feasibility, Cost Studies• System Design• Back-file and Records Conversion Methods• Post-conversion Media Disposition

3939

Part 3Records Storage Facilities

39

• Design Considerations• File Equipment• Records Center Shelving• Relocating a Records Facility (moves)

4040

Part 3Records Center Operations

40

• Functions and Objectives• Supplies• Storage Containers• Material Handling Equipment• Managing a Records Center• Operating the Records Center• Disaster Recovery

4141

Part 3Commercial Records Centers

41

• Business Case• Vendor Evaluations• Contract Considerations• Vendor Performance Management

4242

BREAK

42

StretchBiology Break

Take Care of Yourself

4343

Part 4Records Appraisal, Retention,

Protection and Disposition

43

4444

Part 4Appraisal, Retention, Protection & Disposition

• Records Inventory• Records Appraisal• Retention

Schedule Creation• Schedule

Implementation

• Schedule Administration

• Vital Records Program

• Business Continuity

• Archives

44

4545

Part 4Records Inventory

45

• Planning• Organizing• Conducting the Inventory

4646

Part 4Records Appraisal

46

• Data Analysis, Appraisal Evaluation– Analyzing the inventory data to build RIM

program components– Understand these values

• Operational• Administrative• Fiscal• Legal• Archival

4747

Part 4Retention Schedule Creation

47

• Types of Schedules– General, functional– Departmental, program-specific– Schedule elements– Media and formats

• Lifecycle Milestones• Approval Process– Schedule approval options– Approval points advantages, disadvantages– Use of a committee

4848

Part 4Schedule Implementation

48

• Publication, Distribution – Promotion and Training– Methods of publication, distribution– Online, web availability– Promotion of new schedules– Training program components

• Applying the Schedule – Disposition– Implementing retention periods– Transferring records– Disposition (destruction or transfer to archives)– Methods of Disposition

4949

Part 4Schedule Administration

49

• Review and Update the Schedule– Revising the schedule– Mergers, acquisitions, divestitures– Adding new records

• Holds and Evaluating Compliance– Legal, audit holds– Compliance audits– Legal compliance

5050

Part 4Vital Records Programs

50

• Identifying Vital Records• Risk Analysis• Protection Methods• Developing the Plan – Testing and Updating

5151

Part 4Business Continuity

51

• Planning• Implementation Procedures• Preservation and Recovery

5252

Part 4Archives

52

• Appraisal• Arrangement, Description and Use• Preservation and Recovery• Conservation and Preservation• Media, Software, and Hardware

Considerations• Archival Administration

5353

LUNCH BREAK

53

Enjoy Lunch

Be Back at1:15p

5454

Part 5Technology, Equipment and

Supplies

54

5555

Part 5Technology, Equipment and Supplies

• System Lifecycle• Architecture and

Infrastructure• Lifecycle

Management

• Imaging Technology

• Program, Software and Applications 55

5656

Part 5System Lifecycle

56

• Basic Concepts• Planning Systems• Developing and Implementing Systems• Operating and Administering Systems• Upgrading, Refreshing, Retiring and

Deactivating Systems

5757

Part 5Architecture and Infrastructure

57

• System Architecture• Devices• Security and Accessibility• Data Management• Data Storage

5858

Part 5Lifecycle Management

58

• Records Creation• Capture• Preservation and Recovery• Organizing Records and Data• Active Management• Preservation Issues• Data or System Disposition• Recovery

5959

Part 5Imaging Technologies

59

• Micrographics• Reprographics• Imaging Systems

6060

Part 5Programs, Software, Applications

60

• Databases• Decision Support Systems• Content Management• Business Process Management (BPM)• Communications• Collaboration• Web / Internet

6161

Takingthe

Exams

61

6262

Taking Exams Parts 1 – 5

62

6363

Taking Exams Parts 1 – 5

63

6464

Taking Exams Parts 1 – 5

64

6565

Taking Exams Parts 1 – 5

65

6666

Taking Exams Parts 1 – 5

66

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Questions?

67

Thank You

Scott Murchison CRMPartner, Kaizen InfoSource

(510) 552-9960 cellsmurchison@2kaizen.com