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INFORMATION AND RECORDS MANAGEMENT SOCIETY 31

Annual Report & Accounts2013/14

32 BULLETIN 179 · MAY 2014

Chair’s Report

Nicholas Cooper · [email protected]

am pleased to present to themembership this annual report whichincludes the activities of the Informationand Records Management Society overthe period 2013/14.

The Society has faced a number of challenges inrecent years as the world has been throughtroubled economic times, and we have looked tomanage our resources more efficiently andeffectively to benefit the membership. Gaining abetter understanding of our real financial positionhas been key to knowing whatresources we have, and wherethey can be used to thebenefit of the Society. Idelighted that we have nowreached that position.

In this report we see howpeople from the UK and acrossthe globe are working, oftenbehind the scenes and usuallyunrecognised and unrewardedto maintain, promote andmanage the IRMS: organising events and meetings;delivering conferences; training sessions; writingarticles for the Bulletin and Blogs; giving talks andpresentations as well as a great deal more.

This annual report is made up of submissionsfrom members of the Executive Committee whohave provided statements on their areas ofresponsibility and activity and from the Society’sGroups. I thank them all for their hard work andendeavours throughout the year.

The IRMS is truly global, with members from allgeographical areas of the British Isles, and furtherafield in Europe, Africa, Asia, Australia, NewZealand and the Americas. Social media has

helped the IRMS to extend our global reach tonon-members. We now have around 4000members of the IRMS LinkedIn Group, an activeFacebook account, over 500 IRMS Twitter followersand in excess of 900 IRMS Conference followers –all of which, in turn, spider out to a far wideraudience. A new channel of communication hasbeen the podcast, a series of interviews withopinion leaders from the profession and isconducted by James Lappin and Heather Jack.These broadcasts address a wide range ofcontemporary issues faced by our members and

the wider profession and havea quickly gained a consistentfollowing.

I have invested a good deal oftime contacting lapsed andcancelled members tounderstand why they have notstayed with the Society. Whilethere are a number who leavefor the very natural reasons ofretirement and change ofcareer, it is the other category

of those who leave the IRMS who give theindicators for where the Society needs to adapt tomeet the needs of the profession. This exercisewas also rewarding in that a number decided tore-join the Society.

An extension of this work was the membershipsurvey, which developed the knowledge of whypeople join, why they stay, and what elements ofbeing a part of the IRMS are important.

Combining this information will aid the Society todevelop and increase the value of membership,extend the time people remain as members,reduce the number of cancellations – and providea platform for encouraging people to join.

IThe IRMS is trulyglobal, with membersfrom all geographicalareas of the BritishIsles, and further afieldin Europe, Africa, Asia,Australia, New Zealandand the Americas.

This should not be a one-off exercise, but part of acontinuous process of development to meet theevolving requirements of the members and thechanging nature of the profession.

May I thank all those memberswho have contacted me toexpress their views on wherethe Executive can add value tobeing a member of theSociety, and develop thebreadth of influence which canbe reached by the IRMS.

There is a constant need toprovide members with value formoney. The Bulletin is a quality journal, andrecognised as a flagship for the Society, with arequirement to ensure it continues to meet the highstandards expected by the members at a reasonablecost. Whilst the content and design review continues,may I thank all those members who contributed tothe survey, I am pleased that the move to the newsize will reduce the annual production cost by over£10,000 per annum, money that we can re-invest inproviding other services to the membership and theprofession.

I thank Tribal, Hargrave Design, and PK Imprint forall their hard work with the Bulletin, and inparticular Jamie Burton for his sheer dedication asEditor. I also thank Germanicus Fillippo Hansa-Wilkinson for his work asproof reader.

Following the success of lastyear’s conference I havesigned a 5-year agreementwith Revolution Events as ourconference organisers. Theirenergy, ideas and guidancehave been a tremendousbenefit, and helped make theconference a success. Theconference is a majorinvestment of time for anumber of the committee and I am pleased thatthis years’ event, with the theme of Information &Records Management – Luxury or Necessity, is on

track to deliver another success and provide asurplus, which will seed the work for conference2015. This year we have made greater emphasisin Continuous Professional Development (CPD) inresponse to members’ comments, with all the

speakers identifying thelearning outcomes to assistdelegates in choosing whichsession to attend. Conferencewill also feature the analysisand results from the ForresterResearch survey conductedamong members of theSociety. The organisation ofconference is a significantexercise, and does involve a

huge proportion of time of those members of theExecutive who are involved. I thank Rob Huttonand his conference team, Shona Dunning, EmilyOverton, Roger Poole, Scott Sammons, MattStephenson & Meic Pierce Owen for all theirhard work in putting together Conference 2015.

Over the past year we have been looking at venuesfor future conferences. I have agreed a contract fornext year’s event to be held at the Celtic ManorConference Centre in South Wales. The conferencewill return to the Hilton Metropole in 2016 – but at2014 costs. We are investigating venues that areboth suitable for the needs of the IRMS conference,and meet the cost model, in Scotland and theNorth of England for 2017 and beyond.

May I take this opportunity thankthose at Revolution Events, Nick,Emma, Deborah, Emily, Eli andMike for their innovation, ideasand enthusiasm for the IRMSConference.

Our membership andadministration team atKingston Smith AssociationManagement have providedsome sterling work over thelast year, and overcame the

challenges of starting their services for the Societyat the same time as membership renewal.>>>>>


May I thank all thosemembers who havecontacted me to expresstheir views on wherethe Executive can addvalue to being amember of the Society.

Over the past year wehave been looking atvenues for futureconferences. I haveagreed a contract fornext year’s event to beheld at the CelticManor ConferenceCentre in South Wales.


Vice Chair’s Report

Shona Dunning · [email protected]

y first year as Vice Chairhas been an interestingand rewarding experience.Stepping into the shoes ofDavid Bridge was nevergoing to be easy – he has

bigger feet than me for a start!

As Vice Chair I have attended all the Executivecommittee meetings and monthly conference calls

as well as catch up calls with our administrativeand membership services team, KSAM.

Continuing on from last year I have been part ofthe Conference Working Group, leading on thedelegate experience with Emily Overton. Workingwith the team from Revolution Events we havebeen tasked with deciding on items such as thehandbook, the social events, bags, right down tothe colours of the lanyards worn at the event.

In addition to all the wonderful directors andofficers on the IRMS Committee, I have had thehonour of working with some fantastic people andI wish to pass on my appreciation and thanks tothem for all their help and hard work over the pastyear.

I am looking forward to another productive,exciting and successful year!

>>>>> Chair’s Report · continued

We have received a good number of complimentson the quality of the service that they give andwork of the team, Tina, Suzanne, Charlotte, Claire,Tina, Gabby and Kieren, is greatly appreciated.

Finally work on the Web site continues to evolveand my thanks go to Emily Tarrant of WebfootedDesigns for her advice, support and thetremendous level of dedication which she provides.

There are a good number of people who areinvolved in the running of the Society, and myapologies if you are one I may have overlooked.

The IRMS is non-typical as a society or associationorganisation in that we have a significantpercentage of the members who are activelyengaged through our groups, and on-lineplatforms. This presents us with a tremendousopportunity to build for the future. While we dohave a small number of professional staffundertaking outsourced activities, the majority ofthe work is done by volunteers from themembership, and it is only through expanding thisgroup of volunteers that the IRMS can continueand evolve. Please do consider what you can doto support and promote our Society.

MIn addition to all thewonderful directors andofficers on the IRMSCommittee, I have had thehonour of working with somefantastic people.

n a personal level the last yearhas been an eventful one,including a job move, a newcourse of study and various othercommitments which seem to eatup what little spare time I seemto have.

I am very grateful to the support of my fellowmembers of the Executive during this time but,due to these various commitments I have not

been able to do as much as I would have liked toin the role of Secretary.

As a group though we have achieved a great dealand our membership offering has again increased,this time to include additional online resources:

• The forum enables our members to share ideas,communicate and discuss issues that affect theprofession. A big thank you is to ScottSammons and Nicholas Cooper for their effortsto get the forum fully functioning on our Website.

• The wiki is a great addition to our onlineresources and Reynold Leming deserves a hugepat-on-the-back for his work on this project.

• The podcasts, created and supported by JamesLappin (who also deserves a huge thankyou)are a really rich source of information, news anddevelopments on a wide variety of informationrelated subjects and are proving quite a hit.

In addition to new online resources, we’re in theprocess of establishing new groups (thanks to theefforts of Emily Overton) and on the cusp ofdelivering another excellent conference (big thanksto Rob Hutton).

The reason that I highlight all of this is toemphasise the value of IRMS membership butalso to emphasise how valuable your role is as amember of the Society. The IRMS is made up bymembers, for members; your attendance at groupmeetings and Conference, your engagement inour online communities and the many other waysin which members contribute to the Society makesours a community that I am proud to be part ofand one that is different to the various otherprofessional membership groups that exist.

The other reason is that the strength of the Societyvery much depends upon the engagement of ournetwork of information specialists and

professionals and the ability of the society tocontinue to serve those communities. >>>>>


Secretary’s Report

Leanne Bridges · [email protected]

OIn addition to new onlineresources, we’re in theprocess of establishing newgroups (thanks to the effortsof Emily Overton) and on thecusp of delivering anotherexcellent conference (bigthanks to Rob Hutton).

Your engagement in ouronline communities and themany other ways in whichmembers contribute to theSociety makes ours acommunity that I am proud tobe part of.

>>>>> Secretary’s Report · continued

This is no easy challenge as the variety ofprofessional disciplines becomes ever morecomplex and diverse, the availability of informationand resources continues to grow and the pressureof work gets ever greater.

So, this is something of a call to arms, anencouragement to get involved either with yourlocal or special interest group, with the onlinecommunities or as a member of the ExecutiveCommittee (perhaps as an officer if the prospectof a Director role is too daunting). However youbecome involved, being involved is what’simportant.


Table 1. IRMS Membership as at 31st December 2013

No. at 01/01/2013 No. at 31/12/2014 Change +/-

Individual 549 609 +60

Corporate 319 320 +1

Corporate Affiliate 0 1 +1

Corporate Honorary 0 1 +1

Honorary 18 18 0

Honorary Fellow 0 4 +4

Affiliate 8 14 +6

Student 62 77 +15

Subscription 2 2 0

Total 958 1025 +88

Includes unpaid membership at 05/02/2014. Individual 115, Corporate 212, Affiliate 1

Table 2. Breakdown of members by country

Membership Breakdown - all Active inclusive of not UK (Inc NI) Europe Rest of Total = 1025paid 2014 (inc ROI) the World

Corporate Affiliate / Honorary 1 1 2

Corporate 288 29 3 320

Individual 535 35 39 609

Affiliate 14 1 15

Student 36 30 11 77

Subscription only 2 2

This is something of a call toarms, an encouragement toget involved either withyour local or special interestgroup.

013 saw the Society build onfinancial foundations set inprevious years and continue toincrease its income, control its costsand, for the first time since 2009,make a clear and healthy operating

surplus. In this report, I shall look at our 2013financial performance under the followingheadings:• Income • Costs and expenditure• Plans for 2014• Closing comments

IncomeAs outlined in previous annual reports, our incomeis derived from three main areas. These aremembership fees, advertising and, for the thirdyear running, a surplus fromAnnual Conference.

Looking at each in turn,membership income realised in2013 was again up on the2012 figure and nowconstitutes, based on 2013expenditure levels, sufficientincome to in itself fund theyear-round core operations ofthe Society.

Advertising income again showedan increase on that generated in2012. This represents a solid performance interms of Bulletin advertising augmented by astrong showing from the JobTarget recruitmentpage introduced to the Web site last year.

Thirdly, Conference. This proved particularlysuccessful financially in 2013 with a surplus ofover £15,000 being added to the Society coffers,

and this without significantly increasing delegateand exhibitor fees.

Finally in terms of significant sums, monies paid inrespect of Group event sponsorship are includedwithin our income as are revenues from joint-venture training events. Looking at the former,2013 saw around £3000 received, mostly inrespect of Public Sector Group sponsorship while ajoint-venture training course staged by Tribal sawthe Society net around £1500.

CostsTurning to spending, I am again happy to againreport either reduction or stability across the boardwhen compared with last year. This is in part aresult of reduced Society and Conference Admincosts negotiated at time of contract review in

2012. It is also due in part tocontinued prudent andmanaged spending on thepart of the Executive.

As Treasurer, it is pleasingalso to note that the processof rationalising the ancestralaged debt is now completewith the Executive-approvedwrite-off of £1.4k as includedwithin the accounts markingthe end of the process.

Plans for 2014Now that Kingston-Smith Association Management(KSAM) are familiar with our financialrequirements, it is planned to introduce a simpleservice level agreement over the course of thespring and early summer. This will see themdelivering the majority of day-to-day work under asystem of Treasurer overview and approvals.>>>>>


Treasurer’s Report

Meic Pierce Owen · [email protected]

2013 saw around£3000 received, mostlyin respect of PublicSector Groupsponsorship whilst ajoint-venture trainingcourse staged by Tribalsaw the Society netaround £1500.

2

he role of ConferenceDirector is an ongoingone, the time I devote tothe Society is almostexclusively concentrated onplanning and organising the

Conference. There is the old Chineseproverb “may you live in interesting times”and I can certainly say the build up to the2013 conference was interesting in theextreme. There was a change inmanagement company from Benchmarkto Revolution Events Ltd, but I am pleasedto report that the event was a successfulone, which generated both a smallsurplus and overwhelmingly positivefeedback.

A post-conference feedback session tookplace between the conference sub-groupand our event company, in which we de-constructed the event, identifying whatwent well, what we could have done

better, and what did not work at all. Thishas enabled us to go into the 2014 eventwith some clear ideas of how to improveand grow.

>>>>> Treasurer’s Report · continued

Closing remarks2013 was a good year for the Societyfinancially. Foundations laid in previousyears allowed us to take full advantage ofthe opportunities for financial progresspresented to us by both our new Societyand Conference management partners.

In this, I would like to thank all at bothKSAM and Revolution Events Managementfor their excellent work, but mostespecially those with whom I work mostclosely: Gaby, Pavlina, Suzanne andCharlotte at KSAM and Nick, Emma andDebs at ‘Rev’.

2013 also saw the Society generateadditional income in a number of ways.

Looking across 2014 and beyond, I see noreason why our financial progress cannot

continue. Our core income streamsappear solid, our income realisation isstrong, our Conference business model isrobust and we have good managementpartners for both Society and Conferenceadministration.

Added to this, our running costs arecontrolled.

Accordingly, I am happy to close with thestatement that I believe we have everycause to be optimistic about our financialprospects for 2014.


Looking across 2014and beyond, I see noreason why ourfinancial progresscannot continue.

Planning for 2014 eventgot under way in lateJuly, the theme for theconference is Luxury orNecessity.

T

As of writing this report, we are ahead of all thetargets we have set for 2014. For the first time in afew years I have not got that last-minute panicfeeling. This has to be thanks to all the hard workof everyone involved in the planning and deliveryincluding my colleagues on the executive and alsothe guys at Revolution Events, who once againhave done a fabulous job – and not to forget ourGold Sponsor - Iron Mountain and Silver Sponsor– Box-it, who have given us amazing support overthe past few years.

As always to finish... the Conference is primarilyaimed at the members of the Society andtherefore my annual call to arms still holds true. Ifyou want to see anything at the Conference or getinvolved with the planning for the future thenplease let us know, fresh ideas are vital to keepthe event growing.

Planning for 2014 event got under way in late July,the theme for the Conference is Luxury orNecessity. One of the key things we did changethis year, and which has helped enormously withthe planning, was the way in which we sent out

the call for papers. First of all we listed 10 keytopic areas, taken from some of the suggestionson feedback forms and also some key themes offacing the profession. The aim was to be able tofocus the sessions and help us organise themmore effectively. We also asked each speaker toprovide learning outcomes to support theContinuous Personal Development initiative. Thishas worked particularly well and I think as a resultwe have put together a strong programme oncemore for 2014, with speakers and delegatesbooked from all over the world.

Although most of the work this past year has beenon planning the 2014 Conference, we have notbeen idle in looking at the future conferences. Assuch, we have already booked the venue for 2015and have sorted a venue for 2016. We are alsolooking to get venues identified for beyond 2016.The aim is to put in place a long-term plan ofaction to ensure that the IRMS Conference can gofrom strength to strength.


Conference Director’s Report

Rob Hutton · [email protected]

Although most of the workthis past year has been onplanning the 2014 Conference,we have not been idle inlooking at the futureConferences.

If you want to see anything atthe Conference or getinvolved with the planning forthe future then please let usknow, fresh ideas are vital tokeep the event growing.

uring 2013/14, the IRMS ran ahighly successful ‘InformationGovernance for LocalAuthorities’ training course aswell as providing training on ‘Theimportance of Information

Governance’ to the British Red Cross. In addition, anew IRMS ‘Records Management for Schools’course based upon the ‘IRMS Toolkit for Schools’has been developed and is due to be launched atConference in May 2014. All of these courseshave been developed in partnership with the TribalGroup plc.

(Please note that the IRMS isin the process of developingcloser relationships with anumber of specialist trainingproviders, including Tribal, TFPLand AIIM, in order to delivervalue-added services to IRMSMembers).

AccreditationDuring 2013/14, theAccreditation Panel updatedand streamlined theaccreditation process. Asimplified accreditation processand supporting applicationform is due to be re-launched at the 2014 IRMSConference in Brighton. Additional marketing andcommunication work has also been undertaken inorder to raise awareness of IRMS Accreditationwithin our membership.

The IRMS Accreditation Panel has met withrepresentatives of the Knowledge Council todiscuss the application of the IRMS AccreditationProgramme to all staff working in GovernmentRecords Management functions. While these

discussions were ongoing at the time this reportwas written, we hope to be able to announce theirresults of their deliberations shortly.

In order to ensure that the IRMS Accreditationprocess is a success, we need our members toembrace this scheme, so brush up your CVs andsubmit your application forms as soon as possible.

CPD CertificationThis year the IRMS Annual Conference will beContinuous Professional Development approved.Feedback from conference attendees and members

on this will be invaluable as theIRMS are considering applyingfor Continuous ProfessionalDevelopment certification for allregional and special interestgroup meetings and trainingcourses.

MentoringAn Accreditation andDevelopment Subcommitteehas been established, and is inthe process of developing amentoring scheme for launch atthe IRMS Conference 2014. Thesubcommittee intend to identifyand profile a pool of willing

mentors and then formally offer an IRMS‘mentoring’ service to members in the September2014 edition of the bulletin.

Other projectsThe IRMS Training and Development Director hastaken the lead in a number of IRMS initiatives,including the development of the new format‘Bulletin’ and the creation of a comprehensivedigital archive and searchable, full-text database ofall IRMS Bulletins.


Training and DevelopmentDirector’s ReportPaul Duller · [email protected]

During 2013/14, theIRMS ran a highlysuccessful ‘InformationGovernance for LocalAuthorities’ trainingcourse as well asproviding training on‘The importance ofInformationGovernance’ to theBritish Red Cross.

D

uch of my time over thepast 12 months has beenfocussed, as usual, on themarketing of the annualIRMS Conference. Thisyear has been our first full

period of working alongside Revolution Events,with them having come on-board halfway throughthe lead up to last year's Conference.

With more time and resources on our side thisyear, the marketing of this year's Conference hasbeen planned and executed in a more controlledmanner in comparison to last year which wassomewhat hindered by the changeover betweenevent management companies. With the generaltheme of the Conference decided upon, Ibrainstormed various ideas in order to come upwith a visual identity for the Conference. Thetheme of ‘luxury or necessity’ allowed for plenty ofcreative freedom. However, the final identitydecided upon was one of thought-provokingsimplicity and has been well received. This visual

identity has been deployed across all marketingchannels for the Conference, including socialmedia and industry publications, and resulted in astrong unified branding for the event.

Another task undertaken specifically for theConference was the restructure of the Conference

area of the IRMS Web site. This restructure wasperformed for a number of reasons; to improvenavigation and visibility of the different areas of theConference Web pages, to improve exposure ofexhibitors and sponsors to delegates by creating

individual profile pages for each, and to improvethe visibility of the pages on search engines bycreating pages focussed around the theme andtopics of the Conference. This has resulted in amore streamlined and information-rich Conferencearea of the IRMS Web site.

We also restructured the Conference flyer this year,making it less than half the physical size ofprevious years' flyers, reducing both printing andmailing costs, and instead prompting potentialdelegates to go to the up-to-date, information-richWeb site.

Outside of the marketing for the Conference, Ihave looked at the ways in which revenueopportunities can be maximised through bothonline and offline marketing channels, primarilythe IRMS Web site and the Bulletin publication. Amedia pack is in development to deploy theseopportunities to potential advertisers and sponsors.

We have also developed a series of new IRMSmembership and award-winner logos. These willbe deployed imminently with a view to bothindividual and corporate members using them inorder to display their affiliation with the Societyand awards they have won.


Marketing Director’s Report

James Beale · [email protected]

With more time and resourceson our side this year, themarketing of this year'sConference has been plannedand executed in a morecontrolled manner incomparison to last year.

MWe have also developed aseries of new IRMSmembership and award-winner logos.

he last year has been aninteresting year for me andincorporated in that year has been ajob change in which I give mythanks to the new IRMS Jobs Board.Also during the last year my

activities have included:

ConferenceI have been assisting the Conference Director byleading the Delegate Experience team for thesecond year running along with being on theConference sub-committee.

GroupsDuring the last year I havebeen working with the Groupchairs to increase thecorrespondence andconnection between the IRMSExecutive and the GroupChairs. I have been working to increase the financeof the Groups via sponsorship and have beengiving tips and suggestions on increasing meetings.This has included supporting the Public SectorGroup (PSG), which has run for over 10 years withthree to four meetings a year and also increasingthe request for sponsorship to make the meetingfully self funded. The last year also saw ElizabethBarber, Group Chair of PSG receive a gift for ourappreciation for being Group Chair for 10 years.

I have been working with Groups to organisegroup meetings ahead of time with the goal of, atsome point, being able to provide ContinuousProfessional Development for the Group Meetingsas well as increase attendance from each group;however, this does require a lot of work.

The Group Chairs and I have continued to meetvia conference call in February, July and Octoberand we meet face-to-face at Conference.

The Groups I am currently heavily supporting areIRMS Wales, North and IOM. I am also indiscussions to set up an IRMS Health group.

I have also attended the Public Sector, Midlandsand North group meetings.

NADPODuring the last 6 months I have been speakingwith the Chairman of National Association for DataProtection and Freedom of Information Officers(NADPO) to make connections. I have so far

attended two meetings andwill be speaking at their nexton 3 June in my own capacity.I have invited the Chairman toattend a group meeting of hischoice.

ICO ConferenceI attended the ICO Conference

on behalf of the society and tweeted from theevent. I have made connections with the ICO andthe IRMS will be having a stand in the marketplaceat their Conference in 2015.

TwitterFor the last year I have been on the @IRMSocietyaccount. When I took over the account, it had laiddormant for many months and had less than 50followers. Every event I go to, I tweet with a hashtagand try to involve as many as possible in the events.The account now has 538 followers. My thanks goto Scott and Fiona for their equal help in ourcrusade to boost our social media following.

I am also now working to create twitter accountsfor the group chairs so that they can tweet from aprofessional account instead of personal accounts.The test account has been @IRMSIre, which is forthe IRMS Ireland Group. This will be up andrunning shortly.


Groups Director’s Report

Emily Overton · [email protected]

TEvery event I go to, Itweet with a hashtagand try to involve asmany as possible inthe events.

was selected as a Director of the IRMSat the AGM in May 2013. I would like tothank Alison North and John Wilson fornominating me for position of Director. Ihave been involved with IRMS since 2010and I was Membership Officer for the

Ireland group between 2010 and 2012. I wouldalso like to thank my employer Synercon Europewho support my contribution to IRMS.

After meeting the Executive at the IRMSConference in Brighton, I attended the StrategyMeeting in Bristol in July where I got my first takeof Executive work. I took up the position ofCommunications Director at this meeting. In thisrole I have developed a Communications Strategyfor the IRMS. This Strategy was presented at theExecutive meeting at the October meeting andcame into effect in December 2013.

The Strategy sets out how the IRMScommunicates with members, with the widercommunity and internally within the Executive. The Strategy sets out how we communicate with

our members via existing medium such as socialmedia and blogs. It also identified new ways inwhich we communicate with our members, suchas newsletters. I am currently finalising anewsletter format and template which the IRMSwill be using to communicate with members.

I have also been involved in various other projectswithin the Executive. I have been involved in anAdvocacy Project with Nicholas Cooper andReynold Leming and in the development of astudent-focused Bulletin with Paul Duller and

Scott Sammons. I have also been working withJames Lappin on the excellent IRMS Podcasts thathe hosts on behalf of the Society. We are workingon transcripts of the podcasts for members.

I have also represented the Executive at the IRMSIreland Group meetings and IRMS Public SectorGroup meetings. It is always great to meet themembers of the IRMS at these events and todiscuss any issues they have.

I look forward to continue working for the benefitof members in the coming year. If anyone has anyquestions, comments or thoughts on how we canimprove communications or any aspect of theSociety, please do not hesitate to contact me.


Communications Director’s Report

Fiona Kearney · [email protected]

I

After meeting the Executive atthe IRMS Conference inBrighton, I attended theStrategy Meeting in Bristol inJuly where I got my first takeof Executive work.

I am currently finalising anewsletter format andtemplate which the IRMS willbe using to communicate withmembers.

espite stepping down as IRMSChair in May 2013, I haveremained on the ExecutiveCommittee as the ImmediatePast Chair. This is a positionwithout a vote and in theory I

would have been able, had I wished, to donothing. Despite this I was very keen to dosomething and so at the Executive Committeeannual strategy meeting last summer I offered totake responsibility for content, becoming ContentDirector but still without a vote. I have workedclosely with Fiona Kearney to define thedifference between the remits of the ConferenceDirector and the Content Director and then for sixmonths rested on my laurels a bit… unfortunatelydue to other commitments (such as work, whichdoes have a pesky habit of getting in the way ofIRMS stuff!)

This year I have been working closely with ScottSammons who since the summer has been oure-Officer, effecting a transfer of responsibilities ashe moves on to bigger and better things in theSociety. Over the spring I will be taking on thecontent related responsibilities that the e-Officerhas been responsible since the creation of thepost some 2 years or so ago.

As well as my Content responsibilities, I have alsobeen part of the group working with Rob Hutton,the Conference Director, on the delivery ofConference and on the Accreditation Panel withPaul Duller and Rachael Maguire reviewingaccreditation portfolios and reviewing theaccreditation arrangements for the future.

After 4 years being Chair, this has been arefreshing change and while not quite a year off, ithas certainly involved fewer responsibilities andless stress!

The Society is dependent on a number of serviceproviders in delivering our key products, theBulletin and the Web site. Our thanks go to Tribal,Hargrave Design, Germanicus Hansa-Wilkinson,PK InPrint and Webfooted Designs. Particularthanks to Emily Tarrant and Jamie Burton fortheir work above and beyond the call of duty inensuring the stuff we provide to our members isas professional and timely as possible.

Many thanks for your help.


Content Director and ImmediatePast ChairMatthew Stephenson · [email protected]

Private SectorDevelopment Officer Roger Poole · [email protected]

s private sector developmentofficer, my high level goal is toincrease the number of IRMSmembers from the privatesector. There are a number ofways to achieve this – many of

which are dependent upon other officer’s withinthe IRMS eg marketing.

To this end I have undertaken the following duringthe last year:• Attended meetings of the Financial Services

Records Management Forum and worked withother IRMS Executive members to facilitate thepromotion of the IRMS at these meetings

• Attended British Standards Institute meetings andserved on two committees relating to Archivingand Records Management and LegalAdmissibility (in my personal/professionalcapacity)

• Maintained my professional membership of AIIM

D

A

IntroductionThe Groups Officer role ischarged with supporting theGroup Director in overseeingand supporting the promotionand operation of the variouscommunity groups that the IRMSoperates. During this reportingperiod I also took on overseeingthe e-officer role, updates ofwhich are in a separate report.

GroupsAttendance of the GroupsOfficer at group meetings tosupport the chairs and updatethe groups on IRMS activityhas increased. With the e-officer role now sittingalongside the Groups Officerthe Chairs and groupmembers have benefitedfrom having a direct route

through to updating their areas of the Web site,getting more content online and learning how toengage with our membership through our varioustechnologies.

New Professionals Award (NPA)2014 award was announced in July of 2013 andhas been advertised through various meansthroughout 2013 into January 2014. Publication ofthe NPA has increased on the 2013 award withexposure across various social mediums, UniversityCollege London (UCL), mailing lists and contactsthe IRMS has made. Application numbers wereslightly down on last year; however, the process toappoint a winner is underway and the feedback onthe standard of entries is already positive.

For the 2015 onwards, we are going to look athow other organisations structure their newprofessionals’ services to see if there are lessonswe can learn to enhance our current offering. Newprofessionals and students are the profession’sfuture, so if the IRMS can enhance its studentsoffering, it can only benefit all our members (andindeed our profession) in the long run.

StudentsOnce again the IRMS attended UCL in January tojoin a panel of professional bodies to speak withthe students there on the role of professionalbodies. >>>>>


Groups Officer’s Report

Scott Sammons · [email protected]

– serving on its Education Committee• Promoted the IRMS to colleagues, friends and

RM vendors• Attended IRMS strategy, committee and IRMS

Conference meetings• Commenced the review of the membership

welcome pack to understand if anyenhancements can be made to ensure it isviewed as appropriate for private and publicsector members

• Worked with Forrester Research to build anddevelop the RM questionnaire sent to allmembers of the IRMS – I see this type ofexercise as a valuable tool in helping toretain/attract members

• Commenced the development of a marketingcampaign to widen the exposure of the IRMSand propose to work with the rest of theExecutive to develop a high-level plan in orderthat we can coordinate our efforts and make thebest use of our collective resources

Attendance of theGroups Officer atgroup meetings tosupport the chairs andupdate the groups onIRMS activity hasincreased.

>>>>> We were joined by ARA and Archivesfor London and had a lengthy panel discussion onthe role of each body and howwe can help the profession andour members.

Our work to strengthen ourrelationships with the universitiescontinues and we now have anupdated universities and collegescontact database. Hopefully nextyear we can continue our workto build closer ties with themand their courses.

Industry engagementI am currently in a ‘discovery exercise’ with the

Data Management Association (DAMA) UK on howIRMS and DAMA can work together on various

initiatives and projects. OnceI have something substantialto bring to the Executive wecan discuss and see if this issomething that IRMS wishesto follow up. DAMA and theIRMS share a lot in common,and although we represent todifferent professions (DAMAis for data managers anddata architects) our issuesaround data and records are

the same. I am hopeful that this could bebeginning of a prosperous relationship for both theIRMS and DAMA UK.


International Officer’s Report

John Wilson · [email protected]

he formation of the IRMS FranceGroup was announced inOctober 2013. An inauguralmeeting is planned later in the year.IRMS France are in discussion withthe IRMS

Accreditation Panel to discussways forward on mutualrecognition ofcertification/accreditation.

The chairs of the Ghana andCzech Republic groups haveprepared individual reports ontheir activities.

IRMS and IIM Africa haveagreed reciprocal membership. IRMS now hasCorporate Membership of Institute of InformationManagement (IIM) Africa and in return IIM Africa

has been given Affiliate membership of IRMS. IRMSmember Ejeh Christian Oseni attended IIM Africa'sInaugural Induction/Investiture Ceremony in Lagos,Nigeria on 15 March 2014 and collected the IRMSCorporate membership certificate. The IRMS Nigeria

Group has been dormant forthe past two years and thedecision has been taken toclose this group and remove itfrom the list of active IRMSInternational Groups.

David Bridge represented theIRMS at a meeting of theFinnish Business ArchiveAssociation in Tampere,Finland in August 2013. In

September Reynold Leming attended a jointIRMS ARMA meeting with The State ArchivesAdministration of China in London.

Groups Officer’s Report · continued

I am currently in a‘discovery exercise’with DAMA UK on howIRMS and DAMA canwork together onvarious initiatives andprojects.

TIRMS now hasCorporate Membershipof IIM Africa and inreturn IIM Africa hasbeen given Affiliatemembership of IRMS.

he position of Special ProjectsOfficer on the Society's Executiveis now in its second year, havingbeen established in mid-2012, withReynold Leming continuing as theoffice holder. The primary effort has

been focussed on the creation of the IRMSRetention Wiki.

This will be an open forum for the information andrecords management community to add and

maintain retention rules for different record types.The wiki will be deployed using the open sourceMediaWiki toolkit. This was originally developed foruse on Wikipedia. The Society is working on thisproject in conjunction with their web designcompany

Within the wiki, there is a page containing rules foreach business function/activity. Each page willcontain: • Description of the business function • Basis of retention and disposition (ie how you

would determine the rules for recordsmaintained by this business function)

• Retention rules per record type (a tablecontaining within each row the record type,retention period and rationale)

• Citations (text of relevant statutes and links touseful resources)

Initially this focuses upon rules for the UK.

There is also an area containing articles.

Over time we would see this becoming aninternational resource and have the potential foradded value articles on records management bestpractice. There is also the potential for generatingadvertising revenue for the Society from Google,Amazon or other sources.

At the time of writing, the design of the wiki iscomplete and initial content has been ‘seeded’.Currently a process of peer review is beingundertaken prior to the official launch at the IRMSConference in Brighton in May 2014.

This is an exciting project for both the Society andthe information governance world.

Additionally, the Special Projects Officer isdeveloping a programme of works for advocacy.The Society has identified a number oforganisations with which it wishes to engage for

the purposes of ‘advocacy’, both in terms ofpromoting best practice in information and recordsmanagement and in terms of promoting Societyinitiatives and membership offerings that would bemutually beneficial. We look forward to progressingthis exciting activity in 2014 and beyond.


Special Projects Officer’s Report

Reynold Leming · [email protected]

TThe wiki will be deployedusing the open sourceMediaWiki toolkit. This wasoriginally developed for useon Wikipedia.

Currently a process of peerreview is being undertakenprior to the official launch atthe IRMS Conference inBrighton in May 2014.

Introductionhe e-Officer role is charged withoverseeing therunning anddevelopment ofall ‘e-tools’ thatthe IRMS utilises.

This includes the IRMS Web site,forums, mailing lists and socialmedia. I am currently filling thee-officer until the contentaspects are moved under theContent Director and the ITsupport aspects are moved to our IT provider. Thisrole sits alongside my Groups Officer duties asthey overlap given the groups use of the IRMSWeb site.

Web site changesVarious changes and upgrades have beencompleted for the Web site including thefollowing:

Generally, changes have been made to the “joinnow” and renewals areas to make renewals and“join now” more visible to any visitor on the site.With the assistance from our Web site hosts wehave also been able to ensure that at any point onthe Web site someone can click “join” and betaken through the process. Updates made to theWeb site so far include:

• <www.irms.org.uk/about-us/awards> revampedand now looking towards having sub-pages thatoutline what each award is for and how you canqualify for it

• <www.irms.org.uk/about-us/executive-committee> now restored with images of theExecutive and updated biographies

• <www.irms.org.uk/about-us/officers> as abovethis has been restored with images andbiographies

• <www.irms.org.uk/groups> main page has beenupdated and all sub-pages for each group. Work

is almost complete onbiographies for the groupchairs and now meetingdocuments are publishedunder each group meeting. • <www.irms.org.uk/international> has beenrevised to remove oldinformation and ensure thatqueries are directed to theInternational Officer. We have

also created a page for IRMS France, which canbe found at <www.irms.org.uk/international/irms-france>


e-Officer’s Report

Public Sector

Elizabeth Barber · [email protected]

ince the last annual report, thePublic Sector Group has met threetimes in 2013 and has met onceso far in 2014. The themes in 2013were SharePoint, informationassurance and records management

in the 21st century. We have had enjoyedpresentations from the Cabinet Office, TheNational Archives, In-Form Consult, BatchelorAssociates and case studies from individualauthorities. I would like to thank all our speakersfor giving their time freely and to our sponsors,Automated Intelligence, TNT Business Solutions,Box-it and Apperception. All the meetings werevery well attended, averaging between 50 and 60members at each meeting.

T

S

We have also beenable to ensure that atany point on the Website someone can click“join” and be takenthrough the process.

• <www.irms.org.uk/resources> has been updatedto now outline all resources including thebulletin, LGCRS, guides and papers. So far underpapers all the NPA award winners’ papers havebeen uploaded

Blog use through the groupchairs has increased and thereis at least one blog updateevery 2 weeks. Some are morefrequent than others; however,blog traffic is starting toincrease. All blog posts are nowcommunicated across thesocial media channelsautomatically.

Podcasts interface has nowbeen launched and links fromthe podcasts system to the IRMS Web site. Thismeans that podcasts will automatically bepublished on the IRMS Web site once releasedand will then be advertised across the IRMS socialmedia communication channels.

What’s comingCurrently IRMS are looking into a forum formember use. We are currently in discussions withthe Web site provider about trying to implementthe “email response” feature, which means you

can reply to email forum postsvia email without having to logonto the forum each time.This would then closely matchthe email lists that provedvaluable before beingwithdrawn. Once that featureis live we are ready toadvertise to the widermembership – watch thisspace!

The Web site is also looking tobe updated so that members

can manage their account details and renewalsmore easier, including highlighting any changes indetails and registering interests in hearing abouttheir relevant local group.


The 2014 programme has been organised andthere will be four meetings, which will fit into theoverall theme of records management challengesin the 21st century. In February2014, 50 delegates braved thetube strikes to attend themeeting on managing darkdata and informationgovernance in the cloud. Theremaining meetings in 2014will take place on 3 April, 17July and 13 November.

We would like to thank all thedelegates who have attended

the meetings and the sponsors for ensuring thatthe meetings take place and are well attended. Iwould like to thank Jane Proffitt and Cerys

Ledger for all their help inorganising the Group. I wouldalso like to thank EmilyOverton, the Groups Directorand Scott Sammons, theGroups Officer for all thesupport that they have giventhe Group.

Podcasts willautomatically bepublished on the IRMSWeb site once releasedand will then beadvertised across theIRMS social mediacommunicationchannels.

The 2014 programmehas been organisedand there will be fourmeetings, which will fitinto the overall themeof records managementchallenges in the 21stcentury.

here have been two successfulmeetings held in the past year.The first was in June at RobertGordon University (RGU),Aberdeen, where we found outabout New skills, new perspectives

and new networks: what 2013 has brought to theinformation & records management world’. Theprogramme included an introduction to using

new networks (Knowledge Hub), the Oil and GasNetwork and its qualification in ControlDocuments. In addition two of the speakersreprised their presentations from the 2013 IRMSconference. The event was attended by 38people (who were either members of either theIRMS or the LGA Knowledge Hub). The Group isvery grateful to RGU for its unstinting support andhospitality.

The second event was a joint event ‘Getting OurAct Together: Implementation of the PublicRecords (Scotland) Act 2011’ (Glasgow 3December 2013). It was a partnership eventorganised in collaboration with the ScottishCouncil on Archives, National Records ofScotland, Archives & Records Association (UK &Ireland), Information & Records ManagementSociety, Archivists of Scottish Local AuthoritiesWorking Group and Glasgow Life.

These include recorded presentations, panelsessions, Q&As and speaker PowerPoint

presentations. The event was over-subscribed andso the Web site is an effort to provide allcolleagues and stakeholders with access to theconference papers and debates.

Two members of the Executive (Eleanor Rowefrom Moray Council and Martyn Lockwood fromDumfries & Galloway Council) left in August 2013so our thanks are offered for their contribution.Four new members have been added to thegroup.


Scotland

Claire Johnson · [email protected]

TThe programme included anintroduction to using newnetworks (Knowledge Hub),the Oil and Gas Network andits qualification in ControlDocuments.

The second event was a jointevent ‘Getting Our ActTogether: Implementation ofthe Public Records (Scotland)Act 2011’ (Glasgow 3December 2013).

At the time of going to print no report wasreceived from the Group Chair.

A meeting was held on the 5 December on 37thFloor, Canary Wharf Tower where the Groupheard a presentation from The Content Group.

A further meeting took place on 2 April at HSBCwhere there was a presentation from AutomatedIntelligence.

Financial Services

Paul Finnis · [email protected]

t has been another busy year for theInformation and Records ManagementSociety, Ireland Group. In April, KenMacDonald the Assistant Commissioner atthe Information Commissioner’s Office,discussed the changes in EU Data

Protection Regulation and its impact on the UK, atour conference at Belfast City Hall. In June, in linewith our traditional joint event with the Archive andRecords Association (ARA) and the Irish Society forArchives (ISA), we assessed how we can worktogether looking at the management and access to

medical records, both current and historical. Out ofthis joint meeting it was proposed that the threeorganisations form a working group to examinehistorical medical records and act as a ‘pressuregroup’ in relation to Irish public policy. InNovember, reflecting on the many differing facetsof modern records management, the IrelandGroup hosted a meeting in Dublin focusing on anexamination of the use of Microsoft SharePoint asthe basis of an EDRM solution.

At our annual AGM, a number of changes to theIreland committee took place. After three years,

Dorothy Quinn stepped down as Chairperson.Dr Chris Manson who had previously acted asSecretary was appointed the new Chair andSarah Hayes has moved to the Secretary role.Looking to the future, our theme for 2014 is‘Information Theory, Data Protection and People’and events have been organised for the spring,in September with the ARA, and a special jointconference with the Public Records OfficeNorthern Ireland in November 2014.


Ireland

Chris Manson · [email protected]

Looking to the future, ourtheme for 2014 is‘Information Theory, DataProtection and People’ andevents have been organisedfor the spring, in September.

IIt was proposed that thethree organisations form aworking group to examinehistorical medical recordsand act as a ‘pressure group’in relation to Irish publicpolicy.

here has been no activity forthe Wales Group this yearhowever, 2014 has seen a newWales Chair recruitment – KellyJermin.

Kelly is the Agency Records Manager at DVLAbased in Swansea. She has been in her currentrole for just over 12 months and has worked inInformation Assurance for 5 years. Kelly is keento progress her role as chair and is lookingforward to meeting other IRMS Chairs andmembers at the Conference in May.

eptember 2013 we held a meetingat Biotechnology and BiologicalSciences Research Council(BBSRC) in Swindon and thetheme was‘legacy data

clean up’. The event was verywell attended and we weresponsored by Oyster IMS.

Contributions for presentationincluded:• Oyster IMS with ‘7 reasons

for thinking about legacydata clean-up’

• BBSRC ‘Emerging from the depths of darkness’with a Halloween theme

• Wiltshire Council presented ‘personal driveshutdown’ as part of the migration to SharePoint

• MRC ‘The MRC records management policy andits implementation’

Somerset Police ran aprovocative gamedemonstrating how easy it is tolose data even when capturingat source, by reading outpeople’s names which theattendees wrote down. Veryfew got more than 50% right.

We finished with a 5-minute news roundup from:• West Dorset District Council• English Heritage• Audit Commission

o report was submitted at thetime of going to press as aresult of the resignation of theGroup Chair, David Mellalieu,in early 2014. Our appreciationgoes to David for all his hard

work with the North Group and we look forwardto him staying in touch. A new chair has beenrecruited by the name of Tim Cotgreave whowill lead IRMS North with the support of theGroups Director.


Wales

Kelly Jermin · [email protected]

South West

Carl Cope · [email protected]

North

Tim Cotgreave · [email protected]

T N

S Somerset Police ran aprovocative gamedemonstrating howeasy it is to lose dataeven when capturing atsource.

IntroductionThe Midlands Group promote cooperation anddiscussion between record managers acrossthe region.

This is facilitated by group meetings, we heldthree in 2013. Our members offer venues andwe are lucky we are able to secure the use offacilities.

During 2013 we met in March, July andNovember. To include all members given cost oftravel challenges we held meetings in the west,

east and central parts of the region. For contentideas and speakers we are dependent uponmembership and in this regard we are not quiteso fortunate – it can be difficult to get ideas andspeakers despite frequent requests and when wedo they can often be quite unique in nature,making it difficult to shape a session for thebenefit of all.

March meetingHosted by Shropshire County Council inShrewsbury the meeting had three speakersincluding David Bridge from the IRMS Executive.Reasonably well attended and an interactivesession.

July meetingHosted by West Northamptonshire DevelopmentCouncil in Northampton we had three sessions

hosted by members including experiences of theInformation Commissioner’s Office visit andmigrating records between departments. Wellattended with new faces and an interactivesession.

November meetingHosted by Redditch Borough Council. Threesessions delivered by Group members, a fourthsession to discuss a meeting with the North groupin Q1 2014. Low numbers but good input fromthose present.

Priorities• Deliver meetings in 2014 with worthwhile

number• Include joint regional meetings in plan to provide

bigger audiences and pool budgets


Midlands

Matt Smith · [email protected]

o report was submitted at thetime of going to press by theGroup Chair. There has been noactivity for the Isle of Man Groupfor the last year. Initially there wasplan to set a meeting for 27

January 2014; however, as a result of the heavyrain a lot of the Isle of Man was heavily floodedand the plan had to be cancelled. There was nofinancial outlay for this meeting.

Isle of Man

Bernard Toontas · [email protected]

N

To include all membersgiven cost of travelchallenges we held meetingsin the west, east and centralparts of the region.

RMS London held six meetings lastyear as follows:

June 2013 – Melissa Suek gave a veryentertaining talk on the relationshipbetween ICT and Records Managers. Very

well attended with PwC sponsoring and providingexcellent catering (including wine!)

July 2013 – Adrian Brown provided a talk onpractical digital preservation. The session wasextremely well attended and some excellentquestions and thoughts discussed.

September 2013 – An informative overview ofthe future of SharePoint was given by RichardJeffrey-Cook. British Land providing sponsorshipand catering. Unfortunately despite ‘selling out’tickets, only half of those who booked turned up.

November 2013 – FOI Man, Paul Gibbons, cameto speak to us about the ownership of informationwhen it comes to FOI in an entertaining talk‘Whose records are they anyway’. A sell-out eventwith a good overall turnout.

February 2014 – IRMS’s very own ScottSammons provided a very thorough overview ofthe proposed changes in EU data protection. Avery popular event (sold out) but unfortunately noteveryone who booked places turned up.

March 2014 – eDiscovery and the future forRecords Management. We invited three suppliersto speak about eDiscovery – Josef Elliot (OysterIMS), Rob Kenny and Lee Meyrick (Nuix). A verypopular event which while it did not quite sell-out,had an excellence attendance on the night.


London

James Lappin · [email protected]

Adrian Brown provided atalk on practical digitalpreservation. The sessionwas extremely well attendedand some excellentquestions and thoughtsdiscussed.

A very popular event whichwhile it did not quite sell-out, had an excellenceattendance on the night.I

here was no formal meeting heldin 2013, although members hadtwo informal meeting in my officediscussing concerns about the futureof IRMS Ghana. No formal minuteswere taken.

We had another group discussion in the latter partof 2013 and discussed how IRMS Ghana will fit

into the newly to be formed National Association.The proposed name is Records and ArchivesManagers Association of Ghana. Members agreedthat we will still keep the IRMS Ghana group as asub group within the National Association, and we

will pay dues to them as an affiliate group. It willalso be the only international group within theNational Association so far as IRMS Ghana isconcern. Members resolved that being activelypart of the Association as a sub internationalgroup, we could win more people into IMRS UK.One strategy is to begin sharing some of the oldIRMS Bulletins to members of the Association,and also periodically announce impending eventstaking place in IRMS London.

ChallengesPayment of subscriptions is not encouraging asbank transfer charges is expensive and deterspeople from joining. We are exploring thepossibility of a more convenient manner totransfer funds through international banks directlyto the IRMS account, and create a model forinternational subscription transfers, not just forGhana.

We hope that things will improve this year, havingfinally dealt with our election petition in court.


Ghana

Frank Boris-Hemans · [email protected]

Members resolved that beingactively part of the Associationas a sub international group,we could win more people intoIRMS, Great Britain.

T


Accounts for the year ended 31 December 2013

Information and Records Management SocietyIncome and expenditure account for the year ended 31 December 2013

2013 2012 2011 2010 2009 £ £ £ £ £

INCOMESubscriptions 123,850 119,985 117,046 90,317 112,288Sponsorship, advertising and meetings 225,152 239,155 175,551 198,320 192,746Local Government retention scheme - - 5,000 - -Interest received 29 38 52 40 131Other income 710 1,784 1,577 2,859 2,042

349,741 360,962 299,226 291,536 307,207

EXPENDITUREAdministrative and office equipment 39,310 38,720 33,705 49,092 51,833Bulletins and newsletters 58,553 67,742 53,080 53,246 64,423Mailshots - - 350 450 2,753Groups 5,269 7,084 - - -Local Government retention scheme - - 2,500 - -Postage 3,322 7,380 6,178 3,518 5,922Stationery 1,795 3,577 1,346 1,620 1,863Telephone 228 - - - -Gifts - 192 - - -Officers expenses 9,092 - 9,203 4,559 648Training costs 2,425 1,865 - - -Accountancy fee 1,200 1,700 1,200 1,200 1,440Bank charges 1,599 2,764 1,952 1,079 868Meetings - - - 1,743 1,369Annual conference 192,569 215,984 192,036 217,588 191,876Exhibitions - 2,500 - - -Web site 7,245 9,485 8,499 10,843 11,698Travelling and accommodation costs 997 3,737 - - -Insurance 557 1,907 1,306 34 1,658Legal fees - 375 35 35 90Professional fees 4,339 - - - -Donations - 100 - - -Bad debts (1,372) 3,895 6,716 - -Miscellaneous expenses 104 350 585 3,026 988

327,232 369,358 318,691 348,033 337,429

(DEFICIT)/SURPLUS BEFORE TAXATION 22,509 (8,395) (19,465) (56,497) (30,222)

Taxation - - 11 8 27

(DEFICIT)/SURPLUS FOR THE YEAR 22,509 (8,395) (19,476) (56,505) (30,249)

It is anticipated that the Society will be liable to Corporation Tax on bank interest received and provision has been made.


Information and Records Management SocietyBalance sheet as at 31 December 2013

2013 2012 2011 2010 2009 £ £ £ £ £

CURRENT ASSETSTrade debtors 390 5,194 27,233 66,664 161,302Prepayments 20,561 4,683 23,275 9,777 59,673VAT repayable 11,438 14,307 - 8,018 5,351Accrued income 39,788 - - - -Cash at Bank and on Deposit 111,515 54,300 144,755 64,475 84,497

183,692 78,485 195,263 148,934 310,823

CURRENT LIABILITIESCreditors and Accruals 103,882 21,184 126,032 63,754 168,394VAT payable - - 3,524 - -Taxation - - 11 8 752

103,882 21,184 129,567 63,762 169,146

NET ASSETS 79,810 57,301 65,696 85,172 141,677

GENERAL FUNDAt 1st January 2013 57,301 65,696 85,172 141,677 171,926(Deficit)/Surplus in the year 22,509 (8,395) (19,476) (56,505) (30,249)

As at 31st December 2013 79,810 57,301 65,696 85,172 141,677

I approve these accounts and confirm that all relevant records and information for their preparation have been madeavailable to Kingston Smith Association Management, who control the day-to-day running of the Society.

Meic Pierce Owen, IRMS TreasurerDate: 28 March 2014

ACCOUNTANTS REPORTWe have prepared the accounts for the year ended 31 December 2013 from the records and explanations supplied tous by Kingston Smith Association Management.

Cannon Moorcroft Limited, 3 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire, HP13 5REDate: 31 March 2014
