Happy New Year,

Nate Pauley, CRM, President

Though the weather may be cold,

snowy, and gray outside, things are

heating up with ARMA Chicago in

2018! We have much to look forward

to in the coming months, including

exciting programs and opportunities,

and our 2018 Spring Seminar.

As always, it is our goal to provide

great educational opportunities for our

members, and these next few months

promise to be especially engaging.

For February’s monthly meeting, join

us at the McDermott, Will & Emery

offices for a timely presentation on the

topic of gender bias in the workplace.

Our March meeting will focus on e-

Discovery, a topic that is important to

many of us in our workplaces. And on

April 18th, you can look forward to our

Spring Seminar, held this year at the

Microsoft Technology Center in the

Aon Center in downtown Chicago.

This year’s seminar will feature a

number of engaging speakers, as well

as opportunities to network with your

fellow RIM professionals and explore

Microsoft technology in a fun and

engaging environment. We’re truly

excited about our upcoming offerings

for 2018, and you can look forward to

more information in your inbox soon.

Our goal for this year continues to be

bringing in new professionals and

offering quality educational

opportunities for our members. We

invite each of you to bring along

colleagues and acquaintances that

may be interested in our meetings,

and we hope that those of you who

have been out of the loop may decide

to join us for an upcoming gathering.

We’d love for you to see the new

things we’ve been doing and share in

the excitement.

As always, thank you to all of our

members, and a huge thank you to our

vendor sponsors, without whom none

of this would be possible. Thanks for

reading, and have a wonderful year!

Inside this issue:

News 2

Inside the Boardroom 4

Principles for Creating a

Movement for IG

6– 8

December Meeting Recap 10

Co-Editors:

Jean Ciura, Ph.D, CRM,

L.C. Wagner

ARMA Chicago Members!

2 In the Loop - Volume 3 - Issue 1

Message from the Editors

As we begin the new year, our newsletter has received a lot

of positive feedback. We try to include as much material as

we can about our chapter and our members. We appreciate

your support, but we also look forward to your participation!

We are interested in your own case stories, knowledge,

experience to add to our publication. If you have ever wished

to become an author, this is your chance! Send along your

ideas and contributions. If you know of others who have

published articles, we would like to add them as well. If you

are a vendor who has an interesting case study, please send

us your contribution. We would like to focus on Chicago-

related experiences, focusing on the contributions of our

Chapter members.

Also, if you have ideas for a column you would like to begin

that focuses on a particular industry group or a Q&A column,

let us know. Your ideas and participation will help us make

the newsletter a better way to communicate and network

within the ARMA community.

Thank you and Happy 2018!

- Jean Ciura, Ph.D, CRM & L.C. Wagner

Charity

Upcoming Events

February 13 - February ARMA Chicago Meeting - Gender Bias in the Workplace at McDermott Will & Emery

February 20 - ARMA Milwaukee Breakfast Meeting at Northwestern Mutual, Milwaukee, WI

March 13 - March ARMA Chicago Meeting - e-Discovery Bootcamp at East Bank Club

March 13 - Joint Meeting Milwaukee/Madison ARMA Chapters - Information Mismanagement for your IG Program

April 17 - Central Illinois ARMA Spring Seminar - Records Management for Illinois Municipalities: Basics and Beyond

April 18 - ARMA Chicago Spring Seminar at Microsoft Tech Center in the AON Center

May 21-23 - Document Strategy Forum Conference at Marriott Copley Place, Boston, MA

Every year, our Chapter has adopted and championed a charitable cause to benefit a worthwhile endeavor in Chicago. We take pride in how our membership participates by buying raffle tickets and donating directly to these community organizations. For the second year, the Chicago Chapter is supporting the Ronald McDonald House, which has helped so many ill children and their families.

For information on what you can donate to this organization, please check out their website or contact Michelle Paluch, East Bank Storage for more information.

3 In the Loop - Volume 3 - Issue 1

The holidays are over and our chapter

now enters the second half of its fiscal

year. The 2018 Spring Seminar is also

on the radar! There have been three

Board meetings since the last edition of

the newsletter. On Tuesday, November

14, the Board met at the East Bank Club

(EBC). President Nate Pauley shared

that the chapter’s October 24 member-

ship recruitment event at the Comedy

Bar downtown was a great success,

drawing 30 attendees. Justin Robak, the

chapter librarian, announced that he will

be purchasing an additional five to six

titles to add to the library’s current

collection. (Chapter members are

encouraged to take advantage of these

resources for their continued profession-

al development.) The Board decided to

substitute the chapter’s annual holiday

social event with a December educa-

tional meeting instead, to be held on

December 12 at the law offices of

McDermott, Will, and Emery. There will

be a gift raffle, with all proceeds going to

Ronald McDonald House. Vice Presi-

dent Cheryl Banke confirmed that the

Spring Seminar will take place on

Wednesday, April 18, at the Microsoft

Tech Center in the Aon Building in

downtown Chicago. Recruitment of

presenters continues.

The Board held its next meeting on

Tuesday, December 12, at the afore-

mentioned downtown law offices of

McDermott, Will, and Emery. Chapter

Administrator Kathy Daloia mentioned

that the chapter had been approached

by the Document Strategy Forum (DSF)

about possible sponsorship of its annual

conference. President Nate Pauley said

he would follow up with DSF about a

potential partnership involving co-

sponsorship of each organization’s

conference event. He also stated that he

plans to reach out to the Northern Illinois

ARMA Chapter to gauge its interest in

collaborating on future projects of inter-

est. Auditor Tom Lesko reported that the

annual audit of the chapter’s previous

Inside the Boardroom

4 In the Loop - Volume 3 - Issue 1

fiscal year (July 1, 2016 to June 30,

2017) expenditures should be complet-

ed by February. Education Chair Barba-

ra Dalton suggested that the chapter

investigate becoming a continuing legal

education (CLE) credit certifier, to

encourage attorney attendance at chap-

ter educational events where lawyers

are presenters. Regarding the Spring

Seminar, Vice President Cheryl Banke

announced that there will be a confer-

ence room available at the seminar’s

site for a possible CRA/CRM tutorial.

Board members last met on Tuesday,

January 9, again at the EBC. Treasurer

Scott Torkelson reported that the

chapter currently has $21,000 in its

corporate checking account, well above

the mandated minimum balance.

Membership Chair Pamela Coan an-

nounced that “Save the Date” postcards

were recently mailed to members adver-

tising the dates, times, and locations of

remaining chapter events this year.

Concern was raised by several Board

members over continuing low attend-

ance at monthly meetings. Vice Presi-

dent Cheryl Banke suggested evaluat-

ing several past years of membership

data to detect possible reasons for the

decline. She also shared that there will

likely be three topic tracks at the Spring

Seminar: a technical track, an IGP/

GDPR track, and a CRA/CRM tutorial

track. Currently, five vendors are

sponsoring the seminar, with more

being recruited by the Vendor/Sponsor

Relations Committee. President Nate

Pauley reported that his outreach to the

Northern Illinois Chapter was successful

and collaboration on a future project

may happen. He also stated that the

chapter will partner with DSF to promote

their respective upcoming conferences,

as first mentioned at December’s Board

meeting.

Please remember that Board meetings

are open to all chapter members.

Scheduled times and locations are now

listed on the monthly meeting an-

nouncements regularly e-mailed to

membership.

Joseph Suster, CRM

2017-2018 Board Secretary

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Principles for Creating

A Movement for IG

Jocelyn Gunter, IGP, CPA

Since starting at ARMA International in 2013 and serving as

its CEO since mid-2017, I have experienced, along with many

practitioners, a bit of confusion around who ARMA serves,

where this industry is going, what the appropriate terminology

to use is, and when to use it.

I must confess that I have never been a practitioner of what

we’ve referred to as records and information management

(RIM), and I’ve never been the owner of an information

governance (IG) program. But I am quite experienced at

managing financial records, and I have a compliance and

audit perspective from my long history of assessing and

implementing internal controls with records management

components.

By using this background and studying ARMA resources, I

earned the Information Governance Professional (IGP) certifi-

cation in 2014, and I’ve continued developing my profession-

al knowledge as I’ve worked to maintain my certification.

My collective experience as an auditor, a financial officer,

and an association executive for this profession makes me an

expert at asking questions, assessing an environment, and

seeing the big picture. So, over the last four+ years, I’ve

listened to a lot of experts in this space, shadowed profes-

sionals in the field, and asked a lot of questions to solidify my

understanding of the profession and its terminology.

Clarifying Terminology

I have found that using the terms information assets or infor-

mation management (IM) when discussing the core concepts

of the profession with a variety of stakeholders and across a

variety of cultures resonates much more strongly than similar

terms that have been used, such as records management

and RIM.

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Using the following lifecycle terminology

graphic will help clarify ARMA’s

perspective:

1. Data certainly must be managed

and governed, but that can be done

successfully only when organizations

recognize the difference between data

governance and information govern-

ance and can separate accountability

for managing information assets from

accountability for managing systems. It

is critical to have a foundational best

practice for holistically governing infor-

mation (IG) rather than relying on tech-

nology to do it all (IT).

2. Organizations can glean insight

from analyzing or examining patterns in

data, but for the business value of

knowledge to be fully recognized, the

information being interpreted must be

authentic (trustworthy and correct) and

accessible. This means organizations

must govern their information through-

out its lifecycle (from its creation or re-

ceipt through its use and storage to its

final disposition) – just as it governs its

other assets – to sufficiently mitigate

information risks and to recognize the

value of their information assets. It isn’t

sufficient to focus only on business unit

outcomes or the needs of the experts

leveraging the information.

3. Inherently, records management

requires managing all information, not

just that classified as records (defined

by ARMA as “Any recorded information,

regardless of medium or characteristics,

made or received and retained by an

organization in pursuance of legal obli-

gations or in the transaction of busi-

ness).” So, to focus job titles or roles on

records alone does not accurately rep-

resent the breadth of impact IM and IG

professionals have in ensuring that their

organizations get the most value from

their information assets and in minimiz-

ing their risks.

4. The term records is not obsolete.

Existing laws and regulations codify

requirements for records, so ARMA In-

ternational will continue to use this term

when it is appropriate to focus on this

subset of information. When referring to

the more comprehensive set of infor-

mation, which includes records, ARMA

will increasingly use the term infor-

mation assets to describe an organiza-

tion’s most vital assets, and we will rein-

force the message that they must be

managed, secured, and monitored as

such.

Clarifying IG Core Concepts

The lifecycle graphic mentioned above

addresses managing the progression of

data to information, to records, and then

to knowledge. So, where does govern-

ance fit in?

Many IM professionals are also respon-

sible for a significant portion of govern-

ing their organizations’ information. If

they are setting policy, training end us-

ers, and developing a team of profes-

sionals to implement their IM programs,

they are already getting into the IG

space. They are both managing and

governing their organizations’ infor-

mation assets, so it is not easy to

describe them simply as either an IM

professional or an IG professional; the

distinction between the two is not

always black and white. The merit in

distinguishing between these terms,

though, is to highlight the value of both.

The IG Team

An IG professional should have ultimate

accountability for a comprehensive,

cross functional, and mature program

for managing the full information lifecy-

cle. In addition to having the strategic

perspective, knowledge, and skills to

lead an organization’s IG initiatives,

leverage information for maximum

value, reduce costs, and mitigate risks.

An IG professional must have a team of

IG stakeholders – professionals from

technology, legal, risk/compliance, pri-

vacy, security, and business units – that

is responsible for implementing IG,

which ARMA defines as “A strategic

framework composed of standards,

processes, roles, and metrics that hold

organizations and individuals accounta-

ble to create, organize, secure, main-

tain, use, and dispose of information in

ways that align with and contribute to

the organization’s goals.”

IG Core Concepts Graphic

The Information Governance Core Con-

cepts graphic on the next page repre-

sents ARMA International’s perspective

8 In the Loop - Volume 3 - Issue 1

on the IG framework and the interrela-

tionships among the IG stakeholder

groups. While there were already a lot

of resources and conversations about

IG, no one else has quite captured all

the key elements of IG that are unique

to ARMA’s perspective:

1. IM is at the center of IG. We strong-ly believe that without the fundamental standards, principles, and best practic-es of managing information as an as-set, the full value of an IG program cannot be recognized, and the inher-ent risks cannot be fully mitigated.

2. The IG team must include profes-sionals with comprehensive skills from each of the other IG stakeholder groups. Rep- resented by the mid-size gears in the graphic, professionals from technology, legal, risk/compliance, privacy, security, and business units have unique areas of accountabilities and skills that are criti-cal to a successful IG program.

3. The ultimate accountability for the IG program must be given to an IG professional with sufficient knowledge in all IG stakeholder groups/segments

and more comprehensive skills in multi-ple segments – with IM being one of them.

4. Collaboration among all IG stakehold-er groups is necessary to realize the value of an effective IG program. Repre-sented by a system of gears, this graph-ic shows how each of these stakehold-ers must work together to produce valu-able output – and it requires an IG pro-fessional in the center to ensure that these gears are synchronized so strate-gic opportunities to maximize value and mitigate risk will not be missed.

5. The IG program must work towards a maturity that fully addresses the ac-countability, transparency, integrity, pro-tection, compliance, availability, reten-tion, and disposition of the information. The graphic’s high-level description of the role each segment plays and how each segment relates to ARMA Interna-tional’s Generally Accepted Record-keeping Principles® (Principles) is a good reminder of this.

Creating a Movement for IG

With all the diversity in this exciting pro-fession, I hope we can find common ground in ARMA’s comprehensive ap-proach to IG, which rests on the critical foundation of IM (which encompasses records management) and is rooted in ARMA’s standards and the Principles. If you’re not quite sure you’re in agree-ment with this perspective, please stick with ARMA as we work harder to clarify our position in the profession.

9 In the Loop - Volume 3 - Issue 1

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In a departure from the traditional holiday party

ARMA Chicago holds each December, a regular

lunch meeting was held instead. The topic was

"GDPR is Coming. Is Your Company Ready?",

which was presented by Aaron Charfoos, a privacy

attorney with the law firm of Jones Day. This regu-

lation, which goes into effect in May of 2018, is re-

quired of all firms doing business with a European

company. Aaron discussed how it applies to US-

based companies, reviewed the details of the new

requirements—including potential legal challenges,

and gave us practical steps we can put in place to

be compliant by May.

The meeting was hosted by McDermott Will & Em-

ery in their new building at 444 W. Lake. Partici-

pants enjoyed a terrific, timely presentation, as well

as the beautiful views from the MWE headquarter

office in the West Loop.

December Meeting Recap

Pictured Above: Aaron Charfoos is

an accomplished privacy, data pro-

tection and patent trial lawyer at

Jones Day. He litigated his first pri-

vacy case in 2010, building on nearly

a decade of experience in patent and

technology cases. Today Aaron also

counsels clients in all aspects of

privacy and data protection. He is

particularly focused on helping his

clients address the new privacy land-

scape in Europe by putting into place

contractual, compliance and educa-

tional programs that comply with

U.S. and E.U. regulations.

Pictured Below: President Nate Pauley, CRM and Justin

Robak, ARMA Chicago’s librarian discuss Justin’s display

of some of the books that the library contains.