Transcript Click Here: CRM Preparation Workshop

Sitting for the
Certified Records
Manager (CRM)
Exam
Parts 1 thru 5 1
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Scott Murchison CRM
Agenda
Why become a CRM?
9:30a – 10a
Part 1
10a – 10:30a
Part 2
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10:30a – 10:45a Break
10:45a – 11:50a Part 3
11:50a – 1:15p Lunch
1:15p – 2:00p Part 4
2:00p –3:00p Part 5
3:00p – 3:45p Taking the Exam(s)
9a – 9:30a
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Why Become a CRM?
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Why Become a CRM?
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Career advancement
Professional recognition
Upleveling your profile
It will CHANGE your LIFE
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Steps to Becoming a CRM
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Apply to qualify to sit for the exam
Receive approval by ICRM committee
Complete all of Parts 1 – 5 (70%+)
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Apply and sit for Part 6
Complete Part 6 (60 pt & 40 pt essays)
Wait
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Qualifications to Sit for Exam
• Bachelor’s degree & 1 yr field
experience
• 1 yr experience for each yr of college
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education (if no degree) & 1 yr 6field
experience
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What Constitutes Experience?
• Practical Hands-on
– Formal job description or job duties in
letter signed by manager
• Teacher or Professor
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– Letter from Dept Head and syllabus of
course(s) taught
• Consultant, Contractor or Sales Pro
– 2 client letters (minimum)
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Taking the Exam(s)
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Register at icrm.org website
Schedule, cancel or re-schedule exams
Log in with Candidate ID and password
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Pearson VUE administers the exams
through online modules
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Part 1
Management Principles
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Part 1
Management Principles & RIM
• Principles of
Management
• Human Resources
• Methodologies
• Financial
Considerations
• Planning
• RIM Program
Components
• Directing and
10 a RIM
Monitoring
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Program
• Ethics
• Global Concerns
of RIM Programs
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Part 1
Principles of Management
• Management Functions
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Planning
Organizing
Directing
Controlling
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Part 1
Principles of Management
• Management Concepts, Theories
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Abraham Maslow
Hertzberg
McGregor (X & Y)
Management by Objectives
Peter Drucker
W. Edwards Deming
William Ouchi (Theory Z)
Frederick Winslow Taylor
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Part 1
Principles of Management
• Management Concepts, Theories
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Total Quality Management
Downsizing, Rightsizing
Path/Goal Theory
Outsourcing
Team Building
Knowledge Management
Contingency Management
Quality Circles
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Part 1
Principles of Management
• Mission, Goals, Objectives
– Responsibility in Developing RIM Programs
– Decision-making Steps
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– Organization Structures
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Part 1
Human Resources
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Staffing
Training, Development
Job Descriptions
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Performance Evaluations
Consultants, Temporaries, Outsourcing
Employee Relations
Workplace Diversity
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Part 1
Methodologies
• Project Management
• Business Process Management
• Change Management
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Part 1
Financial Considerations
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Estimating Resources
Budgeting the Program
Cost Analysis
Cost Justification, Business Case
Forecasting, Benchmarking
Audits
Writing Requests for
Proposal/Quote/Information
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Part 1
Planning
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Scope
Forming a Strategy
Setting Goals, Program Objectives
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Manager’s Role
Staff Role
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Part 1
Planning
• Upper Management Support
• Program Marketing
• Mergers, Acquisitions, Divestitures, Joint
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Ventures
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• Collaboration
• Determining Functions, Assigning Roles &
Responsibilities
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Part 1
RIM Program Elements
• Program Components
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Developing Policy, Procedures
Incorporating Standards, Guidelines
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Communications, Awareness
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Training, Orientation
Metrics, Reporting, Auditing, Evaluation
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Part 1
Ethics
• Professionalism
• ICRMs Code of Ethics
• Social Responsibility
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Part 1
Global Considerations
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Standards, Models
Multi-national Considerations
Security Issues
Privacy Issues
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Part 2
Creation & Use
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Part 2
Creation and Use
• Creating Records
and Information
• Information
Capture and Use
• Legal Compliance
• Risk Assessments
• Information
Security
• Electronic
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Communications
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• RIM-Related
Business Activities
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Part 2
Creating Records & Information
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Definitions, Objectives
Characteristics of a “Record”
Media Considerations
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Creation/Capture/Receipt (migration,
conversion)
• Structured vs. Unstructured Data
• Cost Considerations
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Part 2
Information Capture and Use
• Metadata, Taxonomies
– What are they?
– Developing record classification systems
– Promoting retrievable, usable records2626
throughout lifecycle
• Document Control
– What is the lifecycle of information
– Manual and systematic approaches
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Part 2
Legal Compliance
• Legislative and Regulatory Impact
• Litigation
– Litigation support
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– What are legal “hold” notices?
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– Media challenges, software capabilities
• Discovery
• Personally Identifiable Information (PII)
– Definition
– Securing management
– Unique attributes
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Part 2
Risk Assessments
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Definition, Objectives
Identity Theft
Business, Legal and Accountability Risks
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Security Provisions
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Part 2
Information Security
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Definition, Objectives
RIM Manager’s Role
Applying Security Classifications
Access Control
Encryption, Authentication
Identity Theft
Information Security Threats
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Part 2
Electronic Communications
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Types of Communications Available
Policies, Acceptable Use Practices
Strategy Development
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Tools for Managing
Importance of Training
Intranets and Internet
Collaboration Tools and Unified
Communications
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Part 2
RIM-Related Business Activities
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Correspondence Management
Documenting of Policies, Procedures
Forms Management and Control
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Mail Management, Facilities
Reprographics
– What are each of these?
– What elements comprise each?
– What are the implications of each?
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Part 3
RIM Systems, Storage and
Retrieval
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Part 3
Systems, Storage & Retrieval
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Basic Concepts
Filing Systems
File System Design
Indexing and
Retrieval
• File Conversions
• Records Storage
Facilities
• Records Center
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Operations
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• Commercial
Records Centers
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Part 3
Basic Concepts
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Assessing Information Needs
Controlling Volume of Information
Classifying Information
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File Groups
Media Selection
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Part 3
Filing Systems
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Classification Systems
Physical
Electronic Document Management Systems
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Special Storage Requirements
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Part 3
Filing Systems Design
• Design and Planning
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File design factors
Selection criteria
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Active vs. inactive storage requirements
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Filing manuals
• Location and Control
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Decentralized vs. centralized file systems
Analyzing user needs
Confidentiality requirements
Security for PII
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Part 3
Records Storage and Retrieval
• Indexing
– Pointers to information
– Direct vs. indirect access systems
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– Index types: alphabetical, analytical, chain,
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coordinated, full-text indexing
– Contextual, truncated and cross-referencing
• Retrieval
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Storing and recovering data
Locate information based on user needs
Manual vs. electronic retrieval systems
Search methods
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Part 3
File Conversions
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Planning and Evaluation
Feasibility, Cost Studies
System Design
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Back-file and Records Conversion Methods
Post-conversion Media Disposition
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Part 3
Records Storage Facilities
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Design Considerations
File Equipment
Records Center Shelving
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Relocating a Records Facility (moves)39
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Part 3
Records Center Operations
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Functions and Objectives
Supplies
Storage Containers
Material Handling Equipment
Managing a Records Center
Operating the Records Center
Disaster Recovery
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Part 3
Commercial Records Centers
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Business Case
Vendor Evaluations
Contract Considerations
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Vendor Performance Management 41
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BREAK
Stretch
Biology Break
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Take Care of Yourself42
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Part 4
Records Appraisal, Retention,
Protection and Disposition
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Part 4
Appraisal, Retention, Protection & Disposition
• Records Inventory
• Records Appraisal
• Retention
Schedule Creation
• Schedule
Implementation
• Schedule
Administration
• Vital Records
Program4444
• Business
Continuity
• Archives
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Part 4
Records Inventory
• Planning
• Organizing
• Conducting the Inventory
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Part 4
Records Appraisal
• Data Analysis, Appraisal Evaluation
– Analyzing the inventory data to build RIM
program components
– Understand these values
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Operational
Administrative
Fiscal
Legal
Archival
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Part 4
Retention Schedule Creation
• Types of Schedules
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General, functional
Departmental, program-specific
Schedule elements
Media and formats
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• Lifecycle Milestones
• Approval Process
– Schedule approval options
– Approval points advantages, disadvantages
– Use of a committee
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Part 4
Schedule Implementation
• Publication, Distribution – Promotion and
Training
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Methods of publication, distribution
Online, web availability
Promotion of new schedules
Training program components
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• Applying the Schedule – Disposition
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Implementing retention periods
Transferring records
Disposition (destruction or transfer to archives)
Methods of Disposition
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Part 4
Schedule Administration
• 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
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Part 4
Vital Records Programs
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Identifying Vital Records
Risk Analysis
Protection Methods
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Developing the Plan – Testing and Updating
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Part 4
Business Continuity
• Planning
• Implementation Procedures
• Preservation and Recovery
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Part 4
Archives
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Appraisal
Arrangement, Description and Use
Preservation and Recovery
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Conservation and Preservation
Media, Software, and Hardware
Considerations
• Archival Administration
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LUNCH BREAK
Enjoy Lunch
Be Back at
1:15p
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Part 5
Technology, Equipment and
Supplies
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Part 5
Technology, Equipment and Supplies
• System Lifecycle
• Architecture and
Infrastructure
• Lifecycle
Management
• Imaging
Technology
• Program,
Software5555
and
Applications
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Part 5
System Lifecycle
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Basic Concepts
Planning Systems
Developing and Implementing Systems
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Operating and Administering Systems
Upgrading, Refreshing, Retiring and
Deactivating Systems
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Part 5
Architecture and Infrastructure
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System Architecture
Devices
Security and Accessibility
Data Management
Data Storage
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Part 5
Lifecycle Management
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Records Creation
Capture
Preservation and Recovery
Organizing Records and Data
Active Management
Preservation Issues
Data or System Disposition
Recovery
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Part 5
Imaging Technologies
• Micrographics
• Reprographics
• Imaging Systems
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Part 5
Programs, Software, Applications
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Databases
Decision Support Systems
Content Management
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Business Process Management (BPM)
Communications
Collaboration
Web / Internet
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Taking
the
Exams
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Taking Exams Parts 1 – 5
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Taking Exams Parts 1 – 5
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Taking Exams Parts 1 – 5
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Taking Exams Parts 1 – 5
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Taking Exams Parts 1 – 5
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Questions?
Thank You
Scott Murchison CRM
Partner, Kaizen InfoSource
(510) 552-9960 cell
[email protected]
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