U.S. Archivist Memo to Gov't Agencies
Records Management Priorities for 2017
Read David S. Ferriero's Memo to Gov't Agency Senior Record Managers
DHS Weighs in on Data Breach Best Practice
Contributed by Senior Correspondent Joseph Marks of 'NextGov'
May meeting in East Brunswick, NJ!
2017 May Edition
ARMA New Jersey Chapter
Innovation in Imaging:
Document Iamging Best Practices & Technology
2017 / Volume 3 / Issue 3
Upcoming Meetings and Events
Innovations in Imaging:
Document Imaging Best Practices
Innovative Document Imaging
5:00 PM - 8:00 PM
44 W. Ferris St. Suite B
East Brunswick, NJ 08816
Join us on Wednesday, May 10th, 2017 at Innovative Document Imaging in East Brunswick for an insider's tour of the state of the art document conversion facility in East Brunswick, NJ where paper documents, newspapers, maps, books, bound documents and microfilm / microfiche-to-image conversion services are performed.
IDI has handled several high-profile projects including The History of Flight at the Air and Space Smithsonian Institute and The Gilder Collection at the NY Historical Society. Marty will show us where one of the original copies of the Declaration of Independence, The 13th Amendment signed by Congress, and the Emancipation Proclamation were imaged.
The best imaging practices and the various technologies used to accomplish those document conversion goals will be presented during this unique program being held at this interesting venue.
IDI’s staff utilizes 60 state-of-the-art scanners, including 8 Kirtas scanners (the world first robotic book scanner). Marty Tannenbaum, the President of IDI will conduct the tour and talk about high speed specialty scanning capture devices, how to handle fragile and rare content when imaging, back end image processing, including control cropping and indexing, Mets/Alto tagging and OCR technology and web portals for historic content.
Schedule of Events for Professional Development Evening:
5PM – 6PM: Cocktails & Networking
6PM – 7PM: Tour of the Innovative Document
Imaging Facility and Presentation
7PM – 8PM: Dinner & Networking
IDI - http://www.http://idiimage.com/
East Brunswick, NJ
Innovations in Document Imaging: Best Practices & Technology
TBA - NJ
June End of Year Networking Event
July 21 - 22
ARMA Mid-Atlantic & NE Region Leadership Conference
Oct. 15 - 17
ARMA International LIVE Conference
**To qualify, new members must be ARMA International members who have not been on the ARMA NNJ roster after 12/31/13**
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For every new member that you refer to join the ARMA NNJ Chapter, you will be rewarded with a FREE entry to the next ARMA NNJ Chapter Meeting of your choice beginning with the January 20th Networking Event, through our end of year meeting in June.
ARMA NNJ: New Member Recruitment Recruitment
A Memo from the US Archivist:
Records Management Priorities for 2017
Date: March 15, 2017
Memorandum for: Senior Agency Officials for Records Management
From: David S. Ferriera Archivist of the United States
Subject: Records Management Priorities for 2017
Federal agencies and officials must remain aware of the laws, regulations, and guidance governing how records and information are identified and managed in compliance with the Federal Records Act and its recordkeeping requirements. Managing government records is essential not only to ensure agency activities are documented in order to meet legal requirements, but also to preserve our Nation's history for future generations. As a designated Senior Agency Official for Records Management (SAORM), you bear a special responsibility for ensuring your agency meets its obligations.
NARA has identified a need to modernize recordkeeping practices across the Government with specific actions required for all agencies related to the management of email and permanent electronic records. With the December 2016 requirement for managing all email records electronically having just come into effect, the next focus area is the requirement that your agency manage all permanent electronic records electronically by December 31, 2019 (see OMS/NARA M-12-18, Managing Government Records Directive).
In addition to stressing the need to address these important requirements, I would like to identify three high-visibility records and information management topics that agencies must address in the coming year: electronic messaging and encrypted messages; managing web records; and ensuring that all staff, especially incoming political appointees, are properly trained on their responsibilities for records management.
Electronic Messaging and Encrypted Messages
The Federal Records Act, as amended in 2014, defines a record as "all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business .... " This includes messages created using an ever increasing variety of electronic messaging platforms. Further, electronic messages related to the conduct of agency business are presumed to be Federal records.
Agencies are responsible for properly managing electronic messages that are Federal records, whether they are SMS texts, encrypted communications, direct messages on social media platforms, email, or created on any other type of electronic messaging system or account. This also includes managing official alias or group accounts, where multiple individuals may be involved in the day-to-day operation of the account. Regardless of how many Federal electronic messaging or email accounts individuals use to conduct official business, agencies must ensure that all accounts are managed and identifiable according to Federal recordkeeping requirements.
In addition, if an agency employee uses a non-official or personal electronic messaging account to conduct agency business, they must copy or forward the record to their official electronic messaging account within 20 calendar days of the original creation, receipt, or transmission of the record. NARA advises using personal devices or accounts to conduct official business should only be done in exigent circumstances.
There have been several recent news stories referring to the possible use by government employees of non-official, commercial communication applications, such as WhatsApp, Signal, Confide, and others that support encryption or the ability to automatically delete messages after they are read or sent. Any use of such communication applications requires coordination with your legal counsel and records management officials to ensure compliance with the Federal Records Act and related regulations. Agencies are responsible for setting policies and procedures that govern the use of these applications prior to their deployment and must take steps to manage and preserve records created through their use for as long as required.
Managing Web Records
Agencies must identify and manage all Federal records in accordance with NARA guidance, including the records and data sets available on agency websites. NARA presumes that much of the information presented on agency websites meets the definition of a Federal record and should be managed accordingly. As such, the records must be scheduled and can only be disposed of in accordance with a NARA-approved records schedule.
Agencies should work with their NARA appraisal archivist to identify, appraise, schedule, and transfer Federal web records of permanent value. To help agencies do this, NARA has issued guidance for the scheduling, managing, and transferring of web records in NARA Guidance on Managing Web Records and Format Guidance for the Transfer of Permanent Records.
Records Management Training
There are several new requirements that agencies should be aware of to ensure that all incoming government personnel, Including political appointees, are properly trained in their records management responsibilities. At our last SAORM meeting in December 2016, my staff provided a briefing on NARA Bulletin 2017-01. Agency Records Management Training Requirements. The Bulletin specifies how often agency records management training must be taken, identifies personnel who must complete the training, and describes mandatory training content. The Bulletin requires that new personnel receive records management training within 60 days of employment. NARA has produced several products to assist agencies with this responsibility:
• Records Management Training 101 (developed in collaboration with the Federal Records Officer Network),
• Documenting Your Public Service,
• Records Management Guidance for Political Appointees (including training materials and a video briefing), and
• Model Federal Records and Information Management Entrance and Exit Checklists.
Good recordkeeping practices are necessary to meet your mission responsibilities in an efficient and effective manner. Through proper records management you will be able to meet your obligations under the Federal Records Act to document actions and decisions and transfer permanently valuable records to the National Archives of the United States.
My staff is available to provide in-person briefings at your agency to help you understand these critical records management responsibilities. For more information, or to arrange a briefing, please contact Laurence Brewer, the Chief Records Officer for the U.S. Government, at firstname.lastname@example.org.
I look forward to seeing you at future SAORM meetings. Thank you for your work in preserving our Nation's history.
DAVID S. FERRIERO
Archivist of the United States
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The New ICRM Certification
Certified Records Analyst (CRA)
The ICRM introduced a new Certification in 2016- Certified Records Analyst (CRA). By obtaining the CRA designation, records management professionals demonstrate a solid foundation in Records and Information Management (RIM); potentially on their way to attaining the CRM. CRA's are knowledgeable and experienced in active and inactive records systems. A CRA's knowledge includes such areas as electronic records and information; regulatory compliance-related requirements; the lifecycle management of records and information; and more.
This CRA provides immediate certification to those existing CRM candidates that have already successfully passed Parts 2-4 of the examinations; while still retaining the ability to continue on to the CRM. Under the new program CRAs can elect to take Parts 1, 5 and 6 at any time to complete the Certified Records Manager Certification. The CRA allows newly educated and experienced records management professionals the ability to become a member of the Institute; thereby improving their opportunities for career advancement and increasing the number of educated and credentialed millennials to meet the demand for RIM and Information Governance (IG) positions in the global marketplace.
Candidates for the CRA, upon submitting an online application to the ICRM, will be approved to sit for Parts 2-4 if they properly document achievement of a 4-year (bachelor's degree) from an accredited institution of higher education and also demonstrate one-year of professional Records and Information Management (RIM) experience. Alternately, one year of professional Records and Information Management (RIM) experience can be substituted for each year of college education.
Northern New Jersey Chapter
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East Brunswick, NJ
June Networking Event
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ARMA International LIVE Conference
Monthly educational / speaker chapter meetings
Special events & workshops
Networking with records & information management professionals
ARMA NNJ is the Northern New Jersey chapter of ARMA International. We aim to educate, advocate and provide resources to the community of records and information management professionals.
For over 50 years the ARMA Northern New Jersey Chapter has been serving the Records & Information Management profession. We offer monthly educational programs, networking opportunities and professional development for our members.
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DHS Advisory Group on Data Breach Best Practice
A Homeland Security Department advisory committee approved a set of best practices last month for DHS agencies notifying employees, citizens or others about a data breach that’s compromised their personal information.
An earlier draft of the best practices document essentially urges agencies to seek a balance in their notification procedures: Move quickly to comply with legal requirements and to give people affected by the breach ample opportunity to take defensive measures but not so quickly you’re providing unclear or even false information. Notify people who may be harmed by a breach, but beware of “overnotification” to the point people stop taking notices seriously.
Members of DHS’ Data Privacy and Integrity Advisory Committee lightly edited the draft document during a phone conference last month. Committee members added language about helping breach notice recipients verify the notice itself isn’t a phishing scam seeking their personal information.
They also added language highlighting federal requirements to ensure notices are accessible to people with disabilities or who don’t speak English.
DHS’ privacy office began work on the best practices guide in the wake of the Office of Personnel Management breach, which compromised sensitive security clearance information about more than 20 million current and former federal employees and their families.
The document follows breach notification guidelines created by several federal agencies and a formal guidance document from the Office of Management and Budget released in January.
Article contributed by 'NextGov' senior correspondent Joseph Marks. Article can be read here.
The focus of “ARMA-NJ Gives Back” charitable / community involvement program for this event will be McFoods of Middlesex County.
McFoods provides nonperishable foods and necessities to over 80 food pantries, soup kitchens and social service agencies throughout Middlesex County from their warehouse based in East Brunswick each week. We will be collecting items such as those listed below at our event to support the ongoing endeavors in both their Soup kitchen and social/health services missions.
At our ARMA-NNJ May 10th Professional Development and Networking Event being held at Innovative Document Imaging in East Brunswick, NJ , the “ARMA-NNJ GIVES BACK” charitable / community outreach program recipient will be Middlesex County's Emergency Food Network. Help those who are hungry!
We will be collecting items such as those listed below at our event to support the ongoing endeavors in both their Soup kitchen and social/health services missions.
Canned Fruits, Vegetables, Tuna
Baby formula and supplies
ARMA NNJ Gives Back
Throughout the 2017 programming year, the ARMA NNJ leadership team continues to incorporate a charitable/ community outreach component into our professional development programming. We wanted to be able to give back to the communities in which we live and work. The chapter connects with charitable organizations in those communities where we are hosting our programming. If you have an organization that you would like to have considered as a recipient for future charitable donations, please reach out to Ann Gorr, ARMA-NJ President via her email address of email@example.com.
Are you studying for the CRM or CRA? Do you have a RIM project and want to brush up on best practices provided by industry experts? Our chapter library currently contains over 125 RIM related books, periodicals and other resources that are available to borrow at no cost to our members. CRM candidates especially will find a large number of helpful books for their studies. Visit our website library page to see what we have and place your request using the handy online form. The chapter's libariarian will send you the requested books in the mail or bring them to our meetings. The library is added to every year. If you have RIM / IG books you would like to donate or suggest the library purchase please send an email or submit the suggested book form online.
We LOVE our volunteers. We are grateful for everyone who helps us. However, we are always in need of people to help us throughout the year with various events and initiatives. The Chapter maintains a number of board positions and “standing” committees. Participation is open to everyone. If you’re interested in being more involved on a board position or just getting your toe wet – that is just getting a little involved – a committee volunteer is the way to go. Some of the benefits include:
Enhancing your leadership development & experience;
Providing input and direction on ARMA NNJ educational programming;
Advancing Information Governance principles and practices,
Providing support, networking and development to your colleagues in the Information Governance field
If you’re interested in participating on any of our committees please visit our volunteer page on our chapter website.
Are you using LinkedIn for professional networking? Do you use Twitter to stay current and share information? Our chapter has a presence on both and we encourage you to connect with us on our LinkedIn group and follow us on Twitter. It's a great way to stay on top of the latest discussions, check out articles and topics posted by members and guests as well as get answers to RIM related questions.
If you are new to LinkedIn or want to improve your understanding and learn tips from the pros check out our on demand training sessions. We have 2 presentations that cover basics and advanced features which can be streamed at no cost to you. Keep an eye on our upcoming Twitter sessions.
Our chapter runs according to the by-laws originally established when we were chartered over 50 years ago. Periodically changes need to be made in order to reflect the enhancements to our board and the way in which we conduct business. Before they go into effect they are approved by ARMA International, our board of directors and a vote by our membership. Recent changes are being circulated for review and will soon be shared with our members by email. You can find the most recent version of the bylaws on our website "chapter governance" page.
Have you seen our Member Handbook? If you are a new member or been with our chapter for a while and haven't seen it yet, check out our new member handbook. Recently updated for 2015 we have lots of information to share.
Have a great article to share? Do you have questions you would like answered or information you would like to contribute? We are looking for articles to be included in upcoming editions of our newsletter. Even if you have an idea for us we are all ears. Please send an email to firstname.lastname@example.org with your questions, suggestions and feedback.
Did you know you can advertise a RIM related job opening on the ARMA NNJ Website for free? Those seeking employment in the RIM field also have an opportunity to post their resume for potential employers on our site at no cost. If you have a job opportunity to share or are looking for a position visit our Career Opportunities and Member Resume pages on our chapter website armannj.org. Its easy to post. Simply click the "Submit an ad" link and fill in the requested fields. Once you click submit your request wil be reviewed and posted. If you have any questions or issues please contact email@example.com.
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ARMA Northern New Jersey Chapter is comprised of a diverse group of Information Management professionals who are a muli-faceted representation of industries across NY, NJ and Eastern PA.
The ARMA NNJ Chapter Meetings, guest presentations and information seminars allow us to offer to you: networking, professional exchange of information, identification of business trends and an interactive, fun-filled atmosphere while learning.
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