1. 1 1 Sitting for the Certified Records Manager (CRM) Exam Parts 1 thru 5 Scott Murchison CRM

2. 2 2 Agenda 9a – 9:30a Why become a CRM? 9:30a – 10a Part 1 10a – 10:30a Part 2 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) 2

3. 3 3 Why Become a CRM? 3

4. 4 4 Career advancement Professional recognition Upleveling your profile It will CHANGE your LIFE 4

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

6. 6 6 Qualifications to Sit for Exam Bachelor’s degree & 1 yr field experience 1 yr experience for each yr of college education (if no degree) & 1 yr field experience 6

7. 7 7 What Constitutes Experience? Practical Hands-on – Formal job description or job duties in letter signed by manager Teacher or Professor – Letter from Dept Head and syllabus of course(s) taught Consultant, Contractor or Sales Pro – 2 client letters (minimum) 7

8. 8 8 Taking the Exam(s) Register at icrm.org website Schedule, cancel or re-schedule exams Log in with Candidate ID and password Pearson VUE administers the exams through online modules 8

9. 9 9 Part 1 Management Principles 9

10. 10 Part 1 Management Principles & RIM Principles of Management Human Resources Methodologies Financial Considerations Planning RIM Program Components Directing and Monitoring a RIM Program Ethics Global Concerns of RIM Programs 10

11. 11 Part 1 Principles of Management 11 Management Functions – Planning – Organizing – Directing – Controlling

12. 12 Part 1 Principles of Management 12 Management Concepts, Theories – Abraham Maslow – Hertzberg – McGregor (X & Y) – Management by Objectives – Peter Drucker – W. Edwards Deming – William Ouchi (Theory Z) – Frederick Winslow Taylor

13. 13 Part 1 Principles of Management 13 Management Concepts, Theories – Total Quality Management – Downsizing, Rightsizing – Path/Goal Theory – Outsourcing – Team Building – Knowledge Management – Contingency Management – Quality Circles

14. 14 Part 1 Principles of Management 14 Mission, Goals, Objectives – Responsibility in Developing RIM Programs – Decision-making Steps – Organization Structures

15. 15 Part 1 Human Resources 15 Staffing Training, Development Job Descriptions Performance Evaluations Consultants, Temporaries, Outsourcing Employee Relations Workplace Diversity

16. 16 Part 1 Methodologies 16 Project Management Business Process Management Change Management

17. 17 Part 1 Financial Considerations 17 Estimating Resources Budgeting the Program Cost Analysis Cost Justification, Business Case Forecasting, Benchmarking Audits Writing Requests for Proposal/Quote/Information

18. 18 Part 1 Planning 18 Scope Forming a Strategy Setting Goals, Program Objectives Manager’s Role Staff Role

19. 19 Part 1 Planning 19 Upper Management Support Program Marketing Mergers, Acquisitions, Divestitures, Joint Ventures Collaboration Determining Functions, Assigning Roles & Responsibilities

20. 20 Part 1 RIM Program Elements 20 Program Components – Developing Policy, Procedures – Incorporating Standards, Guidelines – Communications, Awareness – Training, Orientation – Metrics, Reporting, Auditing, Evaluation

21. 21 Part 1 Ethics 21 Professionalism ICRMs Code of Ethics Social Responsibility

22. 22 Part 1 Global Considerations 22 Standards, Models Multi-national Considerations Security Issues Privacy Issues

23. 23 Part 2 Creation & Use 23

24. 24 Part 2 Creation and Use Creating Records and Information Information Capture and Use Legal Compliance Risk Assessments Information Security Electronic Communications RIM-Related Business Activities 24

25. 25 Part 2 Creating Records & Information 25 Definitions, Objectives Characteristics of a “Record” Media Considerations Creation/Capture/Receipt (migration, conversion) Structured vs. Unstructured Data Cost Considerations

26. 26 Part 2 Information Capture and Use 26 Metadata, Taxonomies – What are they? – Developing record classification systems – Promoting retrievable, usable records throughout lifecycle Document Control – What is the lifecycle of information – Manual and systematic approaches

27. 27 Part 2 Legal Compliance 27 Legislative and Regulatory Impact Litigation – Litigation support – What are legal “hold” notices? – Media challenges, software capabilities Discovery Personally Identifiable Information (PII) – Definition – Securing management – Unique attributes

28. 28 Part 2 Risk Assessments 28 Definition, Objectives Identity Theft Business, Legal and Accountability Risks Security Provisions

29. 29 Part 2 Information Security 29 Definition, Objectives RIM Manager’s Role Applying Security Classifications Access Control Encryption, Authentication Identity Theft Information Security Threats

30. 30 Part 2 Electronic Communications 30 Types of Communications Available Policies, Acceptable Use Practices Strategy Development Tools for Managing Importance of Training Intranets and Internet Collaboration Tools and Unified Communications

31. 31 Part 2 RIM-Related Business Activities 31 Correspondence Management Documenting of Policies, Procedures Forms Management and Control Mail Management, Facilities Reprographics – What are each of these? – What elements comprise each? – What are the implications of each?

32. 32 Part 3 RIM Systems, Storage and Retrieval 32

33. 33 Part 3 Systems, Storage & Retrieval Basic Concepts Filing Systems File System Design Indexing and Retrieval File Conversions Records Storage Facilities Records Center Operations Commercial Records Centers 33

34. 34 Part 3 Basic Concepts 34 Assessing Information Needs Controlling Volume of Information Classifying Information File Groups Media Selection

35. 35 Part 3 Filing Systems 35 Classification Systems Physical Electronic Document Management Systems Special Storage Requirements

36. 36 Part 3 Filing Systems Design 36 Design and Planning – File design factors – Selection criteria – Active vs. inactive storage requirements – Filing manuals Location and Control – Decentralized vs. centralized file systems – Analyzing user needs – Confidentiality requirements – Security for PII

37. 37 Part 3 Records Storage and Retrieval 37 Indexing – Pointers to information – Direct vs. indirect access systems – Index types: alphabetical, analytical, chain, coordinated, full-text indexing – Contextual, truncated and cross-referencing Retrieval – Storing and recovering data – Locate information based on user needs – Manual vs. electronic retrieval systems – Search methods

38. 38 Part 3 File Conversions 38 Planning and Evaluation Feasibility, Cost Studies System Design Back-file and Records Conversion Methods Post-conversion Media Disposition

39. 39 Part 3 Records Storage Facilities 39 Design Considerations File Equipment Records Center Shelving Relocating a Records Facility (moves)

40. 40 Part 3 Records Center Operations 40 Functions and Objectives Supplies Storage Containers Material Handling Equipment Managing a Records Center Operating the Records Center Disaster Recovery

41. 41 Part 3 Commercial Records Centers 41 Business Case Vendor Evaluations Contract Considerations Vendor Performance Management

42. 42 BREAK 42 Stretch Biology Break Take Care of Yourself

43. 43 Part 4 Records Appraisal, Retention, Protection and Disposition 43

44. 44 Part 4 Appraisal, Retention, Protection & Disposition Records Inventory Records Appraisal Retention Schedule Creation Schedule Implementation Schedule Administration Vital Records Program Business Continuity Archives 44

45. 45 Part 4 Records Inventory 45 Planning Organizing Conducting the Inventory

46. 46 Part 4 Records Appraisal 46 Data Analysis, Appraisal Evaluation – Analyzing the inventory data to build RIM program components – Understand these values Operational Administrative Fiscal Legal Archival

47. 47 Part 4 Retention Schedule Creation 47 Types of Schedules – General, functional – Departmental, program-specific – Schedule elements – Media and formats Lifecycle Milestones Approval Process – Schedule approval options – Approval points advantages, disadvantages – Use of a committee

48. 48 Part 4 Schedule Implementation 48 Publication, Distribution – Promotion and Training – Methods of publication, distribution – Online, web availability – Promotion of new schedules – Training program components Applying the Schedule – Disposition – Implementing retention periods – Transferring records – Disposition (destruction or transfer to archives) – Methods of Disposition

49. 49 Part 4 Schedule Administration 49 Review and Update the Schedule – Revising the schedule – Mergers, acquisitions, divestitures – Adding new records Holds and Evaluating Compliance – Legal, audit holds – Compliance audits – Legal compliance

50. 50 Part 4 Vital Records Programs 50 Identifying Vital Records Risk Analysis Protection Methods Developing the Plan – Testing and Updating

51. 51 Part 4 Business Continuity 51 Planning Implementation Procedures Preservation and Recovery

52. 52 Part 4 Archives 52 Appraisal Arrangement, Description and Use Preservation and Recovery Conservation and Preservation Media, Software, and Hardware Considerations Archival Administration

53. 53 LUNCH BREAK 53 Enjoy Lunch Be Back at 1:15p

54. 54 Part 5 Technology, Equipment and Supplies 54

55. 55 Part 5 Technology, Equipment and Supplies System Lifecycle Architecture and Infrastructure Lifecycle Management Imaging Technology Program, Software and Applications 55

56. 56 Part 5 System Lifecycle 56 Basic Concepts Planning Systems Developing and Implementing Systems Operating and Administering Systems Upgrading, Refreshing, Retiring and Deactivating Systems

57. 57 Part 5 Architecture and Infrastructure 57 System Architecture Devices Security and Accessibility Data Management Data Storage

58. 58 Part 5 Lifecycle Management 58 Records Creation Capture Preservation and Recovery Organizing Records and Data Active Management Preservation Issues Data or System Disposition Recovery

59. 59 Part 5 Imaging Technologies 59 Micrographics Reprographics Imaging Systems

60. 60 Part 5 Programs, Software, Applications 60 Databases Decision Support Systems Content Management Business Process Management (BPM) Communications Collaboration Web / Internet

61. 61 Taking the Exams 61

62. 62 Taking Exams Parts 1 – 5 62

63. 63 Taking Exams Parts 1 – 5 63

64. 64 Taking Exams Parts 1 – 5 64

65. 65 Taking Exams Parts 1 – 5 65

66. 66 Taking Exams Parts 1 – 5 66

67. 67 Questions? 67 Thank You Scott Murchison CRM Partner, Kaizen InfoSource (510) 552-9960 cell smurchison@2kaizen.com