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Meet Regina Martin!  Regina is a Records Manager/Operations Supervisor at Howard County Government.  Introduce yourself to Regina here . Name Regina Martin Position Records Manager/Operations Supervisor Company Howard County Government Where do you live in?  Columbia, Maryland How long have you worked in information management?  9 years What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? So, we actually scan, Howard County scans records, paper and electronic. So we have the operation, a small team of people, who are responsible for ingesting that into our legacy repository archive. What’s your current biggest work challenge? The biggest challenge is, making sure it's easily accessible to the individuals that need it, how long to keep it. And managing it, I think we've kind of are addressing that issue, how to manage it, because we've come up with a process. "Okay, we're going to put it here. This is how long it's going to retain, in this permission-based access." What are you looking to get from your AIIM membership? I'm just trying to gather some information because ...
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MS Office and Office 365 have been around for some time now. However, now more than ever, our culture is now being reshaped based on ‘how’ we use our productivity tools. Communicating, collaborating on projects, and even getting rid of mind-numbing tasks, like typing a document, re-keying it into a spreadsheet, filing the new document, converting it to a PDF, and emailing it, have never been easier.   Here are Tumii’s nine Microsoft 365 tips to build an online etiquette within your workplace.   TEAMS for your team  MS Teams serves as your central communication vehicle for chat, email, and other collaborations. This is a great way to host online meetings and communicate with your colleagues, individually or as a group. It integrates seamlessly with Microsoft Word, Excel, SharePoint, OneNote, and a variety of other business tools. You can also use bots to automate messages, create polls, and connect your email and chat sessions.    OneNote for the win This is a great program for note-takers. It provides a flexible way to brainstorm ideas, link them together to form concepts, and transform your ideas into documents, slide decks, and spreadsheets. ...
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Providing software as a service requires you to use the latest IT solutions on the system itself and also the company website. One of the primary concerns you should have is the security of the system since it may be used to store sensitive data.  You should take practical measures to continually improve the system's security and keep it up to date with the latest industry trends. Here are 5 practical measures you must consider now. Gaining the customer’s buy-in The daily users of your SaaS product should have the same values as you on matters regarding security. That is important because they are the ones most at risk of being targeted and attacked by cybercriminals. Therefore when on-boarding clients, make them see the importance of keeping up with the latest security trends.  That applies mostly to creating strong passwords and controlling access to parts of their website or app they want to restrict to employees only. You can train the customers and periodically provide them with valuable how-to information that will help sharpen their security skills. Working towards getting SOC-2 compliance and retaining it SOC-2 compliance is essential for SaaS companies ...
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Samara Carter is the Records Officer for George Mason University in Fairfax, Virginia.   Connect with Samara here!   Name  Samara Carter Position  Records Officer Company  George Mason University  What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? I am the university Records Officer for George Mason University that's out here in Fairfax, Virginia on the outskirts of D.C. My job at the moment is primarily records management, but it's growing into more of an information management type of role. As I'm discovering the gaps in where we have our data and our information and our records on campus, our biggest struggle is that nobody actually knows how much data we have on campus, how there is no central hub. Universities, in particular, are very different organizations than businesses or other types of government agencies. We are a state agency, we're a state college, and in being so we have more records of so many varieties than other agencies have and our biggest struggle is that none of these records are particularly siloed into one department or one school. All of the different schools, all ...
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Measuring the productivity of remote workers is a little different, as there is no daily in-person interaction. Various tools help to make measuring productivity easier. Employers can look at metrics such as hours worked, tasks completed, whether goals are met and other factors in assessing productivity.  However, productivity can be an intangible quality and in some cases, it’s more difficult to measure. Here are five methods you can use to measure productivity of remote workers.  Use quantifiable metrics It is difficult to evaluate employee performance without clear and specific expectations. Using an online calendar can help managers to plan out goals and strategies. Each employee needs regular communication with a manager to ensure that expectations are clear.  If every employee has quantifiable metrics a team plans to hit and checks tasks off in a timely manner, managers know productivity goals are being achieved. This ensures that an entire team is involved with where the company as a whole is headed and everyone is on the same page.  TrackTime24 allows you to build the ideal schedule for remote workers and works on any device or browser. You can ...
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April 28, 2020, Berlin. The PDF Association , a worldwide Berlin-based non-profit industry association, through its U.S. subsidiary PDF Association, Inc., is pleased to announce that it has been accredited by ANSI to serve as the U.S, Technical Advisory Group (TAG) Administrator for the U.S. TAG to ISO Technical Committee (TC) 171, Subcommittee (SC) 2 , that focuses on the PDF file format, PDF subsets (including PDF/A and PDF/UA) and related file formats. The role was previously held from 2017-2020 by the 3D PDF Consortium . The ANSI-Accredited U.S. TAG represents the United States at ISO meetings by developing and communicating votes on the activities and ballots of the ISO subcommittee’s working groups. In its new role as U.S. TAG Administrator and ISO committee manager on behalf of ANSI the PDF Association will execute the administrative and management functions required to operate the U.S. TAG and ISO working groups in accordance with the ANSI International Procedures and ISO’s rules. “Aligning and integrating the standards development program for PDF and related technologies with the PDF Association’s own membership communities strengthens ...
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I'm sure that your company is dealing with lots of rumors about policy changes, layoffs, furloughs, traffic stops, office closings, etc. due to COVID-19. Rumors can start unintentionally and increase fears and unnecessary conversations in your office, branch, region, and overall organization. To avoid these rumors and dangerous assumptions, start implementing organization-wide updates. Lead from the front and let the rumors fall behind. Let's discuss how you can efficiently communicate with your company as a whole, even during times of decentralization. Easy, Efficient Org-Wide COVID-19 Updates During very critical times, such as the circumstance we find ourselves in today where the entire world is dealing with a pandemic, this presents a great opportunity to send out a message from your CEO.   Regularly Scheduled Messages Regularly schedule messages provide relevant updates to your entire company and are crucial in times of crisis. I'm sure that each person reading this is watching, reading or listening to a regularly scheduled update from the governor of your state or the President of the United States. You probably know exactly what time they go live, right? ...
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Karen is the Director, Product Management at Hyland.  Karen is looking forward to becoming a CIP!  If you have any advice or words of encouragement for Karen to help her obtain her CIP certification, please reach out and share some tips!   Name:  Karen Loftis Position:  Director, Product Management Company:  Hyland Where do you live in?  Currently in Grafton, Wisconsin which is a suburb of Milwaukee How long have you worked in information management?  20+ years in a variety of capacities What does your work entail ? My work puts me in direct contact with tools that support information management and content services. I manage a team of product managers who are tasked with evolving the information management tools we offer. My team represents the voice of the customer and a variety of different industries. We champion market needs and work to ensure the technology tools we offer fit those needs.  Do you have company support?   My company supports me by allowing me and my team to connect directly with customers across different industries. We are NOT salespeople. Rather, our job is to connect with information managers with open eyes and ears, to understand ...
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Elana is a Document Management Analyst MISO.  Please introduce yourself if you have not had a chance to meet Elana, reach out to Elana  here! Name: Elana Fate         Position: Document Management Analyst Company: MISO Where do you live? Carmel, Indiana How long have you worked in information management? 2.5 years What does your work entail? I am the Records Manager and keep and revise the Retention Schedule.  I also process the annual reviews of the company’s policies and procedures.  How are you helping drive the goals of your office through your work?  We recently started a data governance initiative and for the first time, the company has an interest in data management and disposition. What has been the biggest success in your career in information management? Acting as the Records expert for the company and discussing data protection as the company decreases its data footprint.  Helping our company utilize data as a strategic asset while eliminating unnecessary cost and risk.   What’s your current biggest work challenge? Trying to convince the decision-makers to go back and create the foundational work that will make the changes they ...
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Cryptocurrency might seem like a fad to some, but its increased adoption in recent times has been accompanied by an uptick in overall trading volume and value in comparison to the US dollar. In more plain terms, this means that Bitcoin is getting more popular than ever, and it’s important to understand how Bitcoin kiosks are changing the landscape for this budding currency. Let’s take a look at what’s been going on. What is Bitcoin used for and why are kiosks important? While money tends to hold value following the amount of public trust it has, Bitcoin offers certain utilities that make it more convenient than a more established currency like gold or the dollar. Firstly, it can never suffer from inflation because there is a hard limit to the number of Bitcoins that can be in circulation. In some particularly unstable countries, this can make Bitcoin a more reliable currency than a local one. Secondly, Bitcoin is stored and accessed electronically. This means that you can use it wherever you can find a Bitcoin kiosk. Just withdraw your funds and you’re good to go. Some Bitcoin users find it particularly attractive because it can be an electronic equivalent to paying ...
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Sharon loves to play guitar and maybe can share her love for playing:)  If you have not connected with Sharon, please do so here. Name Sharon Burnett Position Corporate Records Manager Company Vulcan Inc. Where do you live in? Near Tacoma, Washington How long have you worked in information management?  Over 30 years…a long time! What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? As corporate records manager, I build and promote Vulcan’s records and information management program. Yes, we have C level support. My team of 2, reports to our compliance officer. We are a part of the larger legal team. Legal has recorded compliance as a strategic goal. I support that goal by training records champions throughout the company.   What has been the biggest success in your career in information management?  I’d have to say that there have been several things over the years, but the biggest for me was a personal goal of becoming a CRM (Certified Records Manager). I am also now a CIP. What’s your current biggest work challenge? Making time to fit everything that needs to be accomplished ...
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Hi all,  As a reminder, CIPs are required to renew their status every three years. Last year I wrote a fairly long blog post about how you can maintain your CIP. All of the information in that post remains relevant, but I wanted to clarify because of some questions I've gotten of late.  1. If you got your CIP before we launched CIP v3 on June 1, 2019, and have maintained it since then, your current renewal cycle only requires 45 CEUs. When we send the reminder emails, it notes that you need 60; that's because that's correct for all CIPs who started with CIP v3, either the live exam or the beta. We do track whether you need to submit 45 or 60, and I'm happy to confirm that for you - ping me at jwilkins@aiim.org.  2. If you got the CIP at any point but did not renew it, your status is lapsed . This means that you cannot call yourself a CIP, use the logo, use the designation, etc. In order to come back into the fold, you'll need to reinstate. Reinstatement requires that you submit 60 CEUs and pay the reinstatement fee of US $249. Once you reinstate, we'll update your CIP status to current and you'll be back on the 3-year renewal cycle (and the 60 CEU requirement).  3. We try to ...
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Name:   Elizabeth Ballachanda Madappa        Position:   Part-time data compliance consultant and student Company: Consulting on an ad-hoc basis and studying Where do you live in?   Burlington, Canada How long have you worked in information management?   18 years What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? From 2001 – 2006 I established multiple document control offices within a mining company in South Africa and oversaw the day to day operations of the document control offices during my tenure there. In 2006 I accepted a position at BHP Billiton as an Information Officer (which demerged into South32 in 2016) and progressed up to lead the Information and Records Management Function for the Africa Region. This role entailed overseeing their IM systems, information processes and information governance for their head office as well as various mines and operations located in South Africa and other African countries. I was involved with all aspects of IM which included the development of an information management strategy, obtaining leadership buy-in on the strategy as well as ...
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Name Brooke Sales-Lee Position Corporate Services Specialist Company Interac Corp. Where do you live? I live in Toronto, Ontario and I'm a Canadian-American dual citizen with roots in California, Ontario, and Portugal.  How long have you worked in information management?  Two and a half years.  After leaving an academic career, I found myself thrown into the world of Records and Information Management in a new job at Interac, the fintech company responsible for every debit transaction in Canada. What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? We’ve been working on implementing a new EDRMS, and I do a lot of the front end and document management side of that, training employees, setting up new spaces in the system, and consulting with employees to try to make the system a helpful tool rather than an imposition. What has been the biggest success in your career in information management?  It’s been a pretty short career so far, so I’m just proud of the progress I’ve made in a short period of time. It’s less a matter of one stand-out project or initiative and more two years of learning ...
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Developing a new product can be a very challenging undertaking. Not only does one have to produce a product that addresses a market concern and functions the way it claims to, they also have to successfully market and promote the product to their target market. It is likely that at some point in the development cycle a product developer will need to enlist outside help. Here we will go over the situations in which it is most likely that one will need outside help when developing new products . Materials Development: It is very common that during the development of a new product a novel type of material or technology will need to be created to develop the conceptualized product. This can be anything from a particular type of plastic with specific properties or an aluminum alloy with a specific tensile strength. The type of knowledge and expertise for such things is very specific and, commonly, an r&d lab will need to be hired in order to complete this task. Software Development: The fact that so many software development firms exist is a testament to how important software has become in the development of new products. Even if the product itself ...
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Name Julia Mewbourne          Position Manager, Records Management & Imaging Services Company Metropolitan Water District of Southern California Where do you live in? Los Angeles, CA How long have you worked in information management?  20+ years What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? We ensure the safe and reliable delivery of water to 19 million people in Southern California.  I provide the support for engineering drawing, public records requests, and manage the archive and library services.  I am very fortunate to have the organization’s support to drive initiatives that increase efficiency and reduce risks and costs.  I have a good relationship with IT, legal, Engineering Services, Water Resource Management, and Water Supply Operations and have positioned the team as their partner .  What has been the biggest success in your career in information management?  I have had many successes over the past 2 decades.  I am most proud of the fact that I have been able to share my knowledge through speaking engagements.  I have spoken on emotional intelligence, change management, ...
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Our methodology sets our customers up for success We hear you: consolidating legacy systems and migrating to the cloud can be a challenge. How do we make it less risky and less expensive? Will our solutions be worth it? At Zia Consulting , we developed a clear-cut, five-step methodology that we take with every project presented to us:  discovery ,  diagnostic ,  design ,  delivery , and  delight . By covering all of our bases, we gain a true understanding of your organization’s migration and transformation challenges. Hopefully, you'll find this approach to be helpful. 1. Discovery First, we identify your organization’s real pain before recommending a best practice. We do this with upfront analysis and planning around these three notions: Pain : What current problems are you facing? Are you reeling from a compliance issue or a data breach? Do you want to mitigate costs and consolidate applications? Our team collaborates with you to articulate the underlying business and technical pain points. Claim : We architect a solution that provides differentiating capabilities to satisfy your success criteria. We also propose ways to build an effective communication ...
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Cutting costs does not mean sacrificing business growth, at least not anymore. By providing an array of effective cost-cutting options, technological advancements have made it easier for businesses of all kinds to reduce their costs. But while technology has impacted how we do business today, informed decision making remains vital to business growth. As such, the success of your business might be determined by the types of technology you decide to use and how you choose to implement them. To help improve your chances of success, here are five ways you can use technology to cut your business costs. 1. Embrace the cloud Entrepreneurs once had to store data on physical servers, a practice that requires a significant amount of money. This is because most businesses need to upgrade their physical servers every 3-5 months, which often means buying new computers and devices. But this is no longer the case. For starters, cloud servers offer anywhere, anytime access, unlike physical computing servers. Secondly, entrepreneurs will not incur upgrading-related costs when using cloud servers. Thirdly, human errors and natural disasters do not affect the cloud, particularly since it’s an intangible ...
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Family caregiving is something we lend little thought to until it becomes a reality in our lives. Overnight, you could find yourself having to take care of your elderly parents, an ill spouse, or a disabled child. How will you manage?   To be a good family caregiver, you need to know that it will require love and loyalty, which is most often accompanied by little visible reward. However, your time and patience are some of the greatest gifts you can give to a loved one in need of care. But that shouldn’t mean that caregiving should adversely affect your mental and physical health.   The case for assessing family caregiver needs   The assessment of family caregiver needs has a dual purpose. The first is to ensure that your loved one is getting the necessary care. The second is to make sure that your caregiving responsibilities are not causing so much strain that it affects your ability to act as a caregiver.   A thorough assessment of family caregiver needs can reveal some startling realities:   Caregiver fatigue is real   You might want to write it off to your imagination, but caregiving is demanding and can lead to feelings ...
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Who met Arlette at AIIM19?  She's full of knowledge and her eagerness to apply what she's learned from the sessions is contagious.  Arlette is the Global Records & Information Manager at Iron Mountain.  If you haven't connected with Arlette before, please do so here! Name: Arlette Walls Position: Global Records & Information Manager Company: Iron Mountain Where do you live in?  I work remotely from San Diego, CA How long have you worked in information management?  I joined Iron Mountain in December 2018, with 15 years of experience, primarily in the biotech industry, leading global and cross-functional initiatives in records management, compliance, risk, and data privacy.   I also served as PRIMO chair (Pharmaceutical Records and Information Management Organization), a consortium of top pharmaceutical companies aiming at developing and advancing RIM solutions in that industry .  What does your work entail? Do you have company support? How are you helping drive the goals of your office through your work? One of my goals is to focus on transformative growth using Iron Mountain’s own information management solutions.  RIM is in an evolving environment ...
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