1 1 Sitting for the Certified Records Manager (CRM) Exam Parts 1 thru 5 Scott Murchison CRM.
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Transcript of 1 1 Sitting for the Certified Records Manager (CRM) Exam Parts 1 thru 5 Scott Murchison CRM.
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Sitting for theCertified RecordsManager (CRM)
ExamParts 1 thru 5
Scott Murchison CRM
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Agenda
9a – 9:30a Why become a CRM?9:30a – 10a Part 110a – 10:30a Part 210:30a – 10:45a Break10:45a – 11:50a Part 311:50a – 1:15p Lunch1:15p – 2:00p Part 42:00p –3:00p Part 53:00p – 3:45p Taking the Exam(s)
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Why Become a CRM?
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Why Become a CRM?
• Career advancement• Professional recognition• Upleveling your profile• It will CHANGE your LIFE
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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
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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
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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)
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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
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Part 1Management Principles
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Part 1Management 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
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Part 1Principles of Management
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• Management Functions– Planning– Organizing– Directing– Controlling
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Part 1Principles of Management
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• Management Concepts, Theories– 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 1Principles of Management
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• Management Concepts, Theories– Total Quality Management– Downsizing, Rightsizing– Path/Goal Theory– Outsourcing– Team Building– Knowledge Management– Contingency Management– Quality Circles
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Part 1Principles of Management
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• Mission, Goals, Objectives– Responsibility in Developing RIM Programs– Decision-making Steps– Organization Structures
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Part 1Human Resources
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• Staffing• Training, Development• Job Descriptions• Performance Evaluations• Consultants, Temporaries, Outsourcing• Employee Relations• Workplace Diversity
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Part 1Methodologies
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• Project Management• Business Process Management• Change Management
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Part 1Financial 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 1Planning
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• Scope• Forming a Strategy• Setting Goals, Program Objectives• Manager’s Role• Staff Role
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Part 1Planning
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• Upper Management Support• Program Marketing• Mergers, Acquisitions, Divestitures, Joint
Ventures• Collaboration• Determining Functions, Assigning Roles &
Responsibilities
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Part 1RIM Program Elements
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• Program Components– Developing Policy, Procedures– Incorporating Standards, Guidelines– Communications, Awareness– Training, Orientation– Metrics, Reporting, Auditing, Evaluation
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Part 1Ethics
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• Professionalism• ICRMs Code of Ethics• Social Responsibility
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Part 1Global Considerations
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• Standards, Models• Multi-national Considerations• Security Issues• Privacy Issues
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Part 2Creation & Use
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Part 2Creation and Use
• Creating Records and Information
• Information Capture and Use
• Legal Compliance• Risk Assessments
• Information Security
• Electronic Communications
• RIM-Related Business Activities
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Part 2Creating Records & Information
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• Definitions, Objectives• Characteristics of a “Record”• Media Considerations• Creation/Capture/Receipt (migration,
conversion)• Structured vs. Unstructured Data• Cost Considerations
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Part 2Information Capture and Use
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• 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
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Part 2Legal Compliance
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• 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
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Part 2Risk Assessments
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• Definition, Objectives• Identity Theft• Business, Legal and Accountability Risks• Security Provisions
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Part 2Information 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 2Electronic Communications
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• Types of Communications Available• Policies, Acceptable Use Practices• Strategy Development• Tools for Managing• Importance of Training• Intranets and Internet• Collaboration Tools and Unified
Communications
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Part 2RIM-Related Business Activities
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• 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?
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Part 3RIM Systems, Storage and
Retrieval
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Part 3Systems, Storage & Retrieval
• Basic Concepts• Filing Systems• File System Design• Indexing and
Retrieval• File Conversions
• Records Storage Facilities
• Records Center Operations
• Commercial Records Centers
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Part 3Basic Concepts
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• Assessing Information Needs• Controlling Volume of Information• Classifying Information• File Groups• Media Selection
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Part 3Filing Systems
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• Classification Systems• Physical• Electronic Document Management Systems• Special Storage Requirements
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Part 3Filing Systems Design
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• 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
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Part 3Records Storage and Retrieval
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• 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
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Part 3File Conversions
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• Planning and Evaluation• Feasibility, Cost Studies• System Design• Back-file and Records Conversion Methods• Post-conversion Media Disposition
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Part 3Records Storage Facilities
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• Design Considerations• File Equipment• Records Center Shelving• Relocating a Records Facility (moves)
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Part 3Records 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 3Commercial Records Centers
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• Business Case• Vendor Evaluations• Contract Considerations• Vendor Performance Management
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BREAK
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StretchBiology Break
Take Care of Yourself
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Part 4Records Appraisal, Retention,
Protection and Disposition
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Part 4Appraisal, Retention, Protection & Disposition
• Records Inventory• Records Appraisal• Retention
Schedule Creation• Schedule
Implementation
• Schedule Administration
• Vital Records Program
• Business Continuity
• Archives
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Part 4Records Inventory
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• Planning• Organizing• Conducting the Inventory
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Part 4Records Appraisal
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• Data Analysis, Appraisal Evaluation– Analyzing the inventory data to build RIM
program components– Understand these values
• Operational• Administrative• Fiscal• Legal• Archival
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Part 4Retention Schedule Creation
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• 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
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Part 4Schedule Implementation
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• 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
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Part 4Schedule Administration
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• 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 4Vital Records Programs
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• Identifying Vital Records• Risk Analysis• Protection Methods• Developing the Plan – Testing and Updating
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Part 4Business Continuity
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• Planning• Implementation Procedures• Preservation and Recovery
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Part 4Archives
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• Appraisal• Arrangement, Description and Use• Preservation and Recovery• Conservation and Preservation• Media, Software, and Hardware
Considerations• Archival Administration
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LUNCH BREAK
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Enjoy Lunch
Be Back at1:15p
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Part 5Technology, Equipment and
Supplies
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Part 5Technology, Equipment and Supplies
• System Lifecycle• Architecture and
Infrastructure• Lifecycle
Management
• Imaging Technology
• Program, Software and Applications 55
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Part 5System Lifecycle
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• Basic Concepts• Planning Systems• Developing and Implementing Systems• Operating and Administering Systems• Upgrading, Refreshing, Retiring and
Deactivating Systems
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Part 5Architecture and Infrastructure
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• System Architecture• Devices• Security and Accessibility• Data Management• Data Storage
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Part 5Lifecycle 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 5Imaging Technologies
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• Micrographics• Reprographics• Imaging Systems
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Part 5Programs, Software, Applications
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• Databases• Decision Support Systems• Content Management• Business Process Management (BPM)• Communications• Collaboration• Web / Internet
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Takingthe
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?
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Thank You
Scott Murchison CRMPartner, Kaizen InfoSource
(510) 552-9960 [email protected]