MRM Region 2011 Leadership Conference Twin Cities

1. MRM Region 2011 Leadership Conference Twin Cities

2. Chapter Membership • 2010-2011 Chapter President: Molly McCracken • # of Members – Beginning of Year: July 2010 = 152 members • Current # of Members: June 2011 = 203 • Chapter Size Category: Large • Membership Goal for 2010-2011: maintain current membership numbers • Recruiting and Contacting – methods: email notifications of non-member attendees & 099, chapter meetings, free networking event, posting meeting information on community calendars (MRM, ARMA International, local schools, newspaper, business journals etc) • Chapter volunteers – recruiting, involvement (activities): free networking event • What months and day of the month do you hold educational meetings: Sept – May annually • Methods of communicating with members: announcements at meetings and email

3. Board of Directors • # of Members: 16 • Types of Positions: • Elected Officials: 4 • Appointed Officials: 12 • Meetings (how often and method i.e. in person, conference calls): typically meeting after or before all monthly meetings. And the once or twice over the summer months. If needed and accessible we will have conference calls. • What was Good about your BOD: Experienced and long term ARMA Members. Three Past Presidents returned to serve on the Board and one Past ARMA International President. • What Challenges did your BOD face: communication issues • Board Transition of Members – at end of year:5 • Recruiting/Succession planning methods: We have a transition meeting in June/July. Through our committee volunteers we try and get new BOD members.

4. September 2010 • Meeting Date: September 21, 2010 • Time of Day: 8:00-12:00 • Attendance #’s: 64 • Topic: Dead Sea Scrolls – A Look at Long-Term Preservation • Speaker: Edward Fleming, Ph.D. • Comments: Presentation by Dr. Fleming followed by a tour of the Dead Sea Scrolls exhibit at the Science Museum of Minnesota

5. October 2010 • Meeting Date: October 12, 2010 • Time of Day: 11:30-4:15 • Attendance #’s: 36 • Topic: Session #1: The Cloud and Web 2.0: Issues and Risks for Consideration; Session #2: The Perfect Storm: Messaging and the Records Manager • Speaker: Patrick Cunningham, CRM, FAI • Comments:

6. November 2010 • Meeting Date: November 2, 2010 • Time of Day: 8:00-10:30 • Attendance #’s: 34 • Topic: Reduce Risk & Achieve Regulatory Compliance with a Robust Records Management Strategy • Speaker: Panel including Rhea Frederick (Legal Consultant at Kroll Ontrack), Matt Wyatt (Electronic Discovery Manager at Cargill); David Yerich (Director of eDiscovery at United Health Group) • Comments:

7. December 2010 • Meeting Date: December 14, 2010 • Time of Day: 7:45-11:45 • Attendance #’s: 66 • Topic: Session #1: How to Build a Retention Schedule for All Your Records; Session #2: Implementing Retention Schedules: Managing Lifecycles of Electronic & Digital Records • Speaker: John Montana, Esq. • Comments:

8. January 2011 • Meeting Date: January 11, 2011 • Time of Day: 4:30-6:30 • Attendance #’s: 23 • Topic: Business, BBQ & Beverages • Speaker: Variety of volunteers who led table topics • Comments: Informal networking session with table topics and facilitators determined ahead of time

9. February 2011 • Meeting Date: February 8, 2011 • Time of Day: 11:30-2:15 • Attendance #’s: 42 • Topic: Back to Basics: RIM 101 • Speaker: Elizabeth Zaspel, CRM • Comments: Basic session on records inventory, retention schedules, holds and disposition

10. March 2011 • Meeting Date: March 8, 2011 • Time of Day: 1:30-3:45 • Attendance #’s: 31 • Topic: Improve Profitability By Leveraging Technology and Best Practices • Speaker: Michael Theis, CDIA+ • Comments: Covered eight case studies

11. May 2011 • Meeting Date: May 24, 2011 • Time of Day: 10:00-2:00 • Attendance #’s: 48 • Topic: Winning Strategies for Stress-Free Communication • Speaker: Sue Hawkes • Comments: Also included volunteer recognition and awards program.

12. Annual Seminar • Meeting Date: Thursday, April 14, 2011 at St. Catherine University in St. Paul, MN • Time of Day: 8 a.m. to 4:30 p.m. • Attendance #’s: 131 – attendees, vendors & speakers • Topic: Professional Development for Records Managers, GARP Maturity Model, Electronic Records Inventory, Information Security/Cyber Crimes, Digital Preservation, ECM, Information Governance – Policy/Procedures, Social Media Strategy • Speaker: – Jesse Wilkins/Keynote, Galina Datskovsky/General Session, Pam Doyle, Tim Johnson, FBI, Tammy Price, Melissa Suek. Deb Gearhart, Steve Golden • Attendee Fee Structure: Members $125, Non-members $175, Students $50 • Vendor Involvement/Support: 18 booths, BDRS paid Jesse’s speaker fee, Autonomy – most of Galina’s costs, Fujitsu all of Pam Doyle’s costs, Iron Mountain sponsored breakfast costs, Shred Right – table center pieces – other vendors provided door prizes • Fee Structure - $400 member and $450 non-member • Special Activities (e.g., silent auction): Raffle tickets – proceeds went to Second Harvest Heartland – their representative gave a presentation during lunch. ICRM track – three sessions for the attendees AIIM Chapter, Second Harvest Heartland & St. Catherine University all had booths.

13. Special Projects • Community Involvement – charities, services etc. • Monthly raffle to raise money for our Charity of the year. This year we supported Second Harvest Heartland. The TC Chapter donated $1000 this year. • Other professional organization projects/relationships • This year we didn’t have any joint meetings. We reached out to AIIM monthly this year and cross advertised each other’s events. • Scholarship programs/promotions • We offered our scholarships but we had no one apply. • Mentoring activities • Worked this year to connect students with companies willing to accept an intern. • Vendor Relationships • Our vendors are able to present a vendor spotlight at a monthly meeting if they like. They are allowed 10 minutes at the meeting and can talk about success stories. We ask them not to make a sales pitch.

14. Special Projects – Board of Directors • List and explain special projects that the Board or Committees tackled this year: • Updated our Chapter Bylaws • Approved by the BOD, Region and International. We will send to the membership for approval soon. • We are creating operating and financial procedures and policies. • Updated all Job Descriptions for the Chapter’s Board Members.

15. Successes, Challenges & “Different” • What were your chapter’s top successes? (1 to 3 examples) • Spring Conference • The cost of holding meetings continues to rise due to increases in location rental and food. After 6 years at the same location, we moved the Spring Conference to a local University where we were able to lower costs. In addition the success of the conference can be attributed to the speakers, both local and national, the generous vendor participation and financial support, and the dedicated Chapter volunteers. • Thinking outside the “box” and trying the Networking session in January in lieu of a regular monthly meeting. • Reaching out to the ICRM and having a three session program built into our Spring Conference as a “track” • What really challenged the Board and/or Chapter this year? • Monthly meeting attendance – with the economic issues for organizations – we continue to struggle to bring up attendance. This impacts the ability of the Chapter to not lose $ on monthly meetings • BOD – members ability to attend meetings due to work commitments – with organizations doing more with less. Some of the BOD members are also required to travel more and it is hard to always have them attend the required meetings. • What would/could the BOD have done different or would try next time? (1 to 3 examples) • Going into this new Chapter year we need to look at different venues for meetings, program planning for cost effective speakers, and try to “refresh” the BOD with creative agenda and time management ideas.

16. Conclusion • Please share one or two expectations or ideas you have for the coming Chapter year. • We are going to keep the University venue for our Spring Conference and “tweak” some of the logistics to improve upon our framework. • We are exploring a proposal from a Vendor for co-hosting an educational “symposium” and substituting it for a monthly meeting – it would be free attendance for our members and at no cost to the Chapter and at the same time give members the monthly educational meeting.