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

1. Sitting for theCertified RecordsManager (CRM)ExamParts 1 thru 5 Scott Murchison CRM

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 –3:00pPart 5 3:00p – 3:45pTaking the Exam(s)

3. Why Become a CRM?

4. Why Become a CRM? • Career advancement • Professional recognition • Upleveling your profile • It will CHANGE your LIFE

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

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

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)

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

9. Part 1Management Principles

10. 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

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

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

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

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

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

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

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

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

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

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

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

23. Part 2Creation & Use

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

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

26. Part 2Information Capture and Use • 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. Part 2Legal Compliance • 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. Part 2Risk Assessments • Definition, Objectives • Identity Theft • Business, Legal and Accountability Risks • Security Provisions

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

30. Part 2Electronic Communications • 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. Part 2RIM-Related Business Activities • 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. Part 3RIM Systems, Storage and Retrieval

33. 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

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

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

36. Part 3Filing Systems Design • 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. Part 3Records Storage and Retrieval • 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. Part 3File Conversions • Planning and Evaluation • Feasibility, Cost Studies • System Design • Back-file and Records Conversion Methods • Post-conversion Media Disposition

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

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

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

42. BREAK Stretch Biology Break Take Care of Yourself

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

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

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

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

47. Part 4Retention Schedule Creation • 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. Part 4Schedule Implementation • 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. Part 4Schedule Administration • 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. Part 4Vital Records Programs • Identifying Vital Records • Risk Analysis • Protection Methods • Developing the Plan – Testing and Updating