Agenda

Day One

Day 0: Monday, June 25, 2007

9:00am – 4:30pm

Full Day Workshop : Performing a RIM Situational Analysis

Records and Information Management (RIM) programs are being re-examined by all types of organizations, big and small, regulated and unregulated, right across the country. Everyone has become more concerned with privacy, access, accountability, legal preparedness, business continuity, and many other organizational goals that RIM programs have traditionally supported. And of course organizations also want to continue improving performance and productivity. As a RIM practitioner or manager in your organization, how do you determine where change needs to be made to achieve the more demanding goals of your organization, and how do you document your analysis so that others accept and approve your action plan?

A Records and Information Management (RIM) situational analysis is a straightforward self-assessment that should be performed by RIM staff, in every organization, on a yearly basis, as a means of establishing legitimate goals and priorities, and as a means of seeking specific resources, for the coming year. However, most organizations perform no such regular review of their RIM program, and eventually suffer a crisis or unexpected failure, leading Senior Management to demand what went wrong. It is better, by far, to perform a situational analysis now, establishing the gap between your RIM program mandate and the actual practices in your organization, allowing you to predict failure and prevent it before it occurs.

Simply put, the performance of a situational analysis allows you to align your technical resources, information resources, human resources, and financial resources around the organization's business actual RIM needs. In a highly interactive setting, join Scott Procter, MA, PEng., a leading RIM business analyst, in laying out a complete situational analysis methodology, with sample documents and dozens of helpful illustrations and anecdotes. Specifically, this workshop will address:

  • Establishing the RIM goals of your organization
  • Gathering support for and scheduling RIM interviews and other research
  • Conducting RIM interviews
  • Documenting the situational analysis:
    • Expressing your observations
    • Preparing related recommendations
  • Organizing recommendations into an action plan

By the end of this full-day workshop you will be able to perform your own situational analysis and will be able to use it to achieve your RIM goals. Don't miss this unique opportunity steal work away from a consultant!

Day 1: Tuesday, June 26, 2007

8:00am – 8:45am

Registration

8:45am – 9:00am

Welcome and Opening Remarks


Scott Procter
President
ARMA NCR (Ottawa) Chapter

Scott Procter
President
ARMA NCR (Ottawa) Chapter

Scott Procter is an independent consultant and writer, holding degrees in Industrial Engineering, Philosophy and English Literature. This odd combination of interests has lead Scott along a circuitous but highly instructive career path. He practiced conventional engineering while serving in the Canadian Navy, and then performed different analytical, sales and managerial functions during the exciting but often unproductive software implementation frenzy of the mid-1990's. Most recently, his professional practice has focused on the determination of business requirements, rules and procedures making records and information management (RIM) technology solutions truly useful. Scott is also the President of the ARMA-NCR Chapter.

9:00am – 9:45am

Putting the "R" Back into the EDRMS


Bruce Miller
President
RIMtech Inc.

Many Electronic Document/Records Management Systems have been implemented,
but the recordkeeping does not seem to be happening! Why not? This session
presents an overview of a structured methodology for successful
implementation of electronic recordkeeping, featuring Microsoft's new Office
2007 recordkeeping capabilities as a working example. This methodology
specifies clear goals, specific tasks, and measurable outcomes. Learn from
Microsoft's experience with its own corporate recordkeeping project, and
understand common barriers to success such as business culture and policies,
user complacence, technological issues, and more.

Bruce Miller
President
RIMtech Inc.

Bruce Miller is President of RIMtech. Mr. Miller is widely regarded as the inventor of modern electronic recordkeeping software. He co-founded Provenance Systems in 1989, where he pioneered ForeMost, the world's first commercial electronic recordkeeping software, now owned by EMC/Documentum Corp. In 1997 he achieved the world's first e-Records software certification against the US DoD 5015.2 standard, and has since presided over several successful 5015.2 certifications. He founded Tarian Software in 1999, where he developed the world's first e-Records software engine for business software. That year he received ARMA Canada's National Capital Region's Ted Ferrier Award of Excellence for his contribution to the field of records management.

9:45am – 10:30am

Beyond Google: Enterprise Content Management - The Future of Enterprise Computing


Tom Jenkins, Chairman
Chief Strategy Officer
OpenText Corporation

While Google and search technology dominate the thinking of the consumer Internet and have transformed the way information is delivered to users, there is an enterprise equivalent taking shape primarily around a product area called Enterprise Content Management (ECM), which is the management of unstructured data. This presentation will highlight the core elements that make up ECM, and the major business and technical influences that can be expected to shape ECM in the coming decade. Information discovery is a critical component of ECM. The discussion will trace the history of internet-based search engines from the perspective of the speaker's early participation through to current research into metadata techniques and the impact of e-mail attachments as a defacto repository in many organizations today.

Tom Jenkins, Chairman
Chief Strategy Officer
OpenText Corporation

Tom Jenkins is the Chairman and Chief Strategy Officer for Open Text. Recognized as one of the Ņ100 Most Influential PeopleÓ in the world of knowledge management by KMWorld for five years in a row, Mr. Jenkins has been involved with the Internet since it emerged as a major public network in the early 1990s. As CEO of Open Text Corporation from 1997 to 2005, he was instrumental in the creation of one of the first Internet search engines that were used by Netscape®, Yahoo!®, and IBM®. Mr. Jenkins went on to direct the development of the first Internet-based document management system as well as the earliest versions of Internet-based workflow, portals, and online meeting software. All of these component technologies are early forerunners of current ECM technology. Mr. Jenkins co-authored all three books in the Enterprise Content Management Trilogy. He has an M.A.Sc in Electrical Engineering from the University of Toronto, an M.B.A. from the Schulich School of Management at York University, and a B.Eng & Mgt. from McMaster University.

10:30am – 11:00am

Morning Break

11:00am – 12:00pm

Breakout Session 1

1A: Managing Your BlackBerry Records


Nick Dawson
Research In Motion

Nick Dawson from Research In Motion (RIM) will be presenting ideas on
information access beyond the traditional BlackBerry applications of
email, calendar, and contacts as well as discussing the secure handling
of corporate information in the wireless world and how this translates
to the government's records management requirements. Nick is
responsible for RIM's direct relationship with the federal government
and has over a dozen years experience in information technologies and
systems in the government sector.

Nick Dawson
Research In Motion

1B: Electronic Records Keeping for Microsoft 2007


Bruce Miller
President
RIMtech Inc.

Microsoft has included significant retention and recordkeeping capabilities in Office 2007, particularly OutLook/Exchange, MS Word, and SharePoint. Attend this session to hear an overview of these capabilities, and how to utilize them to meet electronic recordkeeping obligations. Learn about typical challenges and barriers to implementation, including business culture and policies, user complacence, technological issues, and more. Learn what you need to do, and how, to implement this technology successfully. A structured approach to implementation including clear goals, specific tasks, and measurable outcomes will also be reviewed.
Session attendees will be able to:
· Understand the recordkeeping capabilities of the new Microsoft upgrades.
· Develop a clear plan for implementation that sets specific goals and timelines, measurable
· outcomes and results to prove that your project is meeting its objectives.
· Produce a realistic estimate of the costs, resources, and skills required for technology implementation.

Bruce Miller
President
RIMtech Inc.

1C: Presentation - Library and Archives Canada


Jean-Stˇphen Pichˇ
Director General
Government Records Branch
Library and Archives Canada


Fabio Onesi
Director of IM Strategies
Library and Archives Canada

Jean-Stˇphen Pichˇ
Director General
Government Records Branch
Library and Archives Canada

Fabio Onesi
Director of IM Strategies
Library and Archives Canada

12:00pm – 1:00pm

Lunch

1:00pm – 2:00pm

City-Wide IM Initiatives


Stephen Murray
Manager of IM
Corporate Services
City of Ottawa

The City of Ottawa has recently completed their first release of electronic records management (eRM) and have initiated a pilot on electronic document management (eDM). This is part of the City's Enterprise Content Management Strategy started in 2004 that sees WCM, eRM and eDM converging on Oracle's 'Stellent' Universal Content Manager. Mr Stephen Murray, Manager Information Management for the City of Ottawa will present a case study outlining the expectations, planning process, evolution and lessons learned from this first release. Of particular interest to current practionners will be how the City implemented a strategic concept that focused the solution around the client's business relationships rather than a technical repository; and how an integrated set of methodologies were used to maintain momentum and control of the project over a two year period.

Stephen Murray
Manager of IM
Corporate Services
City of Ottawa

Stephen Murray has been Manager Information Management at the City of Office since October 2005 after having served more than 25 years with the Canadian Army. From July 1996 to July 2000 he served at the NATO Consultation, Command and Control Agency (NC3A) in Brussels, Belgium as Project Manager for Network Management and Satellite Control projects. Upon his return to Canada he worked on communications interoperability issues with Australian, United States and United Kingdom coalition forces. Before accepting the position with the City of Ottawa he spent two years developing IM/IT Investment Management policy and practises within DND for ADM (Material). The City of Ottawa has recently completed their first release of electronic records management (eRM) and have initiated a pilot on electronic document management (eDM). This is part of the City's Enterprise Content Management Strategy started in 2004 that sees WCM, eRM and eDM converging on Oracle's 'Stellent' Universal Content Manager. Mr. Murray has a M.A. Sc. in management sciences from the University of Waterloo and a B. Eng Mgt in industrial engineering from the Royal Military College.

2:05pm – 3:00pm

Breakout Session 2

2A: Records Management Metadata: History and Development


Rhonda Healey
Manager
IM Outreach
Library and Archives Canada

In a follow up session to last Fall Seminar's presentation, Rhonda Healey from LAC will further explore Metadata, its history and development.
Participants will learn:
* How to identify records management metadata;
* The importance of metadata models;
* How element sets and application profiles relate; and
* Explore the role in development of metadata plays in EDMS/ERMS.

Rhonda Healey
Manager
IM Outreach
Library and Archives Canada

Rhonda Healey is a Certified Records Manager (CRM) with over 30 years of experience in Records/Information Management in various capacities from designing systems to teaching courses. She is a Manager, Government Information Management Office, Library and Archives Canada. She is the past president of the Records Management Institute. She was a member of the development Committee for the Canadian Metadata Forum held in Ottawa in September 2005. She received an instant award for her work here. She is also a certified Instructor\Facilitator CIF). She has significant experience in facilitating and giving courses, lectures and presentations at various levels for many organizations such as Algonquin College, Association of Records Managers and Administrators(ARMA), the Records Management Institute (RMI), and Library and Archives Canada. She has published articles with ARMA, RMI and Felciter.

2B: Transborder Data Flow


Bob Doherty
Former Director
FOIPOP, Department of Justice
Government of Nova Scotia

In the aftermath of passage of the U.S.A. Patriot Act in the post 9/11 environment in the United States, concerns were raised in Canada with respect to access to U.S. controlled or located data bases of the personal information of Canadians. Both the private and public sector in Canada have worked since 2002 to develop contractual and security guidelines when outsourcing the development, maintenance, and use of such data bases by international, particularly U.S., companies. The legislatures of four provinces in Canada have gone one step further in recent years by approving some legislative provisions to further protect such personal information, and three of the four (British Columbia, Quebec, and Nova Scotia) have passed extensive provisions to ensure such protection.

Bob Doherty
Former Director
FOIPOP, Department of Justice
Government of Nova Scotia

For the past 10+ years, Bob Doherty was Nova Scotia Government's first full-time Freedom of Information and Protection of Privacy Coordinator. Located in the N.S. Department of Justice, his office provided policy guidance and advice on best practices in the field of access and privacy to more than 100 individuals in public bodies and municipalities in the Province. As well, his team each year developed and delivered numerous information, education, and training workshops and materials on the administration of Nova Scotia's access and privacy laws. During his tenure as Nova Scotia's FOIPOP Coordinator he also directed the development of the first mandatory Routine Access Policy in Canada, and was executive producer for a series of access and privacy best practice videos now in use in the province. He was one of the principal architects of amendments to the FOIPOP Act in 1998, and PIIDPA in 2006. He has been a guest panellist at access and privacy conferences across Canada, has taught access and privacy law at the Mount St. Vincent University Information Technology Program, and worked with the University of Alberta's Information Access and Privacy Certificate Program. He holds a B.A. Degree from St. Francis Xavier University, an M.Sc. in Communications from Boston University, and an LL. B. From Dalhousie University. He retired from the N.S. Public Service on April 20, 2007 and plans to continue his professional career in the access and privacy field.

2C: Using IM Tools and IT for Privacy Compliance


Kris Klein
Litigation Counsel
Office of the Privacy Commissioner of Canada

In light of the fact that there are still a large number of
organizations operating in Canada that do not comply with legal
requirements surrounding the rules designed to protect privacy, we have
to ask ourselves what can be done to improve the situation? During this
session, Kris will engage the audience by providing them with practical
advice on how to create the right culture and use the right information
management tools and other technology within your organization to make
it comply with and exceed the rules.

Kris Klein
Litigation Counsel
Office of the Privacy Commissioner of Canada

Kris Klein practices exclusively in the area of privacy law for the Privacy Commissioner Canada. Mr. Klein previously practiced with a national law firm and the Federal Department of Justice. He teaches the Privacy Law course at Ottawa University's Law School and he has written extensively on this subject. He is the Editor-in-Chief of the monthly newsletter entitled the "Klein-Kratachanov Report" that reports on developments in the areas of freedom to information and privacy. Mr. Klein's experience in both the private and public sectors provides a particularly insightful and practical analysis found in his texts: "The Law of Privacy in Canada" and "Privacy in Employment: Control of Personal Information in the Workplace."

He is native to Ottawa and studied in a specialized Geographic Information Systems program at Carleton University. He is active within his community, serves on the Board of Directors of Bronson Centre and of the Canadian Lacrosse Foundation, and coaches hockey and soccer.

3:00pm – 3:30pm

Afternoon Break

3:30pm – 4:30pm

Secure Destruction of Records


Bob Johnson
Executive Director
NAID (National Association for Information Destruction)

Bob Johnson
Executive Director
NAID (National Association for Information Destruction)

4:30pm – 5:30pm

Cocktails and Reception

5:30pm – 8:00pm

Dinner and AGM

ARMA's NCR (Ottawa) Chapter will be holding its AGM after the conference wraps up on the evening of Tuesday, the 26th of June. All conference delegates (ARMA members and non-members) are invited to attend. A meal will be served before the AGM is in session. Please check here for minutes of last year's meeting as well as the agenda for this year's AGM.

* please note that non-members can attend only in a non-voting capacity.
* ARMA members interested in attending only the AGM should contact Natalie Nadon .