In my opinion............

The wide disparity that exists in records storage and records protection is due to a failure by records managers society to effectively set up a respected body of professionals to make the case for what is sound and quality records management, records storage and records protection.  In effect, a public relations arm for the records management profession and its accepted Standards.

Records Managers of high integrity, have to craft their own RFP’s drawing from many sources because the leadership of the records management association does not see fit to support the Codes and Standards that could add great credibility to the Records Management Profession.  Imagine a representative from the Records Management Professional Institute ( I made this up as it does not exist.  Sadly.) sitting on the NIST and ASTM committees that deal with records management and protection.  Or a 4 member team on the NFPA Records Management Standards covering the Corporate Records, Government Records, Health Records and Organization Records.

Linking SAA, NAGARA and world bodies would be the next step.

In the past, I thought ARMA would play a role here but in their current format they cannot speak out about quality for fear that they would offend some of their vendors that exhibit at the conference.  Past Presidents that have spoken out have been targeted for revenge. 

ARMA for a period of time played a role on the  NFPA 232 Protection of Records Standard Technical Committee, but they failed to support their representatives on the Technical Committee and now new members on the Committee do not even know ARMA exists.  

I thought the ICRM could play a role but their only role is to promote people becoming a CRM??  What is the point if there are no effective Standards that define the core principles.

I get a kick out of reading all these officious article by the Ponemon Institute. In a short period of time, Mr. Ponemon  has created a situation where people read his stuff and refer to it as if it has some special credibility.  Who is that guy?  Where does he draw his credibility? But he now is a respected resource by some records managers.

[Skip to a scene from the Music Man..... "See here Professor, we need to see your credentials.”  and the scene with the Saleman “But he doesn’t know the Territory!!” .....skip back to rant.]  Mr. Ponemon is a great promoter and a smart guy but where does he draw his authenticity?  I laugh when I see an ARMA article refer to a study by the Ponemon Institute.  Shouldn’t Ponemon be referring to a Study by ARMA or the ICRM.  (Don’t tell me that is not it’s job.  I am telling you that there is an opportunity there to use your CRM credibility for good. 

The ICRM should have some core mission; other than to solicit more members. They should stand for something.  Imagine the bully pulpit if Press Releases came out stating that: “The ICRM reiterated their core position that records in storage must comply with the effective design standards (NFPA 232, NFPA 1600, NFPA etc) and these standards define that records in storage must stored in a manner: 1)  that allows effective searches for records 2) with a guaranteed success assured in finding any record collection classified; and 3) systems that will maintain these associated records for their required retention period. Furthermore these records should be stored in environmental conditions that will certify that the records will retain their evidentiary quality for their required life span. Claims by those who state that records need not be protected adequately because others in similar industries do not provide protection is a ridiculous statement given the many standards which exist defining appropriate records management procedure.” 

If ARMA is challenged to step to the bully pulpit they quickly state they are merely a trade association tasked with holding an annual trade show and growing their revenue base of exhibitors so they can hire more staff for ARMA headquarters.  ICRM is really the only hope for a credible voice.  It is where you best knowledge base resides. Also if you took this role, it would encourage more RM’s to become CRM’s because you would be joining the Brotherhood/Sisterhood of accurate records management technology.

Larry Medina at his own expense serves on NFPA 232’s Technical Committee and because his credibility single-handedly stymied a power play to weaken the NFPA Standard, ARMA showed their colors when they removed him as Head of their Standards Committee and turned it over to a staffer who could make sure that nothing ARMA ever did would offend vendors buying booths at the show.

ARMA has never tasked itself in the long-term with promoting records management and protection profession.  It sells its service to its own membership as simply an education forum.  It should be selling the value of records management to Wall Street and Main Street. So the next time you read a Press Release by the Ponemon Institute, think about how long ARMA has existed and then realize that a relative newcomer has usurped the voice of records management.

If the ICRM should want to look for a role model for an organization seizing the high ground, look to NAID. Analyze how Bob Johnson, their executive director, has masterfully positioned that organization.  He established certification programs for their shredding operation membership and had auditors back up their certification. Alan Andolsen and other respected CRM’s performed their audits.  Bob Johnson has helped craft legislation, sat on major committees for Data Protection and has advanced a relatively new industry to one of the most respected organizations.  No one would consider anything in the field of information asset protection and shredding without contacting Bob Johnson and this allows NAID to be effective in the industry.

I believe that ARMA could be very effective in controlling their destiny if you created a lobbying position that you supported. That person would make sure that all legislation regarding records storage, records software, policy and procedures would be influenced by the records management community. This would enhance the value of every records management position and make you proactive rather than reactive to what is being driven by the Cloud, Housekeeping practices or electronic storage models.

This activity cannot be controlled by the ARMA President due to the short term in office.  This position needs to be full time and long term with an individual that has the best interests of the profession in their heart. And maybe reports to the ICRM Board as they care about the Industry and its status.  You could fund this position by setting aside 3,500 sq. ft. of floor space at your annual conference that funds this position. This would provide a budget of $122,000 to pay and fund this position.  Or you could have corporate sponsors that helped defray the cost of your Industry Lobbyist.

This RM Lobbyist could also act as a paid consultant to deal with Industry issues where SAA, NAGARA or NARA are trying to forge a common cause. The stature of the RM Industry would transform over time and destiny would be changed forever.

Your thoughts?


Hugh Smith
FIRELOCK Fireproof Modular Vaults
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