TIDAL WAVES PRIVACY LAWS Officers of the Board of Directors. Inside this Issue:

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1 Tid e wa ter Ch a p ter # 4 5 TIDAL WAVES Volume 43, Issue Officers of the Board of Directors President Jonathan Tillman (757) jtillman@nnva.gov Vice President Darlene Barber, CRM (757) Darlene.Barber@hii-nns.com Secretary Susan Marziani (757) smarzian@vbgov.com Treasurer Virginia A Jones, CRM, FAI (757) vjones@nnva.gov Past President Michele Trader (757) x6660 mtrader@hrtransit.org The Newsletter Editor and the Committee Chairs (listed on page 6) also serve as members of the Board of Directors Mid-Atlantic Region Manager Bradlee Davis (919) Bradlee.Davis@jacksonlewis.com PRIVACY LAWS November 2015 So much has happened in the past few years to make us all very aware of the inadequacy of the internet in safeguarding our personal information. We ve also learned that the largest and most technological database is not immune from breaches. What does the law say businesses and government must do to safeguard our personal data? Is there anything we, as users of social networks and on-line purchase sites, should do to protect our information? Just what is privacy as used in the laws? Who requires information privacy and what information is private? In 2005, the ARMA Educational Foundation published a two-part research report on privacy law in the United States that discusses these issues and the report is currently being revised Part one covers only federal law. Part 2 identifies the specific state privacy laws that impact records and information. The report is not a definitive compilation of all state privacy law. The laws covered are based on high profile privacy issues identified by the National Conference of State Legislatures. It does not cover "identity theft" laws or data security laws unless they were included with privacy of personal information. Join us this month for a presentation on the Part 2 research paper with emphasis on Virginia privacy law. ALSO It s our annual share the bounty meeting so remember to bring canned goods to the meeting for the chapter to donate to the local food banks. PRESERVING YESTERDAY, MANAGING TODAY, PREPARING FOR TOMORROW Newsletter Editor: Virginia A. Jones, CRM, FAI 700 Town Center Dr #400 Newport News, VA vjones@nnva.gov Inside this Issue: President s Message 2 November Meeting 3 Chapter Library New Acquisitions 4 Personal Data Retention and Destruction Plan Section 4 5 Charitable Events 6 Treasurer s Report for September October Meeting Minutes 8 Calendar of Events 11

2 V O LU M E 4 3, I S S U E 3 T I D A L WA V E S PAGE 2 PRESIDENT S MESSAGE One of my favorite times of the year Fall and with it brings the wonderful color show of Virginia s forest and wooded areas. Every other year my family gets together to head out to the mountains to partake in the natural serene beauty that can be found out in the woods. It s a perfect time to reflect on life the good and the bad. This time of year also brings time to give thanks for all that we have. In keeping up with tradition, our Chapter will be having our Annual Angel Tree and Food Drive during our November meeting. The Board is asking all members and friends to attend our November meeting to pick up a bag for one of our Angels and bring it back during the December meeting for distribution to the Angel. We are asking that all members bring with them a canned or nonperishable item to the November meeting. Before I forget to mention, this year s conference was held in the Washington DC are. It was a great time of fellowshipping with our peers from all around the globe. So in conclusion, I m looking forward to seeing all fellow members for our November meeting. This month we have our very own Virginia A. Jones (FAI, CRM) presenting on Privacy Laws in the Commonwealth of Virginia. Your President, Jonathan Jonathan D. Tillman STANDING Sarah Quisenberry, Kim Wilson, Georgia McQuigg, Gabriel Buckley, Susan Marziani, Lori Newell, Jonathan Tillman, Darlene Barber, Angie Diggs. SEATED Ginny Jones

3 VOLUME 43, ISSUE 3 TIDAL WAVES NOVEMBER MEETING ANNOUNCEMENT PAGE 3 Date: November 10, 2015 Topic: Privacy Laws in the Commonwealth of Virginia Speakers: Virginia Jones, FAI, CRM Newport News Waterworks Department Menu: Soup - Butternut Squash Bisque Onion Crusted Chicken Breast w/ Sundried Tomato Hollandaise (Vegetarian entrée available) Chipotle Duchess Sweet Potatoes Asparagus Rolls Chef s Choice of Dessert Location: Newport News Marriott at City Center 740 Town Center Drive Newport News, VA (757) Time: 5:30 pm Networking 6:00 pm Dinner 7:00pm Program Cost: $25 Members $30 Guests Please RSVP no later than November 6, 2015 to tidewater.arma@gmail.com. Topic Privacy Laws in the Commonwealth of Virginia Based on a study sponsored by the ARMA Educational Foundation, this presentation discusses the need for business and government entities to understand increasingly complex laws and regulations in order to protect the data and records of their customers and citizens. Compliance with U.S. privacy laws is often difficult due to the volume and complexity of both federal and state laws and regulations that affect or relate to these issues. This session will discuss existing U.S. state personal information protection laws and regulations with an emphasis on Virginia privacy-related laws and their RIM requirements. Objectives: Recognize U.S. state personal information privacy protection laws, in particular those for the Commonwealth of Virginia, and the purpose of each. Identify the key requirements of U.S. state personal information privacy and protection laws and to what type of government or business entity it applies. Identify the requirements of Virginia privacy related laws and regulations. Speaker Virginia A Jones, CRM has over 49 years of experience in records and information management (RIM). Her experience includes hands-on operations, management, writing, teaching and training in all aspects of the industry. She is the author of the AIEF studies Requirements for Personal Information Protection, Part 1: U.S. Federal Law and Part 2: U.S. State Law and has developed policies and procedures and an internal training program for compliance with Virginia state privacy laws. Directions to Newport News Marriott From the East or West on I-64 Take Exit 258A to merge onto U.S. 17 S (J. Clyde Morris Blvd) Turn Right onto Diligence Drive (first light) Turn Right onto Thimble Shoals Blvd Turn Right onto Fountain Way Turn Right onto Town Center Drive *Free parking available in Marriott parking garage or in other free parking garages available in the immediate area

4 PAGE 4 TIDAL WAVES VOLUME 43, ISSUE 3 TIDEWATER CHAPTER LIBRARY NEW ADDITIONS Contact Darlene Barber at for more information Title Author Version Date Format Fundamentals of Management, 9th version Robbins, De book Cenzo, Coulter Understanding Electronic Records Storage Technologies ARMA TR book Records Center Operations, 3rd edition ARMA TR01 Controlled Language in Records and Information Management Emergency Management for Records and Information Programs, 2nd edition Best Practices for Managing Electronic Messages, ARMA TR24 Establishing Alphabetic, Numeric and Subject Filing Systems, ANSI/ARMA book 2008 book Jones, Barber 2011 book 2013 book 2005 book Managing Electronic Records, 4th edition Saffady 2009 book Micrographics: Technology for the 21st Century Records and Information Management, Fundamentals of Professional Practice Records Management: Making the Transition from Paper to Electronic Project Management Best Practices, 3rd edition Managing Records and Information Programs: Principles, Techniques & Tools Saffady 2000 book Saffady 2011 book Stephens 2010 book Kerzner 2014 book Dearstyne 2009 book Digital Document Management Saffady 2007 book Arranging & Describing Archives & Manuscripts Information Nation 7 Keys to Information Management Compliance, 2nd edition Roe 2005 book Kahn, Blair 2009 book How to Develop a Retention Schedule Montana 2010 book Records & Information Management Franks 2013 book Revised Framework For Integration of Electronic Document Management Systems and Electronic Records Management Systems, ANSI/AIIM/ARMA TR48 Working Collaboratively in an Electronic World AIIM & ARMA International 2006 pdf 2007 pdf Chapter Committee Chairs Charitable Committee: Darlene Barber, CRM Education: Angela Diggs Financial & Audit: Lori Newell Historian: Darlene Barber, CRM Member Care: Georgia McQuigg Membership: Georgia McQuigg Nominating: Jonathan Tillman Darlene Barber Publications/Publicity: Virginia A Jones, CRM, FAI Seminar: Darlene Barber By-Laws: Darlene Barber, CRM Standing Rules: Virginia A Jones, CRM, FAI Awards Committee: Michele Trader Webmaster: Jonathan Tillman Newsletter Editor: Virginia A. Jones, CRM, FAI Tidewater ARMA Chapter members are expected to serve on at least one committee. Please review the list above and contact the committee chairperson to get involved.

5 PAGE 5 TIDAL WAVES VOLUME 43, ISSUE 3 PERSONAL DATA RETENTION AND DESTRUCTION PLAN Privacy Rights Clearinghouse The following material is taken from the Privacy Rights Clearinghouse Fact Sheet 12a: Personal Data Retention and Destruction Plan. There are 6 FAQs included in the fact sheet. This the third section in the series of FAQs. The first group including questions 1 & 2 are in the September 2015 newsletter; the second group including question 3 is in the October 2015 newsletter. At Privacy Rights Clearinghouse, we believe your right to privacy is about being in control of your personal information. An obvious part of that equation is keeping good personal records. Just like companies have data retention and destruction policies, so should you. This sheet includes the following FAQs: 1. Why should I keep records? 2. What is a record? 3. How should I maintain my records? 4. Where should I keep my records? 5. How long should records be kept? 6. How do I destroy records I no longer need? Copyright Privacy Rights Clearinghouse Posted April 2011, Revised May Where should I keep my records? When considering how to store your records, think about all the worst-case scenarios: snooping family members, house burglary, fire, natural disaster, a personal injury or even death. Consider keeping an emergency kit with your attorney or a trusted family member that contains copies of critical documents and records in addition to the below storage tips: Safe deposit box Keep all of your original Proof of Person and Proof of Ownership/Purchase in a safe deposit box at your local bank. We recommend making copies of these documents and keeping them with your easily accessible documents for quick reference. Read the FDIC's guide "5 Things to Know About Safe Deposit Boxes, Home Safes and Your Valuables" for more information. Easily accessible Your active files should be kept secure, but in a place that s easily accessible. Paper Keep in a locked drawer or filing cabinet inside your home. A fireproofed safe is best. Electronic For your electronic records to remain private, you must encrypt the files and hide the encryption key. Also, make sure the data is backed-up and consider keeping copies in a fireproof safe or in your safe deposit box. On a computer Keep your computer secure. Make sure your computer has the latest anti-virus and anti-spyware software installed. In addition to encrypting the files, password protect your computer. In the cloud Storing data in the cloud has its own risks because you aren t in control of the physical servers that contain your data. Make sure you encrypt the files and hide the encryption key. On a portable storage device There are many products on the market that securely store data, such as USB drives, CDs, and external hard drives. Whatever you choose to use, make sure the data is encrypted. In long-term storage Your archived files should be kept secure, but in a way that isn t taking up valuable space. Paper Lock important papers in a safe place. It could be in a secure storage unit, or a remote part of your home. Electronic - Create a zip file for your permanently archived records.

6 PAGE 6 TIDAL WAVES VOLUME 43, ISSUE 3 CHARITABLE EVENTS Angel Tree Community Project The holidays are approaching fast and Tidewater ARMA Chapter members once again have the opportunity to bless others less fortunate than ourselves. At the November meeting, members will have the opportunity to take a bag (or bags) to fill with gift items. The bags must be returned at the December Holiday Party, scheduled for December 8 th, for delivery to the families of the children selected. Annual Food Drive The Tidewater Chapter will be hosting its Annual Food Drive at the November meeting. Please support this worthy cause by bringing nonperishable food items and/or cash donations. The Food Drive proceeds will be donated to the Peninsula Food Bank. OCTOBER MEETING

7 PAGE 7 TIDAL WAVES VOLUME 43, ISSUE 3 TREASURER S REPORT SEPTEMBER 2015 TREASURER S ACTIVITY REPORT SEPTEMBER 2015 CHECKING/OPERATING ACCOUNT Beginning Balance September 1, 2015 $4, Receipts: 9/18 September Meeting /22 ARMA Escrow-Membership /30 Interest 1.25 Total Operating Receipts Disbursements: 9/15 #1027Jonathan Tillman(Sept meeting) /15 #1028Darlene Barber-speakers gifts /25 Transfer to Savings meeting raffle /21 Marriott Sept meeting Total Operating Disbursements Ending Balance as of September 31, 2015 $4, SAVINGS/SCHOLARSHIP ACCOUNT Beginning Balance September 1, 2015 $2, /25 September raffle /30 Interest Ending Balance as of September 31, 2015 $2, TIDEWATER ARMA NET WORTH: $ Respectfully Submitted, Virginia A. Jones, Treasurer November 9,, 2015

8 PAGE 8 TIDAL WAVES VOLUME 43, ISSUE 3 Call to Order :

9 PAGE 9 TIDAL WAVES VOLUME 43, ISSUE 3 INSTITUTE OF CERTIFIED RECORDS MANAGERS For informational materials describing the certification process, including the qualifications required and the examination form, go to or write or call: Institute of Certified Records Managers 1450 Western Avenue, Suite 101 Albany, New York The CRM examinations are given four times per year at Pearson VUE locations throughout the world. Upcoming exam cycles and registration for the CRM Examination are as follows: Fall 2015: Parts I-VI, Nov 2-13, 2015 Registration Open: Aug 21 Oct 29, 2015 Spring 2016 : Parts I-VI, May 2-13, 2016 Registration Open: Feb 19, 2015 Apr 28, 2016 Winter 2016 : Parts I-VI, Feb 1-12, 2016 Registration Open: Nov 20, 2015 Jan 28, 2016 Summer 2016: Parts 1-6, August 1-12, 2016 Registration Open: May 20-July 28, 2016 Staffed from 9am to 4:30pm EST Phone: ABOUT THE INSTITUTE OF CERTIFIED RECORDS MANAGERS AND THE CRM CREDENTIAL The Institute of Certified Records Managers (ICRM), an international certifying body of and for professional records managers, began the process of issuing the CRM designation in The organization and the credential continues to be a valuable part of the Records and Information Management (RIM) community; an expanding interdisciplinary, global and diverse constituency. The ICRM serves as the official certifying body for both and the Nuclear Information and Records Management Association (NIRMA). The CRM credential provides a strong foundation of core skills and competencies for the RIM professional. It covers everything from general management principles, all aspects of recordkeeping from creation, management, control, storage and disposition, through in-depth areas of recordkeeping technologies. In addition, CRM Candidates are required to put together the subject matter knowledge they gain through preparation for the exams, by writing two business case studies that demonstrate their ability to apply and convey their knowledge to upper management, clients and other constituents.

10 PAGE 10 TIDAL WAVES VOLUME 43, ISSUE 3 The Information Governance Professional (IGP) knows the ins and outs of his/her organization and its expectations. Said professional knows when to drive out excess cost, mitigate risk according to tolerance level and when to actively use information for its business value. This is a highly touted and respected person in the organization. The mission of the IGP Certification Program is to provide an information governance credential within an ethical and professional framework to support individuals to deliver organizational value and reduce risk. Why you Should Become an IGP Ability to receive credentials to officially showcase your expertise Possible career growth Recognition within your network and/or organization Access to new educational resources Honor of carrying a prestigious certification within your industry Further build your network by meeting other IGP certification recipients If you re interested in a unique way to grow your areas of expertise and become more prominent within your network, check out what you need to know to become IGP certified at All details, including why you should become an IGP and future exam dates, are listed on the IGP website. If you think you already may have acquired the knowledge and skills to be an IGP, take the next step toward joining this prestigious group--sign up for the IGP certification exam. For questions, CertificationStaff@armaintl.org.

11 PAGE 11 TIDAL WAVES VOLUME 43, ISSUE 3 Tidewater ARMA Chapter Calendar of Events Subject to change. For current events please visit: September 15 October 27 November 10 December 8 Marriott at City Center Speakers: Bradlee Davis Jennifer McClain Leadership (Southside) Hyatt Place Chesapeake Speaker: Pat Noble P.F. Noble and Associates.Auditing the Records Management Program Marriott at City Center Speaker: Virginia Jones, CRM Privacy Laws in the Commonwealth of VA FOOD BANK DONATIONS HOLIDAY PARTY Entrust Records Management Newport News Darlene Barber, CRM (Host) Bring your raffle items! ANGEL TREE BAGS January 19, 2016 February 16 March 15 April 19 ANNUAL BOSS S NIGHT Marriott at City Center Speaker: TBD Records Management s Role in Strategic Planning (Southside) Hyatt Place Chesapeake Speaker: TBD Mergers and Acquisitions (Southside) Hyatt Place Chesapeake Speaker: Al Minnick, Vital Records Manager, Food & Drug Administration Vital Records Time TBD FACILITY TOUR: (Southside) DOMA Technologies Virginia Beach Host: Josh Borum May 24 June 21 July August SPRING SEMINAR Orchestrating RIM (Session 1:Managing Electronic Records) (Session 2: Working Collaboratively: IT, Legal, Security and RIM) Speakers: William Saffady (Session 1) George Darnell (Session 2) Annual Awards & Installation Event Bayport CU Training Center Host: Darlene Barber, CRM Enjoy your summer! Marriott at City Center Newport News