ARMA Vancouver Chapter

Table of Contents

Deadlines-------------------------------------------------------------------------------------------------------------------------------------------------- 1

Educational Tracks------------------------------------------------------------------------------------------------------------------------------------- 1

Speaker Privileges------------------------------------------------------------------------------------------------------------------------------------- 1

Speaker Application Form Submission Process------------------------------------------------------------------------------------------- 2

Speaker Selection Process------------------------------------------------------------------------------------------------------------------------- 2

Instructions for Completing the Speaker Application Form--------------------------------------------------------------------------- 3

Deadlines

The following deadlines apply for the call for speakers’ application and acceptance process.

Educational Tracks

This conference will be focusing on three educational tracks and preference will be given to presentations which support one of these subject areas. However, if your presentation does not fit neatly into one of them, feel free to submit anyway. The three areas are:

Basic Records Management

The things that everyone needs to know. What’s a record? What are the elements of a Records Management Program? What is a Classification System and how do I use it? What are the RIM program standards and fundamental practices at the heart of programs?  What are the laws and regulations that affect Canadian RIM programs?” 

Electronic Records Management

How to understand, prepare for, implement, and manage electronic records, possibly including such topics as the ins and outs of Electronic Document and Records Management Systems (EDRMS) and drafting organizational policy to manage electronic records in an operational setting. What are the key issues RIM people need to know about electronic records?

Records Sustainability

How green is your program?  Does your program help your organization to meet it’s sustainability targets?  This track will provide topics to assist records managers define sustainable RIM programs, and provide methods for measuring program efforts and contributions to the sustainability efforts.”

Speaker Privileges

If selected to speak at the conference, you will gain visibility in the industry, help to educate other RIM professionals, and contribute to the advancement of your profession.  ARMA Vancouver Island, ARMA Vancouver, and ARMA Calgary will also publish your educational presentation on their chapter website.

Because ARMA is a not-for-profit educational association, conference speakers must cover all of their individual travel and living expenses.  Each speaker will, however, receive a complimentary full conference registration which includes:

·              All education sessions and keynotes/endnote

·              Pass to Exhibits/trade Show

·              Receptions

·              Breakfasts, lunches and refreshment breaks

If selected to speak at the conference, you will be required to submit your presentation (handouts, MS PowerPoint slides, etc.) no later than July 15, 2010 for posting on the conference website.

If selected, you also agree not to market products/services during your presentation.

Speaker Application Form Submission Process

Submit your completed Speaker Application Form to the Program Director by e-mail ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ) by February 28, 2010. Note: Incomplete speaker application forms will not be considered.

You may submit more than one presentation for consideration. Please complete one form for each presentation.

A receipt confirmation e-mail will be issued within 48 business hours for each application received. If you do not receive a receipt confirmation by March 3, 2010, contact Anne Rathbone ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ).

Speaker Selection Process

Each complete application will be evaluated on the following criteria:

Content Focus

·         Content that falls within one of the three educational tracks (i.e., basic records management, electronic records management and records sustainability).

·         Content that is challenging, in-depth, practical or cutting-edge and falls into one of the specified core competency domains

·         Content that is appropriate for the core competency level specified in the application

·         Timeliness of topic

Quality of Content

·         Completeness and responsiveness of application

·         Well-defined, results-oriented learning objectives that can be met in the allotted time period and using the delivery format specified in the application

·         Innovative and new approach to current and emerging RIM issues

Speaker Qualifications

·         Professional experience as evidenced by current position and contributions to the industry

·         Expertise in the topic area

·         Appropriate number of speakers (case studies, lectures and workshops are limited to 2 speakers while panels are limited to 3 panelists plus one moderator for a total of 4 participants)

·         You will be notified of the Program Director’s decision by e-mail no later than April 15, 2010.

Instructions for Completing the Speaker Application Form

See below for instructions for completing most sections of the Speaker Application Form.

Title

The title of the presentation should reflect the topic. Do not use abbreviations, acronyms or trademarks. Maximum title length: 15 words.

Synopsis

Provide a concise description of the presentation in 75 – 100 words. Describe the issue or problem the presentation will focus on, and how the presentation will address the problem. Outline the value of the educational offering to delegates (“what’s in it for me?”). The synopsis should reflect the session title and the objectives. The synopsis should not be an editorial on the topic, or an advertisement for the speaker or the topic. Write in the second person (you) and avoid references to the speaker.

Learning Objectives

Briefly state 3 specific, measurable learning objectives that complete the following sentence, “Upon completion of this presentation, you (i.e., the delegate) will be able to…”

Tips for writing effective learning objectives:

· Make objectives action- or results-oriented using active words like apply, analyze, discuss, develop, examine, explore, identify, recognize, etc. – avoid passive words like learn, understand and know.

· Make sure you can deliver on the objectives you specify!

Core Competency Domain

As stated in ARMA International’s RIM Core Competencies, “Competencies are defined as the knowledge, skills, characteristics, or traits that contribute to outstanding performance in a particular profession. They are described in a way that they can be observed, measured, and rated. Competencies move from the “what” an employee must accomplish (defined in the typical job description) to “how” the employee accomplishes the required tasks. Competencies create a common bond of understanding and a common language for discussing performance requirements. They also may be used to design and develop training and educational programs, position descriptions, and performance evaluation instruments.” For more information about the RIM Core Competencies or to review the knowledge and skills for each level of each domain, download a free electronic version of the core competencies at www.arma.org/bookstore/productdetail.cfm?ProductID=2276. It would be valuable if your presentation was able to fit into one of the domains listed below.

Business Functions

This domain pertains to the knowledge and skills necessary to administer, implement, or maintain the non-RIM specific functions an organization performs, or needs to perform, to achieve its objectives (e.g. supervision of RIM staff, budgeting, providing customer service, identifying and mapping work processes, providing input to management, and strategic planning).

Communications & Marketing

This domain pertains to the knowledge and skills necessary to effectively exchange thoughts, messages or information by speech, writing or behaviour and to effectively champion the benefits of a RIM program within an organization. The communications and marketing domain is vital to developing successful business relationships to maximize RIM support and compliance, and promote the value of RIM principles and best practices.

Information Technology

This domain pertains to the knowledge and skills necessary to develop, maintain, and use information processing systems, software applications, and supporting hardware and networks for the processing and distribution of data. Examples of information technology tasks in this context include RIM software application selection process, reprographics and imaging equipment, establishing requirements for IT related to managing electronic repositories, and the identification of emerging technologies. As RIM is operating in an increasingly electronic and digital environment, appropriate knowledge and skills in relevant aspects of information technology are critical for RIM professionals at all competency levels.

Leadership

This domain pertains to the knowledge and skills necessary to motivate groups of people toward the achievement of RIM program goals within the context of the organization’s overall goals. Effective leaders must positively influence others by using leadership skills such as guiding, motivating, and mentoring, and interpersonal skills such as empathy and sensitivity.

RIM Practices

This domain pertains to the knowledge and skills required to systematically manage records and information from creation to receipt through processing, distribution, organization, storage and retrieval, and ultimate disposition. Information is a vital organizational resource, and organizations depend on accurate, readily available information to assist in management decision-making, provide litigation support, improve organizational efficiency, document compliance with legislative and regulatory requirements, and provide historical reference.

Risk Management

This domain pertains to the knowledge and skills necessary to proactively mitigate and manage the potential for damage to or loss of records and information. Two risk management components – risk analysis, which identifies the probabilities that records and information will be damaged or lost, and risk assessment, which examines known or anticipated risk to records and information – are key concepts to systematically controlling the level of risk exposure of an organization. Additional risk management components from an operational perspective are business continuity and disaster preparedness and recovery.

Core Competency Level

The 4 experience levels in ARMA International’s RIM Core Competencies reflect the amount of knowledge or experience a person has relevant to a specific topic or skill set regardless of time in the profession. The competency levels are intended to represent a progression of responsibilities from the entry-level practitioner (Level 1) to the executive-level practitioner (Level 4). The core competency domains exist in varying degrees at all competency levels. You must specify on the application form the competency level of your presentation by selecting one of the four levels. The experience level of each presentation will be advertised in the conference program to assist delegates in selecting educational sessions.

Delivery Format

Each presentation will take the form of one of the following instructional delivery formats.

·         Case study: Case study works well for situation-specific issues and problems. A case study provides an account of an actual problem or situation an individual or group has experienced, and proposes the basic question, “What would you do?”. There should also be an opportunity at the end of the presentation for delegates to ask questions to clarify or offer comments. Recommended duration: 1 hour, 15 minutes.

·         Lecture: A lecture provides a large amount of information in a limited amount of time and is an efficient method of providing information not readily available in print or other formats. A lecture should conclude with an opportunity for delegates to ask questions to clarify or offer comments. Recommended duration: 1 hour, 15 minutes.

·         Panel: Panels work well for policy issues and debate. Panelists dialogue among themselves and their discussion should stimulate the audience’s thinking. Generally there is no audience discussion during a panel presentation. Recommended duration: 1 hour, 15 minutes.

·         Workshop: A workshop typically has 2 components: a) a technical component which presents theory and b) a practical component of interactive learning involving participants in activities such as small group discussions, problem-solving and other exercises. Due to its extended length, a workshop allows for active audience participation and reflection. Highly recommended duration: 2 hours, 30 minutes (two consecutive sessions, each 1 hour and 15 minutes separated by a 15 minute refreshment/stretch break).

Your Qualifications for Speaking on this Topic

Provide a concise description of your experience (professional and/or educational) and accomplishments relevant to the presentation topic. Your response to this field will be used solely to assess your qualifications. Your response will not be published. Maximum length: 75 words.

Biography

Your biography should highlight your professional and educational experience. It should not describe company products or services. Maximum length: 75 words.

Speaker biographies will not be published on the conference website. However, should ARMA decide to publish speaker biographies in the printed conference program, your biography may be edited for style, spelling and grammar.