Lake View News

Educating West Michigan Since 1974

April/May 2014                                  Vol. 38, Issue 4

Letter from the President:

Greetings Western Michigan Chapter,
Believe it or not, it’s spring here in West Michigan!  Yes, I know, the grass isn’t turning green yet (in fact at my house the grass is still under about a foot of snow), the flowers aren’t blooming, and it’s not warming up much, but it is spring!  I know because the Chapter’s Spring Seminar is coming soon!  Thursday, April 17 is the day so mark your calendars and plan to attend.  There will be food, prizes, networking, discussion, and of course informative speakers.  This year we will explore SharePoint and RIM with local experts such as Dawn Ward, David Tappan, Andrew Ysasi, and Norbert Kugele. 

Another event coming up is the Annual Tri-Chapter Meeting in Lansing, Tuesday evening May 13.  This is a chance for us to enjoy networking with members from the Detroit and Mid-Michigan chapters.

As we come to the end of the ARMA year, if you are interested in serving in a small way on the board of directors or on a committee for our chapter, please let me or someone on the board know, we’d be glad to have you join us.  It’s not a huge time commitment and we have a good time directing the Chapter. 

See you at Spring Seminar!

Greg George, President

Additional Resources

2013 - 2014 Board of Directors

President: Greg George
President Elect:  Susan Burd, CRM, IGP
VP of Programs: Andrew Ysasi, CRM, IGP
VP of Membership: Stephanie Bustraan
Treasurer: Scott Dennis
Secretary: Sandy Lawson
Newsletter: Sarah Wagner
Director: Barbara Pearson
Director: David Tappan
Director: Laura Kurtycz
Director: Loralyn Bunce

Upcoming Events:

April 17, 2014
Spring Seminar
Speakers: Andrew Ysasi, Dawn Ward, David Tappan, Norbert Kugele
Location: Amway World Headquarters, Ada, MI

May 3, 2014:
Battle Creek Shred Day
Location: Parking lot behind Commerce Point, downtown Battle Creek

May 13, 2014:
Michigan Tri-Chapter
Speakers: Dan Lohrmann, Dawn Ward
Location: Ramada Inn, Lansing

June 5, 2014:
Privacy and Risk
Location: Holland Board of Public Works

RSVP on our website!
You may also contact our VP of Programs, Andrew Ysasi, if you had additional questions on events and registration.

Newsletter Editor/ Publisher

Sarah Wagner
Newsletter Editor
Amway 44-2F
7575 Fulton Street East
Ada, MI 49355

Please contact if you would like to contribute to our Chapter newsletter or our website/social media with news, professional and educational opportunities, or any other information that will benefit our Chapter members. 

The Dangers of Prolonged Record Retention

By Dawn Garcia Ward, Warner Norcross & Judd and
Emily Bakeman, Warner Norcross & Judd

Discarding records too early – particularly during the period a record is required to be kept under applicable laws – can expose an organization to liability.  Due to uncertainty regarding how long is long enough, an organization may try to err on the side of caution and keep data indefinitely.  However, this approach overlooks the dangers of keeping records too long.  The State of Michigan itself has recognized the dangers of this approach, noting that, "if records are kept too long, they can waste valuable storage space, and they can become a liability" if the entity becomes involved in litigation. [1]
1.   Costs of Retention
      The most obvious cost of retaining large amounts of data for long periods of time is the cost of storage itself.  Experts estimate that it costs an organization approximately $4 per year to store a single box of paper records and $2 to $20 per year to store each gigabyte of electronic data. [2] While electronic data prices are declining, the rate of data production is increasing at a much greater rate, [3] resulting in an ever-increasing net cost of record storage.
2.   Costs of Discovery
      Not only does limiting the amount of data stored by an organization reduce day-to-day storage costs, it also reduces the cost of locating records, particularly in the event of litigation.  As discussed below, a discovery request may require a company to locate any records in their possession or their employees' possession that addresses a given issue.  Searching old and voluminous records to identify documents to be produced can be extremely expensive and time consuming.  The average cost incurred by a company in connection with the discovery of electronic data ranges from $1 million to $3 million per terabyte of data.  A reduction in the amount of stored data can significantly decrease these costs. [4]
3.   Potential Liability in Litigation
      When served with a discovery request in connection with litigation, a party must produce all documents in its position that are responsive to that request, even documents far longer than legal or business considerations require.  An organization that maintains records in this manner has effectively paid storage costs for a trove of potentially-damaging evidence that it will be required to produce to the opposing party. 
Additionally, once litigation has commenced, an organization may not destroy any records potentially relevant to the litigation, and will face serious penalties if it does so.  Therefore, it is wise for a company to dispose of outdated records on a routine basis under a well-defined policy.  Destruction of records in accordance with a written policy eliminates potentially harmful evidence from an organization's files, provides a defense to claims that the organization destroyed the records to conceal evidence and reduces the likelihood that the organization will inadvertently fail to produce relevant documents.

[1]  State of Michigan Records Management Services, "Records Record Retention and Disposal Schedule for Michigan Public Schools" (Dec. 7, 2010), available at http://www.michigan.gov/documents/hal_mhc_rms_local_gs2_171482_7.pdf.
[2]  Matthew Scott, "New rules for data retention," Corporate Secretary (Sept. 27, 2012), available at http://www.corporatesecretary.com/articles/ediscovery-and-records-management/12336/new-rules-data-retention/.
[3]  Id.
[4]  Mary Brandel, "When to shred: Purging data saves money, cuts legal risk," Computerworld (Sept. 18, 2008), available at http://www.computerworld.com/s/article/9114882/ when_to_shred_Purging_data_saves_money_cuts_legal_risk.

Programs Update

Happy Spring from the Programs crew!  We are excited to bring a wonderful lineup of speakers for our annual Spring Seminar on April 17th at Amway Headquarters.  The topics of RIM education, privacy law, SharePoint, and general RIM legal concerns continue to be relevant areas of interest to our members.  We hope you are able to make the event as well and feel free to bring a colleague! 
On May 13th our chapter is hosting the annual Michigan Tri-Chapter event in Lansing.  We have Dan Lohrmann the Chief Information Security Officer for the State of Michigan and Dawn Ward from Warner Norcross and Judd as expert speakers, and we will be doing a special breakout session. 
Our final meeting of the year on June 5th will be held at the Holland Board of Public Works.  The presentation will be on risk and privacy matters from a technology perspective. 

Stay connected and check for meeting information on our website westmiarma.org, on Twitter @ARMAWestMILinkedIn, or Facebook

Andrew Ysasi, MSA, CRM, IGP, PMP, CIPP/US
VP Programs - Western Michigan ARMA Chapter 
Welcome to ARMA!

 New member, Dana Potocki, Payroll & Records Coordinator, Wolverine Power Supply

I grew up in Montana and moved to Michigan 17 years ago after meeting my husband online (back when getting online took a half hour!). We lived downstate in the Chelsea, Michigan area until 2004 when my husband took a transfer to Northern Michigan for his job.

My entire life, I have been in some form of the business world. A year before my youngest daughter was born, we made the decision for me to come home (that has been 13 years ago now!). Raising my girls and taking care of my family has always been my first priority, and at the same time, I knew I would one day return to the workforce outside of the home. So, while I was home raising my kids, I made sure to stay active and keep my skills up to speed. I did business management and accounting for a few clients from home, and I also picked up skills in website design and online marketing along the way, too.

This past fall when my girls started school (10th & 6th grade) I knew it was time to venture back to the traditional workforce. I am currently the Payroll & Records Coordinator at Wolverine Power Co-op in Cadillac, Michigan and I couldn’t be more thrilled. I coordinate all of the records data as well as all of the payroll processes.

I’ll be honest – records management has changed greatly in the past 15 years! It is incredible the amount of data that we as Record Managers have to handle, but more than that, all of the details we have to maintain to stay compliant and within recognized guidelines. 
I joined ARMA because my predecessor couldn’t stress enough what a benefit it would be to me in learning my way around records management.  I look forward to becoming more involved with the ARMA organization.


 New member, Randy Messick, Account Executive, HP Software - Autonomy

An Interview with Randy Messick:

Where are you from? I have a background in computer engineering, beginning with electronic storage systems. Over time, my interest grew into the actual information on those systems rather than just the bits and bytes. Today, I have an intense interest in Information Governance and the business benefits that can be achieved with it doing it right.

Where do you currently work? What are your primary responsibilities, highlights, and major successes in your current position? As an account executive, I represent HP’s Information Governance solutions for both commercial and government clients in Michigan. Every time a client saves money by quickly sorting through information, avoids a regulatory fine or sanction through governance, or avoids a lawsuit I consider it a major success.

What do you plan to gain from your ARMA membership, and what led you to join ARMA? I hope to gain more forward thinking on IG rather than reactionary. I know ARMA is a good place to gain that.

Free Meeting Coupon

First-time non-member guests may attend a monthly meeting at no charge. Members may bring more than one guest, but the coupon will only be good for their first meeting.

Mission Statement

Western Michigan ARMA's mission is to promote and advance the professional competence of its members to enable them to provide records and information management leadership and expertise within their organiztions and communities, as well as to provide a networking opportunity to share and learn from others. 

Legal Notice

Contributions or gifts to ARMA are not deductible as charitable contributions for federal income tax purposes.
Copyright © 2014 ARMA Western Michigan Chapter, All rights reserved.

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