RIMTimes

ISSUE
BI-ANNUAL

Membership 01
APRIL
NEWSLETTER OF THE BARBADOS
ASSOCIATION FOR RECORDS &
INFORMATION
2008
• Individual
All records and information management professionals and practitioners are welcome to join.
• Institutional
All institutions who are interested in learning more about good recordkeeping practices and
compliance are welcome to join.
Student
Students who are pursing studies relevant to information management and business
management are especially welcomed!
this issue
April is RIM Month P.1
BARIM
Presidents Annual Principles of RM programmes P.2
BARIM’s Mission Symposium
What is BARIM? P.2
“Improving recordkeeping and governance in Barbados”
Vera Forde Many businesses today have
Appraisal & Retention of Business Records P.3
2004-2005 accumulated overwhelming Current Trends & New Software P.4
Denis Graham
amounts of textual and non-
2005-2006
Cherri-Ann textual records that are not

Beckles
2006-2007
required

operations.
for

As
day-to-day

a result,
EDITORIAL
Moreta Forde
serious risk management and Welcome to this the first issue of our
2007-2008 History of RIM Month
legal issues have arisen, electronic newsletter by which BARIM intends
including the general loss of to use as a platform to: inform, educate and
The Month of April is being celebrated as
control and information assets, also to serve as a forum for discussion
BARIM News Issue# 01 April 2008 Records and Information Management (RIM)
incomplete or non-existent amongst the membership on topical issues in Month, but do you know the history of RIM
Month?
inventorying, retention and the field.
Barbados Association for Records and Information Management (BARIM) disposition scheduling of RIM Month History
c/o The University of the West Indies Federal Archives
ARMA International initiated National Records
St. Michael records, inadequate security This newsletter will be disseminated twice per and Information Management Day (NRIMD) in
BARBADOS, WEST INDIES
of data, destruction of vital year, and will buttress occasional alerts sent 1995. The goal was to focus public attention on
the importance of records and information
and/ or archival records and out by BARIM in the form of Press Releases
246 417 4052/ 62 ph management. It was an effort spawned by the
246 417 4062 fax more… and Occasional Papers and Articles. members of GRECO (U.S. Government
barim2004@yahoo.co.uk Relations) in an effort to bring attention to their
cause of passing the Federal Paperwork
BARIM’s Symposium and We hope that the information contained Reduction Act.
interactive workshop will herein will be of some interest to you the
As part of the first festivities commemorating
provide businesses with the Reader, and that you will share this NRIMD, they held a gathering in Washington,
knowledge and tools needed D.C., attended by members of Congress and the
publication with others.
Executive branch. The day served a two-fold
to counteract the poor purpose of promoting records and information
management of business management as well as advocating the passage
Members are encouraged to submit articles
Message received from ARMA Headquarters of the Paperwork Reduction Act. This action
records. and notices to the Editor via email at: became the rallying call for all records and
congratulating BARIM for RIM Month
information managers.
barim2004@yahoo.co.uk
________________________
In 1997, NRIMD was expanded to a week
(NRIMW) and eventually to a month in 2003.
Visit Sherbourne
Conference Centre
Source: ARMA International
Friday, 25th April 2008

RIM News
Issue # 12008
Principles of
Records Executive 2007-8: Current Industry
Management Standing L-R – Helen Lyte (Asst.
Treasurer), Elena Henckel (Floor Trends
Programmes Member), Cherri-Ann Beckles
(Immediate Past President), Eglah Atwel
(Treasurer). Sitting L-R – Vera Forde
Records are created, received (Secretary), Moreta Forde (President),
and used in the conduct of Sharon Alexander-Gooding (Advisor), E-RECORDS
business activities. To support and Ingrid Cumberbatch (Vice-
the continuing conduct of President). NB. Missing is Emerson STANDARDS
business, comply with the Bryan (PRO).
regulatory environment, and

What is BARIM?
provide necessary accountability,
organizations should create and DoD: 5015.2 STD
maintain authentic, reliable and
Parameters in the Practice of Appraisal & Retention of Business
useable records, and protect the
integrity of those records for as
A Backgrounder on the Records
An important standard for
software managing records is
DoD 5015.2-STD, the Design
long as required. To do this,
organizations should: Association By BARIM Advisor & ARMA Director, Sharon Alexander-Gooding
Criteria Standard for Electronic
Records Management Software
record groupings, and the Applications.
1
EXECUTIVE COMMITTEE Disposition Committee consisting
a) Determine what The Barbados Association for Records and Information Appraisal is the process of Some of the problems that we do
of archival and/or records This standard sets forth the
records should be Management (BARIM) was officially launched on October determining value and thus the encounter pertain to research mandatory baseline functional
created; The Executive Committee 2007-2008 are as management professionals,
27th 2004, at the Amaryllis Beach Resort, Christ Church, disposition of records based upon needs, permanent preservation, requirements for Records
b) Decide on the follows: financial, legal and technical
their administrative, legal and fiscal gaps in the records, missing Management Systems (RMS)
structure Barbados, under the patronage of former Minister of experts as required by the software used by the United
use; their evidential and evidence, electronic records which
(media/format) that Commerce, Consumer Affairs & Business Development, particular industry. States Department of Defense
informational (historical) value; get lost in cyberspace, personal e-
the record should be Senator the Honourable Lynette Easmond. ƒ Moreta Forde – Cable & Wireless Barbados- in the implementation of their
their arrangement and condition; mail mixed in with business mail
created in; President In most cases, recommendations records management
their intrinsic value; and their and even the “unspeakable” programme.
c) Decide on what type The objectives of the Association are as follows: regarding records retention and
ƒ Ingrid Cumberbatch – Barbados Archives- relationship to other business corporate or political pressures
metadata (description) 1 disposition are solicited through a
should be created; Vice-President records. Sounds like quite a It contains a detailed
1. to promote and advance the improvement of records and mouthful, but what we must ask Thus, the appraisal objective is the records inventory. These description of the basic records
d) Determining retrieval recommendations then form the
and governance information administration and management and related ourselves is the question – Why assignment of a degree of value to management requirements that
ƒ Sharon Alexander-Gooding, Assistant basis for records retention rules must be met, based on the
procedures for fields through study, education and research; appraise? the records that we create, use
Registrar-Records, University of the West which are presented to the current U. S. National Archives
records (including Indies, Cave Hill (International Director of and maintain, prompt disposal of
respective administrator(s) for and Records Administration
retention and 2. to advance professional knowledge and techniques by records that are no longer needed
ARMA International). ARMA (Association for It is because we know that we approval, comments, and (NARA) regulations.
disposal); sharing and exchanging experience and information Information Management Professionals)- for the business process, storage
e) Decide how to related to the field of Records and Information have a mass of records in all of records in less expensive space suggestions. The Records
Advisor Disposition Committee also
organize records so Management; formats to deal with on a daily and the opportunity to make
as to support basis. One recognises that it is arrangements for the preservation reviews the rules to ensure that MOREQ
ƒ Vera Forde, Cable & Wireless Barbados –
requirements for use; 3. to develop and advance standards of professional indeed impossible to keep of records of long-term or enduring regulatory, legal, financial, and
Executive Secretary The Model Requirements for
f) Assess the risks that competence in the field of records and information everything therefore we must strive value. Through the practice of archival/historical requirements are
would apply to on- to keep fewer and more complete met. Upon approval by the the Management of Electronic
management ƒ Eglah Atwell – First Caribbean International appraisal, we can avoid ‘accidents Records (MoReq) Specification
compliance to having records. To do this, we must take administrators, and the Committee,
Bank (Barbados) –Treasurer of evidence’. is a model specification of
an authoritative Originally, the Association was formed in May 2004 when a group of into consideration the physical records retention rules are requirements for Electronic
records of activity; volume of what we have, the compiled into a Master Records
records professionals and practitioners met at Cable & Wireless ƒ Helena Lyte- Personal Assistant, Cable & Records retention schedules which Records Management Systems
g) Preserve records and frequency of use, operational and Retention Schedule and
Barbados, Windsor Lodge, St. Michael to discuss the idea of having Wireless – Assistant Treasurer are the products of the appraisal (ERMS). It was produced by
make them accessible administrative needs, legal and published/communicated to all Cornwell Management
over time to meet a records and information association established in Barbados. It process are developed through a
was spearheaded by Ms. Vera Iyatunde Forde, who is currently the fiscal requirements, historical staff. The schedule must be Consultants plc at the request
business ƒ Emerson Bryan – Caribbean Regional consultative process involving of the European Commission; it
requirements and Records and Information Corporate Administrator at Cable & Negotiating Machinery (CRNM) –Public significance, economic advantage senior administrators, heads of monitored and reviewed in keeping
was designed to be easily used,
community Wireless. The first committee was established with founding Relations Officer and copy types. other units which create similar with the changing business
and to be applicable throughout
expectations; members who put together ideas on establishing the Association. environment. Europe
h) Comply with legal and ƒ Elena Henkel – Illuminat Barbados -
MEETINGS
regulatory Executive/Floor Member
requirements,
applicable standards The bi-monthly general meetings (every last Wednesday of the BARIM Activities
month) promote sound records and information management by
and organizational
policy; various presentations and encourage the participation of all RIM TRAINING
members so that the wealth of information can be shared. An Evening with BARIM BARIM Award
i) Ensure a safe and
secure environment The Executive of BARIM hosted a cocktail/ networking The Executive of BARIM presented the Association’s Illuminat/Spirit Business
for the records; BARIM has successfully launched three (3) workshop/seminars as
Process Management for RM:
j) Ensure that records well as other activities promoting the field of records and information th
event on March 18 at Cedar Grove, St. Michael. inaugural award for the best overall student of the UWI http://www.illuminatnm.com/
are retained only for management. This year there was a social networking event: “An
the minimum period Evening with BARIM”, which was held at Cedar Court, Wildey, Christ Certificate in Records Management Programme. This
Lorson Resources Limited:
as required; Church, in March this year, and there will also be a Workshop/ http://www.lorsonresources.co
k) Identify opportunities Seminar celebrating April as International Records and Information Morning Barbados year’s award was presented to Ms Faylene Nurse of
m
for improving the th
Month at the Sherbourne Conference Centre on Friday ,25 April.
effectiveness and The Association was invited to CBC TV8 on the the Barbados Community College.
UWI School of Continuing
efficiency of the
BARIM presently has on record approximately 70 members, and is th
morning of April 14 to Speak about Plans for RIM Studies: Certificate in Records
organization through
on a membership drive to encourage greater participation from the Management –
good record keeping. Month 2008. FOR OTHER NOTICES VISIT: http://www.uwi.edu/scs/scs_spe
wider Barbadian community and business sector.
cial_offers.html
Source: ISO: 15489-1 (7.1)
http://uk.groups.yahoo.com/group/bari