2016 Conference




Managing Digital Records

Friday, April 15, 2016
8:00 a.m. to 5:00 p.m.
Microsoft Technology Center

13031 W. Jefferson Blvd Suite 200, Playa Vista, California

Join your peers in the records and information management for a full day of sessions, panels, interactive exchange, and NETWORKING!

Leading RIM and Information Governance Professionals with expertise in corporate, government, and law firms will be sharing insights, case studies, and perspectives on moving into a e-records environment, including Classification, Retention, Repositories, Technology, and General Workflow.

Earn 5 hours of ICRM Certification Maintenance Points
Earn 2 hours of IGP certification points
Co-Sponsored by ALA


ARMA, AIIM, ILTA or ALA Member Price $100
Non-Member Price $125


Sessions & Schedule

8:00 a.m.

Registration, Exhibits, Breakfast
Location: Exhibit Area


8:30 a.m.

Zuma 1 President’s Welcome – Christopher Johnson, Williams Lea/Morrison & Foerster
Location: Zuma 1


8:40 a.m.

Location: Zuma 1


9:00 a.m. to 10:15 a.m.

Records Repositories: Knowing What You Have and Where It Is
Joint Panel Discussion -- Location: Zuma 1 & 2
Moderator: Jeffrey Lewis, Sheppard Mullin
Panelists: Greg Weigel, Revolution Software
Marvin Cross, Kirkland & Ellis
Justin Slagle, Microsoft

The panel will share expertise across all industries and engage regarding nuances for specific industries.

Managing records in their official repository is hard enough, now with the advent of the digital record and mobile devices, information can reside anywhere and everywhere in the digital realm. How can today’s records manager even begin to wrap their arms around the problem of unstructured data in multiple repositories? During this session, we will have a group discussion around:

  • What business drivers are pushing infrastructure needs for official repositories?
  • Security requirements
  • Digital disposition per retention schedules
  • Reduce IT infrastructure costs that come with having multiple documents in multiple locations
  • Ability to quickly and easily compile the complete digital file
  • Is the idea of having official repositories unrealistic?
  • How can you manage rogue IT, shadow IT and the mobile user?
  • How does the records manager respond to the end user demand that they want the records available anytime anywhere (the CLOUD v. RIM)



10:15 a.m. to 10:30 a.m.



10:30 a.m. to 11:45 a.m.

Applying Records Retention in a Law Firm – Challenges unique to Legal Services
Session: Law Firms
Location: Zuma 1
Presenter: Terry Coan, HBR Consulting

Applying records retention to a law firm’s business and client/matter records can be challenging. This session will provide key perspectives to consider when implementing a records retention and disposition program in a law firm environment. During this session, we will:

  • Provide an overview of the unique issues for applying retention in a law firm environment
  • Review distinctions in applying retention for firm-administrative records vs. client representation records
  • Discuss key requirements of client communications associated to the destruction of records – inform them or ask permission?
  • Evaluate implementing retention going forward vs. the more complex aspect of applying retention to legacy “back-file” collections
  • Consider the unique challenges of accommodating knowledge management and precedent objectives when implementing a records disposition initiative


Applying Retention Requirements for Electronic Information – Corporations or Government
Session: Government / Corporate
Location: Zuma 2
Presenter: Helen Streck, Kaizen InfoSource

Trying to use a Retention Schedule created for paper files to enable retention for electronic information can be difficult for any organization – Why? What is the best approach for taking the requirements in a Retention Schedule and applying them to electronic information? During this session, we will:

  • Identify the challenges and conundrums of applying retention requirements to electronic information
  • Review the current idea of “official” record – who has ownership and does format matter any more
  • Discuss how governance plays a role in automating retention
  • Identify approaches and procedural changes organizations will have to make to achieve success




11:45 a.m. to 12:45 p.m.



12:45 p.m. to 1:15 p.m.



1:15 p.m. to 2:15 p.m.

Is Classification Dead? The Pros and Cons
Presenters will discuss and debate with audience participation -- Location: Zuma 1 & 2
Presenters: Terry Coan, HBR Consulting (representing Law Firms)
Helen Streck, Kaizen InfoSource (representing Government)


  • Is classification dead?
  • What are “new-age” approaches to classification?
  • Classification vs. tagging – What is the difference? Which is better?
  • Can we auto-purge “unclassified” information? Should we?
  • Does auto classification work? Is the technology ready? Is it reliable?
  • What are the governance implications?



2:30 p.m. to 4:00 p.m.

What’s Going on Out There?
Session: Closing Keynote - Facilitated Panel Discussion -- Location: Zuma 1 & 2
Moderator: April Dmytrenko, CRM, FAI, Information Governance & Compliance Consultant


  • Jim Higdon, Sr,Vice President Information Solutions, Vendor Director Solutions
  • Antoinette M. Mann, MMC, CRM, Interim City Clerk, City of Thousand Oaks
  • Rafael Moscatel, CRM, IGP, Director, Information Governance, Farmers Insurance
  • Ali Shahidi, Director of Knowledge Management & Research Services, Cooley, LLP
  • Carolyn Smallwood, CLM, Chief Financial Officer, Brutzkus, Gubner, Rozansky, Seror, Weber LLP
  • Kurt Thies, TAB, Senior Solutions AdvisorMembers representing Corporate, Government, and Law Firms will discuss WHAT they are doing, seeing, and learning about moving into an e-records environment. Each panelist will take a difference perspective based on their respective industries, their organizations, and the profession, with the attendees invited to participate by sharing their questions and challenges. Join this interactive, fast-paced session to gain a broader understanding of what is going on and get some ideas!
  • Rethinking how information is used in the e-environment
  • Challenge of e-mail
  • Raising the profile with IG framework in support of e-records
  • Case study – sharing our plan to integrate technology to manage e-records
  • Lessons learned from a security and knowledge management perspective
  • Key to Workflow in managing e-records




PRIZE DRAWING for a SURFACE PRO TABLET for Early Registrants! If you registered and pay for the conference on or before March 1, your name will be in the drawing for the Surface Pro Tablet. Sponsored by FMT Consulting


4:00 p.m. to 5:00 p.m.

HAPPY HOUR! Hosted by…


Presenter Bios

Terrence (Terry) Coan, CRM is a Senior Director at HBR Consulting, a globally recognized consulting firm providing strategic, business process, and technology consulting services to law firms and corporate law departments. His practice focuses on implementing or enhancing information governance and records management programs with extensive experience focused on law firm matter lifecycle management. He has more than 30 years of information governance experience and has deep expertise working with law firms including some of the world’s largest firms. In addition he has consulted for clients in a number of other industries including financial services, government, hospitality, insurance, pharmaceutical/biotech, and real estate development.
A frequent speaker on information governance and records management spanning policy, strategy, risk mitigation and cost reduction, Terry is a founding member of the Law Firm Information Governance Symposium dedicated to promoting industry best practices for managing law firm information. He has been active in a variety of leadership roles for ARMA International, including as President-Elect, President, and Chairman of the Board from 2000 – 2003. Terry is a Certified Records Manager and a 2005 recipient of the ARMA International Distinguished Service Award.



April Dmytrenko, CRM, FAI, is an independent Information Governance and Compliance Consultant. She is recognized as a thought-leader in the field of information management, governance, compliance, and privacy. As both a practioner and advisory consultant, she works with global organizations on key initiatives and best practice approaches for the enterprise; assessing risks and compliance; developing innovative solutions and strategies; integrating legally compliant practices focused on information and digital assets; motivating and facilitating multi-disciplined groups to collaborate on achievable goals; and building strategic partnerships with internal and external teams.

April serves on industry action committees, advisory, editorial, and standards boards. She is an accomplished seminar leader and industry speaker, including serving as the Facilitator/Creator of the Fellows Forum for nine consecutive years, Opening Keynote at the Corporate Council Institute, Closing Keynote at the ARMA International Conference, and many WebEx seminars on privacy, governance, and strategy. She is also an active author and currently oversees a column in the Information Management publication.

She has many lifetime career achievement awards, and was inducted into ARMA International’s Company of Fellows (FAI) and is the current FAI Chair.

She can be reached at: [email protected]





Helen Streck is the President and Chief Executive Officer of Kaizen InfoSource LLC, a RIM and IT Consulting Company headquartered in northern California. Ms. Streck has over twenty-eight years’ experience in the Records and Information Management field with experience that spans a variety of industries including: legal, healthcare, municipal government, insurance, biotechnology/pharmaceutical, education, and transportation. She has provided justification, design and implementation services for records management systems implementation as well as legal holds for global companies Experience includes program development, governance documentation, system selection, business and functional design, change management and program assessments. She has worked in corporate organizations within Compliance Departments and understands the drivers for compliance and information management for organizational effectiveness.





Antoinette M. Mann, MMC, CRM is the Deputy City Clerk, City of Thousand Oaks holding this position since September 2010. Antoinette’s experience encompasses both public and private sectors. Antoinette has over 12 years at the City, 9 years as a Records Management consultant and 10 years working in private industry for Lockheed Corporation and Occidental Petroleum Corporation.

Antoinette oversees the City’s records management program and proudly received on behalf of the City, the 2014 Run Smarter Award from Laserfiche for the most innovative workflow for a governmental agency. This workflow enabled the city to move from a paper based to an electronic based agenda review process and creating a digital document for the EDM system.

Antoinette has a Bachelors in Business Administration from California State University, Northridge and is currently in the Master of Public Policy and Administration at California Lutheran University. Antoinette is a Certified Records Manager and Master Municipal Clerk. Antoinette is the current President for the Central Coast ARMA Chapter.





Carolyn Smallwood, CLM is a facilitator and an enthusiast; a CFO by profession, a Systems Architect by trade, a ProLaw Guru by accident, and an Ohio State Buckeye at heart. Smallwood works in a completely paperless office and has transformed firms of all sizes and in all areas of law to less-paper operations since 1991 when she joined the Association of Legal Administrators. She uses her extensive experience from Am Law 100, regional and local law firms as a member of Brutzkus Gubner’s Management Team, Executive Committee, and is its Chief Financial Officer. Smallwood is a frequent contributor to the Product Advisory Teams of Thomson Reuters Elite ProLaw software, is the President-Elect for ALA’s Greater Los Angeles Chapter, and is also a member of the OC ALA, US Green Building Council, the Legal Marketing Association, American MENSA and is a Benefactor of KCSN.









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Exhibit Space & Sponsorship Opportunities are Still Available but Space is Limited!

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Spring Conference Tote Bag – Branded with Vendor Logo

Platinum Sponsor -- $1,000 -- ONE AVAILABLE
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  • Exhibit Table at Spring Conference: 8:00 a.m. through 5:00 p.m. Happy Hour
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Gold Sponsor -- $750 – TWO AVAILABLE
  • Two (2) entries to the Spring Conference
  • Exhibit Table at Spring Conference: 8:00 a.m. through 5:00 p.m. Happy Hour
  • Your Logo on Conference Web Site and Materials
  • Placement in our Vendor Directory
  • Your company ad on WebSite and Newsletter
  • Table Sponsorship for one (1) Monthly Chapter Meeting for one (1) attendee (includes Table for display and 5-minute presentation)
     o Your company logo on sponsored meeting materials

Silver Sponsor -- $500 – SIX AVAILABLE
  • One (1) entry to the Spring Conference
  • Exhibit Table at Spring Conference: 8:00 a.m. through 5:00 p.m. Happy Hour
  • Your Logo on Conference Web Site and Materials
  • Placement in our Vendor Directory
  • Your company logo on WebSite and Newsletter



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