ARMA Hawaii Chapter January Event

Register for ARMA Hawaii Chapter January Event

ARMA HI Tour de Cure

Message from Brian Moriki:

Aloha ARMA Hawaii Members!

I’m happy to report the ARMA HI Cycling Team made a triumphant return to the ADA Tour de Cure this past Saturday…

Despite the following happening to team members on the Tour de Cure:

• We got stuck in a rainstorm and got soaking wet during the 1st 15 miles
• Brian had severe leg cramps and had to take an extended break at a rest stop
• Brian had 4 flat tires, which I had to stop and repair on the SAME tire (rear)
• We had the weather "heat up" on the last 15 miles, so we all ended the race totally dehydrated...(88 degrees and approx. 80% humidity)

I ended up being the LAST person to cross the line and along with Wendell Elento due to the four flat tires.. However, other team members. Bernie Boltz and Wendy Shiroma, completed their routes in good time. In total, our ARMA HI group (including Brian’s friend from Texas, Joan Lazar) logged over 205 miles and collected over $3,500 in donations to the American Diabetes Association. Wendell also won a Kindle Fire for raising monies during the last week before the ride.  Both Brian and Wendell were “red riders” (having diabetes) and wore Red jerseys during the ride.

WE all want to THANK everyone who supported out effort and we hope you can all join us on the next Tour de Cure (if held again) next year…It was a lot of fun and it was great to give to a good cause.

Mahalo,
Brian

Click here to view pictures.

Conference - Salt Lake City

The Utah State Archives is hosting the 2013 Best Practices Exchange Conference in Salt Lake City, November 13-15, at the Radisson Hotel Salt Lake City/Downtown. BPE is an online community for librarians, archivists, records managers and other information professionals dedicated to managing digital information primarily in state government. Anyone with an interest in managing and preserving digital records is welcome.

This is an excellent opportunity for regional records managers to participate in an outstanding national conference. A conference announcement and call for papers follows:

The Utah State Archives and Records Service invites you to attend this year’s Best Practices Exchange Conference in Salt Lake City November 13-15, 2013. This year's theme is "Innovation and Creativity in the Digital World."

Milt Shefter, a member of the Science and Technology Council of the Academy of Motion Picture Arts and Sciences and co-author of The Digital Dilemma: Strategic Issues in Archiving and Assessing Digital Motion Picture Materials, is the keynote speaker. Robert F. Bennett, former U.S. Senator from the State of Utah and current head of Bennett Group International, will share insights about how the archives community can advocate for its needs with those who hold the purse strings.

The event will be held at the Radisson Hotel Salt Lake City/Downtown. The conference registration form, session proposal form, and links to visitor information can be found on the Best Practices Exchange web page (http://www.bpexchange.org/).

BPE is an online community for librarians, archivists, records managers and other information professionals dedicated to managing digital information primarily in state government. Anyone with an interest in managing and preserving digital records is welcome.

Call for Papers!

Do you have new techniques you'd like to share? Have you developed a tool that can assist the effort? Have you learned from a failure and are willing to share the details with others?

Anyone with an idea for a presentation should submit a session proposal at http://www.bpexchange.org/ by September 1, 2013. Categories for sessions include the following:

• Access: Legal and ethical issues affecting access; technology that improves access to records, or assists with redaction
• Sustainability: Digital preservation and access in a time of scarce resources; turning grant projects into permanent programs; planning for an unknown future; improving skill sets of existing staff; the economics of data storage
• Collaboration and Community: Crossing professional boundaries; finding unexpected partners; building new communities and partnerships; fostering leadership
• Technology and Innovation: Real-world digital preservation projects; practical technology (practical tools and services being explored/developed by participants); tech trends (cloud computing, information technology consolidation, digital forensics, etc.)

Volunteer/Internship Opportunity

June 17, 2013

Records Management Volunteer Opportunity in Honolulu, HI

The U.S. Fish and Wildlife Service (USFWS), Hawaiian and Pacific Islands National Wildlife Refuge Complex (NWRC) is currently seeking a volunteer / intern to serve as Records Management Facilitator for a 6-month temporary assignment in Honolulu, HI. The Hawaiian and Pacific Islands NWRC has extensive files related to the history, management, and research of the remote islands we manage going back decades. Our goal is to reduce the volume of material, scan the important material into an electronic database, and organize the remaining materials.

The selected volunteer will take a lead role in managing the project, as well as the hands-on work of determining the proper disposition of Refuge management documents, reports, historical records, and administrative hard copy documents according to the USFWS document retention guidelines. In addition, the volunteer will prepare documents for scanning and potentially perform scanning as well and assist with organizing a reference library for the office.

STATION: USFWS, Hawaiian and Pacific Islands NWRC

POSITION TITLE: Records Management Facilitator

LOCATION: Honolulu, Hawaii

DURATION: 6 months, with possibility of extension, starting early September 2013

APPLICATION DEADLINE: 7/05/13

POINT OF CONTACT: For questions or to apply, send an email with your resume to Emily Venemon, emily_venemon@fws.gov, (808) 792-9525.

RESPONSIBILITIES:

• Learn structure of USFWS Hawaii and Pacific Islands NWRC and Department of the Interior Records Disposition Schedule, and complete USFWS training in Records Management and Federal Information Systems Security Awareness (FISSA)
• Sort hard copy files per retention guidelines and organize them as determined through conversations with staff supervisor.
• Determine which files are appropriate to dispose of, which files to send to the National Archives and Records Administration (NARA), and which files to keep for staff reference.
• Check with other staff as needed to determine appropriate disposition of documents that are not included in the Disposition Schedule
• Sort, label, and prepare hardcopy file batches for scanning
• Create inventories or finding aids for record series as needed
• Scan, by batch, hardcopy files for upload into electronic database
• Provide ongoing feedback on process and protocols to staff supervisor and make recommendations to enhance the process and clarify protocols
• Assist with organization of a reference library for office staff

QUALIFICATIONS:

• Excellent organizational and time management skills
• Experience or interest in archives or records management, library management, or related field
• Ability to work in a team environment using good interpersonal skills and to work independently making decisions within an established framework
• Excellent written and verbal communication skills
• Ability to apply processes and protocols in a major records management project
• Proficiency in Microsoft Office, especially Word and Excel
• Familiarity with Sharepoint and Kofax a plus

DESCRIPTION OF OFFICE:

The mission of the USFWS is working with others to conserve, protect, and enhance fish, wildlife, plants, and their habitats for the continuing benefit of the American people. The National Wildlife Refuge System, managed by the Service, is the world’s premier system of public lands and waters set aside to conserve America’s fish, wildlife, and plants.

The Hawaiian and Pacific Islands NWRC, located in Honolulu, HI, provides administrative guidance and oversight for one-third of the acreage of the Refuge System in its 22 National Wildlife Refuges and 4 Marine National Monuments. Some of these refuges were set aside primarily to benefit endangered waterbirds, while others provide habitat for rare and unique forest bird species and migratory seabirds, as well as threatened and endangered plants, and still others protect marine habitats including coral reefs, deep-sea habitats, chemosynthetic communities, the world’s only protected submerged trench.

The Records Management Facilitator will make a difference for some of the world’s most remarkable natural resources, as well as gain awareness of wildlife refuge management, island and marine ecosystems, and many endangered and unique plant and animal species. The Records Management Facilitator will receive references for jobs, internships, scholarships, etc. upon satisfactory completion of service term; discover career options and/or personal, academic, or vocational interests; and develop a professional network.

The USFWS will provide volunteers with round-trip airfare to and from Honolulu, a $30/workday living stipend, and housing will be provided free of charge at an Agency communal guest house (up to 7 residents).

Project Hawaii - Summer Camp

A message from Project Hawaii - Summer Camp

Aloha Everyone,

Thank you for your continued support and care for homeless keiki. We are gearing up for our annual summer camp that provides these poverty stricken children with a healthy alternative to their current situation. Our summer camp assures they will have healthy and nutritious meals while school is out and keep their minds active and learning, so they will be more prepared when they return or start the new school year.  Since we are solely supported by public donations, we need YOUR support to succeed. This allows everyone to make the difference in the overall success of the program, and is a great opportunity for all those who belong to a club, group, church, etc., or for companies to get involved.

I have the following opportunities still available for those GROUPS who wish to be involved. Of course, if you have your own ideas or other proven ways to meet these goals, we are more than happy to work with you.

DRIVES:

1. Menus: We will need 12 groups, clubs, etc. to take on ONE DAY of menu meal needs. I will provide you with the list of items, sizes, etc. you will need to complete one day of breakfast, lunch, dinner, and two snacks. (I am open to breaking down days as well, if it seems too much.)
2. Supplies: We have various supplies that need to be sponsored, such as the sleeping bags, pillows, swimsuits, towels, hygiene bags, and lots more. Please email me (summercamp@projecthawaii.org) for all the details for the different islands. Please do NOT start a random collection or a collection without signing up as to not duplicate efforts.
3. Back-to-School: We will need help from groups with the collection of necessary supplies, including backpacks, outfits with shoes for the keiki as well as specific school supplies. Lists will be provided. Please sign up for specific needs before you start a collection. We do not want to duplicate efforts and end up with way too many bottles of glue or crayons.

SPONSORS:

1. Company T-shirt: I need 10 total companies; I currently have 2 signed up and 4 almost signed up. We are still in need of 4 more companies to help with the sponsorship of the summer camp shirts. Let us become your walking billboards across the islands all summer long and beyond. Only $249.00 (add $50.00 for your logo).
   
   Current Companies already committed:
   
   • Big Island Jewelers, Ltd.
   • Hawaii Hypnosis Center
2. Individual: Anyone who wishes to make a donation to help towards the care of our homeless keiki. Below I have broken down the costs per child. I also want to remind everyone about a very important program that will help us meet our goals even faster. Did you know that almost every company has a donor match program? This means that any amount of donation you make, your employer will match it. It is a simple form. And did you know that over 10 MILLION $$ go unclaimed annually? So please check with your employer for the form needed. DOUBLE YOUR EFFORTS. Millions of companies participate from Wal-Mart to Wall Street.
   
   $20.00 provides a sleeping bag.....add $7.00 for a pillow
   $241.00 provides ONE Child all their camp meals; $15.00 provides ONE DAY
   $15.00 provides their swimsuit...add $9.00 for their towel
   $18.00 provides their cabin hygiene bag
   $10.00 for a camp activity project per day; $50.00 per week
   $12.00 for swim shoes
   $20.00 for camp shoes (most children will not have proper footwear to participate in all our activities)
   $12.00 for their camp t-shirts
   $15.00 Field Trip Lunches
   $12.00 Back-to-School Supply Pack  
   $20.00 Backpack
   $20.00 New Outfit for School
   $25.00 New Athletic Shoes for School
   
3. Major Camp Needs: This includes:
   
   Cabin rental fees of $1,260.00 for Big Island; $4,890.00 for O'ahu
   Transportation costs of $3,150.00 for Big Island; $1,150.00 for O'ahu
   Activity Funds is a sponsorship of $1,000; eg, science day, theater presentation, etc.
   Full Day Menu Needs: $650.00

FUNDRAISING EVENTS:
We are still seeking youth groups that can either host their own fundraiser or we can organize a 2-1/2 hour event to help us raise the awareness and funds needed for the overall camp needs.

UPCOMING EVENTS ON OAHU:

• May 4th: Saturday from 8A-2P at the Prince Kuhio Community Center in Kapolei.
  We will offer some Mother's Day gifts or very special all-occasion gifts as well as flower cookie pops and other great gifts. We will also be pre-selling all our one-of-a-kind Cookie Mug Bouquets for Mother's Day.
• May 11:  Saturday 9A-5P at Kapolei Wal-Mart
  We will offer a full array of our one-of-a-kind cookie mugs, red velvet cake bowls, and other special gifts for mom, grandma, sisters, and daughters. Great gifts and of course, as with all our fundraisers, this will help our summer camp funds.

Thank you again for all your past support. Please look over this email to see where you would like to help and contact me as soon as possible. I am hoping to have every thing arranged by the end of May.

Please make your donation payable to: Project Hawai'i, Inc. (not Summer Camp).
Our mailing addresses:

• Big Island of Hawai'i: P.O. Box 1844, Kea'au, HI 96749
• O'ahu: P.O. Box 140, Wai'anae, HI 96792. (please put c/o Magin Patrick until the O'ahu post office gets used to seeing Project Hawai'i)

Online donations are also welcome, but we will be charged a fee from Paypal.
http://www.helpthehomelesskeiki.org/apps/donations/. This page has a drop down link of top matching companies.

Our website (http://www.helpthehomelesskeiki.org) is also featuring new pages including UPCOMING EVENTS, and we will be adding awareness event pages and groups that fundraise for us soon as well. We are trying to update before summer camp as well.

Mahalo with Aloha,

Magin Patrick & Cliff Kama, Directors
Project Hawai'i, Inc.
Big Island: P.O. Box 1844 * Kea'au, HI 96749
O'ahu: P.O. Box 140 * Wai'anae, HI 96792
Cell:  (808) 987-6018
Em: Summercamp@projecthawaii.org
http://www.helpthehomelesskeiki.org
Summer Camp Site: http://www.projecthawaii.org

AHA & SAA Workshops

The Association of Hawaii Archivists (AHA) is co-sponsoring two workshops with the Society of American Archivists (SAA)

Please click this link for details

Kawaiaha'o Church

Request for Proposal to Provide Archival Services To Kawaiaha‘o Church

February 9, 2013

TO WHOM IT MAY CONCERN:

Aloha,

Kawaiaha‘o Church (hereinafter referred to as CHURCH), a Congregational religious institution established in Hawaii in 1820 by New England missionaries, is in possession of an extensive collection of valuable historical documents as well as early and late modern records pertinent to the establishment and development of Christianity in Hawaii.  In addition, the grounds of the property on which the CHURCH is located is one of the largest recognized and maintained cemeteries in Hawaii, containing burials from the early 1800’s which are recorded in the CHURCH’s archives.

Access to the CHURCH’s archival inventory by the public is currently not permitted.  Documents are accessible only by the CHURCH’s Archives and Cemetery Manager.  In a few instances, however, limited access was granted under the strict supervision of the Manager. Recent efforts have been made to create digital copies of these records through the use of a computer.  However, progress has been very limited and slow.

The CHURCH is interested in significantly improving the process of copying its archived documents into digitized or computerized format in order to preserve, protect and secure their existence and to eventually allow controlled outside access to them via electronic means.

THEREFORE, interested parties (hereinafter referred to as CONSULTANT) are hereby invited to submit a proposal to the CHURCH to assist in this endeavor in accordance with the following:

PROJECT REQUIREMENTS:

1. Develop and design an overall plan for the establishment of a digital library containing CHURCH’s archival collection, using acceptable tools, equipment, computer hardware and software, scanners, cameras, OCR readers, search engines, etc.
2. Recommend types of computer hardware, software, copiers, etc., to be used, including estimated equipment costs.  Briefly describe how each item is tailored to digitize documents and other media in the repository and conforming to recognized digital library standards and practices.
3. Propose staffing requirements for the project, schedule of pay rates, and estimated total labor cost, with the understanding that some church volunteers are available to assist in the work after proper training.
4. Finalize, test and turn over the project to the CHURCH on or about March 31, 2015 … or sooner, if possible.

TERMS AND CONDITIONS:

1. CONSULTANT is to provide CHURCH with:
1. A comprehensive proposal covering the requirements of the project as described above.
2. A summary of CONSULTANT’s qualifications as an archivist including educational background, work history, achievements and recognition (particularly related to digital preservation assignments), list of papers or documents written by CONSULTANT on this subject, if any, etc.
3. A list of at least 3 references for whom the CONSULTANT has previously worked with or for jobs similar to this project, including names, addresses, contact information, periods of employment, especially within the last five years.
2. Proposals are to be submitted to CHURCH no later than March 18, 2013.
3. CONSULTANT is requested to provide a copy of a sample contract for their proposal.
4. CONSULTANT is invited to visit and view the CHURCH’s archival collection.
5. Visit may be arranged by contacting Keiko D’enbeau at 228-3615 (denbeauk001@hawaii.rr.com) or Don Caindec at 754-1155 (dcaindec@aol.com).
6. CHURCH’S physical address is 957 Punchbowl Street, Honolulu, HI 96813.

Questions regarding this project should be directed to Keiko or Don per above.

Parties interested in submitting a proposal for this project are requested to contact the CHURCH’s business office at 469-3000 so that they can attend a briefing at the church for prospective CONSULTANTS at 1:00 PM on Monday, February 25, 2013.

Mahalo,
KAWAIAHA‘O CHURCH
Honolulu, HI

UHWO - Ulu Ulu Site Tour

Here are some pictures from our site visit to the University of Hawaii West Oahu Campus - Ulu Ulu (moving archives).

ARMA Hawaii General Membership Meeting

Please click on the link to view slides on the January Membership Meeting - Cyber Risk Management.

New Rule Protects Patient Privacy, Secures Health Information

January 22, 2013

News Release

FOR IMMEDIATE RELEASE
January 17, 2013

Contact: HHS Press Office
202-690-6343

New rule protects patient privacy, secures health information

Enhanced standards improve privacy protections and security safeguards for consumer health data.

The U.S. Department of Health and Human Services (HHS) moved forward today to strengthen the privacy and security protections for health information established under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

The final omnibus rule greatly enhances a patient’s privacy protections, provides individuals new rights to their health information, and strengthens the government’s ability to enforce the law.

“Much has changed in health care since HIPAA was enacted over fifteen years ago,” said HHS Secretary Kathleen Sebelius. “The new rule will help protect patient privacy and safeguard patients’ health information in an ever expanding digital age.”

The changes in the final rulemaking provide the public with increased protection and control of personal health information. The HIPAA Privacy and Security Rules have focused on health care providers, health plans and other entities that process health insurance claims. The changes announced today expand many of the requirements to business associates of these entities that receive protected health information, such as contractors and subcontractors. Some of the largest breaches reported to HHS have involved business associates. Penalties are increased for noncompliance based on the level of negligence with a maximum penalty of $1.5 million per violation. The changes also strengthen the Health Information Technology for Economic and Clinical Health (HITECH) Breach Notification requirements by clarifying when breaches of unsecured health information must be reported to HHS.

Individual rights are expanded in important ways. Patients can ask for a copy of their electronic medical record in an electronic form. When individuals pay by cash they can instruct their provider not to share information about their treatment with their health plan. The final omnibus rule sets new limits on how information is used and disclosed for marketing and fundraising purposes and prohibits the sale of an individuals’ health information without their permission.

“This final omnibus rule marks the most sweeping changes to the HIPAA Privacy and Security Rules since they were first implemented,” said HHS Office for Civil Rights Director Leon Rodriguez. “These changes not only greatly enhance a patient’s privacy rights and protections, but also strengthen the ability of my office to vigorously enforce the HIPAA privacy and security protections, regardless of whether the information is being held by a health plan, a health care provider, or one of their business associates.”

The final rule also reduces burden by streamlining individuals’ ability to authorize the use of their health information for research purposes. The rule makes it easier for parents and others to give permission to share proof of a child’s immunization with a school and gives covered entities and business associates up to one year after the 180-day compliance date to modify contracts to comply with the rule.

The final omnibus rule is based on statutory changes under the HITECH Act, enacted as part of the American Recovery and Reinvestment Act of 2009, and the Genetic Information Nondiscrimination Act of 2008 (GINA) which clarifies that genetic information is protected under the HIPAA Privacy Rule and prohibits most health plans from using or disclosing genetic information for underwriting purposes.

The Rulemaking announced today may be viewed in the Federal Register at https://www.federalregister.gov/public-inspection.

Sign up to OCR’s listserv and stay informed at OCR-PRIVACY-LIST

ARMA International to Spotlight Members Monthly

In January ARMA will begin sharing some members’ stories via a spotlight in its monthly online newsletter InfoPro. These profiles are meant share and recognize individual members involvement within the profession and the association. The spotlight provides a member with the opportunity to highlight his or her experience in the world of information governance and let other members get to know them a little bit better. We are looking for all types of submissions – from the new member to the experienced pro. If someone in your chapter comes to mind, let us know and please share this announcement with your fellow chapter members!

The following will appear in InfoPro, though you don’t need to wait until then to submit a nomination:

Member spotlight – Call for submissions

ARMA International is requesting nominations for our NEW “Member Spotlight” to appear monthly in the InfoPro newsletter. We want to know: who’s inspired you? Who’s given you that great piece of advice/best practice? Who has been a team player, who proved indispensable to the project? Who made your conference experience better? Send us a short nomination at members@armaintl.org, and be sure to check InfoPro each month.