The CRM Handbook. Institute of Certified Records Managers. The CRM Handbook Section 1 Introduction to the ICRM

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1 Section 1 Introduction to the ICRM The CRM Handbook Institute of Certified Records Managers Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 1

2 Section 1 Introduction to the ICRM FOREWORD This is the 17 th edition of The CRM Handbook. The purpose of this Handbook is to provide information to persons preparing to take the examination to become a Certified Records Manager. It is hoped that the Handbook will assist applicants in understanding the examination process and serve as a study guide. Information on the examination and the Institute of Certified Records Managers (ICRM) is included. In addition, sample questions along with suggestions on how to prepare for and take the examination are furnished. For an updated Bibliography and application information, go to the ICRM website: Your comments and suggestions are welcome and may be sent to the ICRM at: admin@icrm.org 17 th Edition 2014 Copyright 2014 Institute of Certified Records Managers Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 2

3 Section 1 Introduction to the ICRM TABLE OF CONTENTS FOREWORD... 2 TABLE OF CONTENTS... 3 INTRODUCTION... 4 CERTIFICATION... 5 APPLICATION PROCESS... 7 EXAMINATION PROCESS CERTIFICATION MAINTENANCE CODE OF ETHICS SAMPLE LETTER (DOCUMENTING EXPERIENCE) SECTION 2 TAKING THE EXAMINATION EXAMINATION OUTLINE ANNOTATED OUTLINE STRATEGIES FOR PASSING THE CERTIFIED RECORDS MANAGER EXAM TAKING THE EXAM (Parts I through V) TAKING THE EXAM (Part VI) PART VI TESTING ENVIRONMENT TECHNIQUES FOR PASSING PARTS I-V MULTIPLE CHOICE TECHNIQUES FOR PASSING PART VI Business Cases Prefatory Instructions Problem Instructions Action Instructions Executive Summary and the Analysis Planning and Organizing ACRONYMS ACCEPTED BY THE ICRM EXAMINATION DEVELOPMENT COMMITTEE SECTION 3 SAMPLE EXAMINATION INTRODUCTION PART I MANAGEMENT PRINCIPLES AND THE RECORDS AND INFORMATION (RIM) PROGRAM PART II RECORDS AND INFORMATION: CREATION AND USE PART III RECORDS SYSTEMS, STORAGE AND RETRIEVAL PART IV RECORDS APPRAISAL, RETENTION, PROTECTION, AND DISPOSITION PART V TECHNOLOGY PART VI SAMPLE Business Case Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 3

4 Section 1 Introduction to the ICRM SECTION 1 - INTRODUCTION TO THE INSTITUTE OF CERTIFIED RECORDS MANAGERS (ICRM) INTRODUCTION The Institute of Certified Records Managers (ICRM) is an international certifying organization of and for records and information management (RIM) professionals. The ICRM was incorporated in 1975 to meet the requirement to have a standard by which persons involved in records and information management could be measured, accredited and recognized according to criteria of experience and capability established by their peers. The ICRM is an independent, non-profit organization administered by a Board of Regents (the Board) in accordance with the Constitution and By-laws of the Institute. The primary objective of the ICRM is to develop and administer a program for the certification of RIM professionals, including certification examinations and a certification maintenance program. The ICRM serves as an official certifying body for ARMA International and the certifying body for Nuclear Information Records Management Association (NIRMA). Certified Records Managers (CRMs) include RIM professionals from a growing number of countries world-wide. Each individual is experienced in active and inactive records systems, and related disciplines such as archives, business continuity planning, and information technology. CRMs receive the CRM designation by meeting both educational and work experience certification requirements established by the ICRM and by passing the required examinations. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 4

5 Section 1 Introduction to the ICRM CERTIFICATION Responsibilities of Certification To remain a CRM in good standing (and thereby be authorized to use the personal designation of CRM ) a person must conform to requirements set by the Board. This includes fulfilling the requirements for ICRM Certification Maintenance Points as outlined below. CRMs are expected to conform to the ICRM Code of Ethics and participate in activities to improve the Records and Information Management (RIM) profession. The Board may revoke the Certification of any CRM it determines is not in good standing. Benefits of Certification Professionals who acquire industry-recognized certifications enhance their expertise in a number of diverse, critical areas. Industry-recognized certifications such as the CRM demonstrate a commitment to the profession and lifelong learning and can enhance your advancement potential. Earning your CRM demonstrates to your employer (and prospective employers) that you have a lifelong commitment to your profession. The CRM credential is widely perceived within the records and information profession as the benchmark for professional achievement. These credentials can also have potential financial returns; according to the 2011 Salary Guide from Robert Half International, candidates with professional designation can earn a starting salary up to 10 percent above the market average. Today s organizations are increasingly specifying CRM required or CRM preferred in job announcements when seeking new hires. The CRM designation is recognized and accepted as evidence of a proven level of education, knowledge and experience in records and information management. Earning the CRM means that one has: Demonstrated appropriate education and/or professional work experience; Passed rigorous examinations; Agreed to abide by a professional Code of Conduct; Committed to maintaining an active credential through meeting continuing certification requirements. Research has shown that CRMs and CRM Candidates believe that attaining certification status results in enhanced professionalism and personal growth. The records and information management knowledge gained through the certification process and the improved attitude of self-esteem and confidence can result in CRMs obtaining increased job responsibility with commensurate salary benefits. CRMs have access to a Newsletter and a Membership Directory. CRMs, Candidates and anyone showing interest in the designation are welcome to attend the Annual Business Meeting and Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 5

6 Section 1 Introduction to the ICRM reception (held in conjunction with ARMA International s annual conference). Individuals who have qualified as Candidates, but who have not yet completed the process also have access to the ICRM Newsletter. The ICRM is a volunteer organization. CRMs assist in the development of professionalism in records management and the promotion of the value of certification for records managers. They share their experience and knowledge by participating in ICRM committees and through writing, teaching, and speaking. The annual membership fee is currently $ (U.S.) for Active CRMs and $15.00 (U.S.) for Retired CRMs. The Certification Process Attaining the CRM designation is based on educational background, work experience and passing a six-part examination. The six-part examination is divided into: Part I Management Principles and the Records and Information (RIM) Program Part II Records and Information: Creation and Use Part III Records Systems, Storage and Retrieval Part IV Records Appraisal, Retention, Protection and Disposition Part V Technology Part VI Business Case Parts I to V each consist of 100 multiple-choice questions. Part VI consists of two 50 point business cases, each require an essay response. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 6

7 Section 1 Introduction to the ICRM APPLICATION PROCESS Applying for the Examination Prospective Candidates must complete and submit an online application with supporting documentation indicating acceptable education and professional work experience along with a non-refundable application fee. At this point, the prospective candidate is now an Applicant. The application and supporting documentation is reviewed and evaluated by the ICRM s Certification Standards Committee to determine if the qualification requirements have been met. Examinations are administered by Pearson VUE, an independent testing service. Pearson VUE has over 4,000 independent third-party testing centers worldwide, however, prior to applying to be a CRM Candidate, Applicants should review the Pearson VUE website ( for exam site locations. Application Fees Prospective Candidates pay a non-refundable fee for processing their original application and evaluating credentials. Applicants who fail to meet mandatory qualifications are required to resubmit a new application form (including a new processing fee if they request reconsideration more than one year after the date of the original application). The application fee is $ USD. Purpose of the Application Review The Certification Standards Committee evaluates the application and the accompanying documentation. The Committee is responsible for evaluating the evidence of the applicant s education and experience. The Committee does not evaluate factors such as the person s effectiveness as a records manager nor as a community minded citizen. Neither does the Committee evaluate the applicant s records management knowledge or their capability to pass the six-part exam. The exams will test the level of knowledge and writing skills. Since the Committee makes its judgment solely on the documentation submitted, appropriate documentation must be provided. Experience has shown that submission of complete and accurate documentation with the application will significantly increase an applicant s opportunity to become a Candidate. If the applicant is not approved with the first submission, and the Committee determines that additional documentation might produce a more favorable response, the Committee may offer the applicant the opportunity to provide additional material. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 7

8 Section 1 Introduction to the ICRM Applicant s Responsibility for Documentation Applicants bear the full burden of providing written confirmation of their qualifications. Each applicant is responsible for uploading all the documentary evidence that the Committee may require to make a determination of eligibility. The Committee members are not obligated to follow up on references or other documentation. The applicant needs to complete the application form. Using statements on the application such as see attached resume are not acceptable. The official language of the form is English. If needed documentation is not available in English, the applicant may be asked to provide a satisfactory translation. Qualifications The preferred qualifications for applying for the CRM are a college degree (four-year or bachelor s degree) and one year of professional records and information management (RIM) experience. One additional year of professional RIM experience may be substituted for each year of college not completed (i.e. a high-school graduate with five years of professional RIM experience could apply). For example: Bachelor degree (Graduate degree implies completion of Bachelor degree) PLUS one year professional level RIM experience OR 3 years college PLUS two years professional level RIM experience OR 2 years college PLUS three years professional level RIM experience OR 1 year college PLUS four years professional level RIM experience OR High School Diploma or GED PLUS five years professional level RIM experience Education The minimum acceptable education is graduation from high school (completion of 12 grades) or equivalent (e.g. GED Certificate) in conjunction with five years professional level RIM experience. The preferred education is a 4-year (bachelor s) degree from an accredited institution of higher education. The academic major (course of study) need not have been in a records related field. Partial credit (in half-year increments) may be given for acceptable credit hours short of a bachelor s degree. The only college or university course work or other education acceptable is that which would be creditable toward a bachelor s degree at an accredited institution of higher education. Professional seminars, conferences or workshops are not acceptable even when CEUs are granted. All claimed education must be documented. Academic degrees may be documented Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 8

9 Section 1 Introduction to the ICRM by either official transcripts or a photocopy of the diploma. Partial education (credit hours short of a degree) must be documented by official transcripts. Items such as grade reports or training certificates are not acceptable. If the status of the educational institution is not known to the Committee, the applicant may be asked to provide evidence of its accreditation. If academic credits are not expressed in typical US college semester or quarter hours, the applicant may be asked to provide evidence for conversion to the equivalent of such units. For international applicants, the institution of higher education must hold an accreditation equivalent to that granted by a US accreditation organization. The ICRM may, at its discretion, require international applicants to provide proof of a college or university degree/diploma award to show that it is equivalent to a US award. Professional Work Experience The minimum acceptable professional (RIM) experience is one year in conjunction with a Bachelor degree or higher. Acceptable professional work experience may have been acquired if a person has: Conducted studies and surveys Developed, designed, and implemented records or information management systems Had direct managerial or operational responsibility for RIM programs Has taught in an accredited college/university (on a full time basis) courses in RIM The Committee requires external, written verification signed by the employer of claimed experience containing sufficient detail to determine if the work meets the standards described above. Verification must include dates the applicant held the job responsibilities described. The documentation can come directly from the employer or can be submitted by the applicant. Employer can include a supervisor, manager, company owner or director, or someone from the Human Resources office. Formal, detailed job descriptions can be submitted. An acceptable job description contains: 1. The job title; 2. The position, scope, and duties in detail; 3. The organization name; 4. The employee s (incumbent s) name; 5. the effective date(s) and; 6. Is dated and signed by both the employee and an appropriate organization official Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 9

10 Section 1 Introduction to the ICRM If job descriptions meeting the above criteria are not available, letters from employers or clients can be considered as long as they contain the needed information. (See SECTION 1 - INTRODUCTION TO THE INSTITUTE OF CERTIFIED RECORDS MANAGERS (ICRM) SAMPLE LETTER (DOCUMENTING EXPERIENCE).) Positions involving some acceptable duties and responsibilities can be considered partially qualifying. The Committee will determine percentage of time to be credited. Unnecessary and Unwanted Material Many applications are approved with only the application and two documents accompanying the application (a copy of the diploma and a certified job description or letter from the employer). Voluminous submissions are neither desired nor helpful. Specific items NOT to include are: Resumes and other personally prepared items. Personally prepared material cannot be considered unless it is validated by an appropriate third party Evidence of conferences, seminars or other (non-college) training attended or presented Copies of publications, speeches, awards, plaques, etc. Award and congratulatory letters (unless they are the only evidence of work experience Evidence of ARMA (or other professional) loyalties and accomplishments. Being President of the local chapter is not qualifying job experience General letters of recommendation or endorsement from any source that are primarily personal and which do not contain needed details of job performance. Applicants are not approved on their personality or the personal endorsements of colleagues they are approved on the basis of documented education and job performance Copies of certifications, licenses or credentials from other professions. A certification for tax preparation or financial planning is not creditable Timelines An applicant is not considered a CRM Candidate and will not be scheduled for the exams until the Committee approves the application. If the Committee determines that additional documentation is needed to support the application, the applicant will be asked to supply the additional material. An applicant who is asked to provide the Committee with additional documentation has one year after the original application date to provide it. If documentation is not provided in that time frame the file is considered closed. If the applicant then wishes to be reconsidered (a resubmission) another application fee will be charged. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 10

11 Section 1 Introduction to the ICRM Limits of the Certification Standards Committee Responsibility In the event the Committee cannot or does not render a decision on an application in time for a scheduled exam, the Committee s liability is limited to providing an extension of time for the applicant to submit acceptable material. Such an extension shall be at no additional charge to the applicant. Appeals A decision by the Certification Standards Committee is final unless formal written appeal procedures are followed. An appeal can be filed by any unapproved applicant by addressing a letter requesting such an appeal to the Appellate Process Committee of the Institute. ICRM ID and Password Candidates will receive an ICRM ID and password when they ve been approved as an ICRM Candidate. If that ID or password is lost, contact the ICRM Business Office at admin@icrm.org. Please allow one week to receive the ID and password. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 11

12 Section 1 Introduction to the ICRM EXAMINATION PROCESS Attaining the CRM designation is based on educational background, professional work experience and successful completion of a six-part examination consisting of: Part I Management Principles and the Records and Information (RIM) Program Part II Records and Information: Creation and Use Part III Records Systems, Storage and Retrieval Part IV Records Appraisal, Retention, Protection and Disposition Part V Technology Part VI Business Case Parts I through V each consist of 100 multiple-choice questions. Part VI is an essay question and requires a well thought, detailed response in a business case format. All examination questions are in English. The answers to Part VI must be written in the English language. The multiple-choice questions in Parts I through V are chosen as equally as possible from all parts of the subject matter outline (see Section 2). The questions in each part are based on fundamental records and information management practices, and are meant to represent the best practices in the industry. Questions are NOT included in the test bank if they refer solely to the practices of a specific country, vendor or company. If English is not the Candidate s native language, they are entitled to an additional 20 minutes of test time for each of Parts I through V, and an additional one hour of test time for Part VI. Candidates requiring this additional time should request approval from the Regent for Exam Administration (examadmin@icrm.org) prior to registering for an exam. Registering for Exams Using the ICRM Website Once approved through the application process, a Candidate is eligible to register for exams during the next open registration period using the ICRM website. Registration for an exam is a two-step process. 1) Log on to the ICRM website ( and click on View Personal Details. Then click on Exam Status. Select the exam cycle you wish to test, then select the exams you wish to take during that cycle. You will need to wait up to 24 hours for the information to be transferred to Pearson VUE. Return to this screen, and your exam status will change to Authorized. 2) Once the status of the exam is Authorized click on the current exam cycle (far left of the screen under Exam Cycle ). (Note: The screen will also be a direct link to the Pearson VUE ICRM landing page.) You can then schedule your exam and arrange for payment directly with Pearson VUE. Consult the ICRM website for dates, deadlines, and check payment options. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 12

13 Section 1 Introduction to the ICRM Examination Fees Registration to take specific parts of the examination is done through the ICRM member database. An applicant must be accepted as a Candidate before registering for examinations. A Candidate must pass Parts I through V before registering to take Part VI. Examinations are given by Pearson VUE, a third-party independent testing service. A fee per examination is charged for each of Parts I through VI. Registration to take any part of the exam is done through the ICRM member database with a link to the Pearson VUE site to register and pay fees. These fees are only refundable if an applicant cancels a scheduled exam with Pearson VUE more than 24 hours prior to the examination. Registration and fees must be submitted to Pearson VUE, the testing service, by the deadline established for each examination. All payments must be in United States currency. Please go to for a listing of the current examination fees. Taking the Examination A Candidate may sit for all of Parts I through V of the examination during the same testing week, or they may take as many, and in any sequence they desire. Part VI can be taken only after the candidate has passed the first five parts. Candidates may retake any part of the examination as often as necessary, however, an exam can only be taken once during a given exam cycle. (See Completion Time Required. ) Examinations are administered by Pearson VUE, an independent testing service. Pearson VUE has over 4,000 Pearson VUE owned and independent third-party testing centers worldwide. Part VI Test Administration Part VI is an essay type examination administered by Pearson VUE. The test is administered on a computer, however, there is no spell check and formatting such as cut and paste is very limited. Bullets, underlining and bolding are not available. There are erasable notepads available at Pearson VUE centers. Part VI is restricted to Pearson VUE owned and controlled testing centers. These testing centers provide an optimal testing experience. Alternate sites can be opened for Part VI if necessary. Part VI tests are timed, and allotted 240 minutes (four hours). However, the first five (5) minutes are designated for administration issues such as reading and responding to the nondisclosure agreement. Once they agree to the non-disclosure agreement, the Candidate has 235 minutes to complete the exam. During the exam you will be presented with three 50 point case studies from which you will select two cases to answer. You will have a total of 235 minutes to read the cases and complete the exam. Once you complete the first case study you can review your answer. When Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 13

14 Section 1 Introduction to the ICRM you confirm you have completed the first case study you will automatically be given a 10 minute break. When you return from break, you will then select from the remaining two 50 point case studies. When you confirm the second case study is completed, the exam is over. As you are composing your answer you may use the Exhibit Button to enable a view of the entire case study. If you are unsure of your response, mark the essay item as a reminder for additional consideration during review. To mark an essay item for review, use the mouse to click the flag in the upper right corner of the item. A solid flag means the essay item has been marked for review. You may use the navigation button at the bottom of the screen to move forward and backward through the essay items. However, you will not be able to navigate back and forth between case studies. At the conclusion of each essay, you will have the opportunity to review and make changes. Do not press the End Review button until you are ready to submit your essay. Once the End Review button is pressed, you will not be able to go back to review or change your essay. Screen prints of Part VI exam examples are located in Section 3. Completion Time Required All six parts of the examination must be passed within a period of five consecutive years. If a Candidate fails to do so, they must reactivate their eligibility and the part(s) taken and passed initially must be repeated so that the passing of all parts occurs consecutively within a five-year period. The time for passing the exam begins from the date of approval as a Candidate, or the date of Reactivation. Grades The passing score for each part of the examination is 70%. Candidates taking Parts I through V at a Pearson VUE testing site will receive their exam results immediately upon completion of testing. Part VI exam answers are graded by a manual process. A test grade of 60% to 69% for Part VI is automatically re-graded by different graders prior to the Candidate receiving the grade. Candidates will be notified via by the Regent for Exam Administration once all Part VI exams are graded and confirmed. This process takes approximately 6 weeks to complete. Examination Dates Parts I through VI are offered Monday through Friday in the first and second full weeks of February, May, August and November each year. Candidates may select the day, time and location that meet their particular schedule. Candidates who have passed Parts I through V may, if a test site is available, take Part VI in the same cycle after they passed the last of Parts I Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 14

15 Section 1 Introduction to the ICRM through V. (Due to the short time frame for this extended registration, there is no guarantee a site will be available.) Examination Schedule Candidates are allowed 80 minutes for each part when taking Parts I through V, including 5 minutes for administrative purposes. Part VI has a four hour time period, including 5 minutes for administrative purposes, the 10 minute break is not include in the four hour time frame. Refunds Candidates can cancel exams up to 24 hours prior to the scheduled exam by calling Pearson VUE directly. Candidates failing to show up for scheduled exams, or calling less than 24 hours prior to their scheduled exam, forfeit any fees paid. Re-grades and Appeals A Candidate who fails Part VI by less than eight points (63%--69%), and who has a legitimate reason to believe that there was a grading error, may make a written request to appeal the failing grade. Appeal deadlines vary by cycle and will be provided in the exam results notification. Review of contested grades will be performed by the Appeals Committee and shall be processed within 30 days following receipt of the appeal by the Committee. Decisions of the Appeals Committee are final. The Appeals Committee does not provide feedback on appeals. Feedback Feedback is provided to Candidates who are unsuccessful in passing an examination part. The feedback for Parts I through V is individualized and provided before the Candidate leaves the testing center. Feedback consists of the outline parts of that particular part that contained the questions missed. Candidates can then use that feedback to guide their further study. Feedback for Part VI is also individualized and provided by the graders who graded each question (each exam is graded by different people). Feedback is in narrative form providing information on how the Candidate performed in technical knowledge, writing ability, problem analysis and appropriateness of answer. Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 15

16 Section 1 Introduction to the ICRM CERTIFICATION MAINTENANCE The Institute of Certified Records Managers believes it is vital that Certified Records Managers remain current in the dynamic field of Records and Information Management (RIM). This is handled through Certification Maintenance Points (CMP). This ensures that members: 1. Maintain professional competence 2. Update existing knowledge and skills 3. Attain new or additional knowledge and skills Requirements Active CRMs must earn and submit 100 points for approved educational activity during each five-year period following initial certification The five-year certification maintenance cycle for each CRM begins on January 1 or July 1, whichever immediately follows the (passed) examination date o Points may be submitted beginning with the date of the passed Part VI exam Carry-Over Points o Points earned during the last year of the five-year cycle that exceed the required 100 points necessary to maintain certification, can be carried over into the next five-year cycle (up to a maximum of 50 points) o Carry over points must be entered / postmarked within six months of the activity date AND entered / postmarked before the end of the certification maintenance cycle About Points Points are awarded for each half hour of active involvement in a qualifying educational activity Requests for points must be submitted within 6 months of the activity date Qualifying educational activities are grouped into 4 categories No more than 30 points will be granted for any single activity within a category. A single activity is defined as one event, such as one course, one seminar, one conference, etc. Sample Point Amounts o A professional association monthly meeting with 1 hour of educational material = 1 point o A 2-day seminar with 6 hours of qualifying education each day = 12 points o One 3-credit university course = 30 points Point Exclusions o No points will be awarded for any educational activity lasting less than 30 minutes o Lunch, coffee breaks, business meetings, vendor exhibit viewing, social activities, and award presentations do not qualify for points o Except in the last year of your cycle, CMPs in excess of the required 100 points are generally declined Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 16

17 Section 1 Introduction to the ICRM o "Fully retired" CRMs do not need to maintain certification and are not eligible to apply for CMPs. For more information about retired status, go to Categories of CMP Activities and Acceptable Documentation CRMs should update their knowledge and skills in any of the areas covered by the CRM examination. Activities that qualify for Certification Maintenance Points (CMP) must be related to the CRM exam outline ( and may fall within the following categories: A. Attend: Attend a meeting, seminar, webinar, conference, employer-sponsored activity, college/university/correspondence course or certificate program. Educational content of the course or program must relate to the CRM exam outline. Supporting documentation for activities lasting longer than two hours: Program description, schedule and proof of attendance in the form of a canceled check, registration receipt, or completion certificate. Supporting documentation for college/university/correspondence courses: Copy of transcript and course outline or description with schedule. Evidence of satisfactory completion may be a certificate, grade report, transcript or other documentation from the sponsor. Transcripts will not be retained by the ICRM once points have been awarded. Meetings, seminars, conferences, and/or employee sponsored events are awarded ½ point per ½ hour of qualifying educational content A qualifying undergraduate or graduate college course work is awarded at 10x the credit hours up to the maximum of 30 CMPs. A 3 credit course would equate to 30 points Course work on business tools (e.g., software training) does qualify for points Routine sales presentations and product demonstrations do not qualify for points Training on company operations or personnel policies do not qualify for points Sessions on professional society/association business, operations, association strategy, board participation, etc. do not qualify for points B. Present: Teach/ Lecture / Present/ Panel Participation. "Live audience" instruction, and/or presentations, webinar/webcast presenter. Also includes in-house records and information management training and/or management presentations. Points for the session will be awarded on a one point-for-one hour basis (½ point per half hour) for the initial and any subsequent presentations. Single Presenter o Points for the session will be awarded on a one point-for-one hour basis for the initial and any subsequent presentations o The first time a presentation is given, credit for preparation of the material will be awarded at three times the duration of the presentation Example: a NEW one-hour presentation would be awarded as follows: presentation 1 point + preparation 3 points = 4 points. o Subsequent presentations of the same material will not be awarded preparation points Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 17

18 Section 1 Introduction to the ICRM Joint / Panel Presentations o Points for the session will be awarded on a one point-for-one hour basis for the initial and any subsequent presentations o The first time a panel/joint presentation is given, preparation credit will be awarded at two times the duration of the presentation Example: a NEW one-hour joint / panel presentation would be awarded as follows: presentation 1 point + preparation 2 points = 3 points o Subsequent presentations of the same material will not be awarded preparation points Supporting documentation for requests that are greater than two CMPs: Copy of announcement, presentation outline or course catalog entry. Length of presentation is also required. C. Publish: Articles, Monographs, Whitepapers and Books. Published articles may appear in a formal publication of regional or national distribution, or published in an electronic format on the internet or company intranet. Content must be related to the CRM exam outline. Reprints of published materials do not qualify for points. Single Author o Points for this activity will be awarded at one point per 450 words. Generally this equates to about one page of text, or, in the event of a small font, multi-column typeset page, about 1/3 of a page. Partial pages will be calculated accordingly. Photographs and accompanying graphics do not qualify for points Example: A 3-column page containing a one-column advertisement, or a 1/3 page photograph or other graphic related to the article that contains 900 words receives 2 points. Joint Authors o Points for this activity will be awarded at ½ point per 450 words. Generally this equates to about one page of text, or, in the event of a small font, multi-column typeset page, about 1/3 of a page. Partial pages will be calculated accordingly. Photographs and accompanying graphics do not qualify for points Example: A multi-authored whitepaper published by a vendor that is 10 pages long (about 4,500 words), would be eligible for 5 points. Supporting documentation: Copy of article, website URL, or, for a book, a copy of the title page and table of contents. Alternate verification is also permitted if the article or site cannot be accessed by the Regent of Certification Maintenance, or if the CRM s name is not indicated as author. A CMP Verification Form ( Form.pdf) including verifying signature of the respective supervisor, client or sponsor will be accepted. D. Other: Work-Related Activities or Other RIM-Related Activities. Other activities, including on-the-job and other miscellaneous activities, may qualify for points if the activity results in Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 18

19 Section 1 Introduction to the ICRM (1) a work product or (2) the development of knowledge for the individual or the Records and Information Management (RIM) field. To gain points for these activities, a CRM must be able to identify what RIM-related knowledge was gained and where the activity falls in the CRM exam outline. Certain activities, identified below, require a signed CMP Verification Form. This form can be scanned and uploaded with the request. All qualifying activities in Category D will be judged on a case-by-case basis. This category includes activities such as: RIM program development, including records retention schedule creation, procedures, training, creation of file plans, disaster recovery plans, systems developed or implemented, etc. It can also include program assessments, audits, and continuous improvement initiatives. Supporting documentation: Requires signed CMP Verification Form including supervisor/sponsor/client verification signature, plus a description of activity Records management software programs written or developed. Supporting documentation: Requires signed CMP Verification Form including supervisor/sponsor/client verification signature plus description of activity Other Educational Content Development: Participation in the content development of "workshop" programs, videos/dvds /BluRay discs, curriculum development program, ICRM exam development, research studies, standards development, etc., (Administrative and logistical planning or operational activities such as program planning, selecting speakers, etc. do not qualify). Supporting documentation: Requires signed CMP Verification Form including supervisor/sponsor/client verification signature plus a description of activity ICRM Exam Grading. Points are awarded at 3 points per exam graded if the CRM (1) meets grading deadlines and (2) provides quality mentoring-style critiques for candidates, as judged by the Regent for Examination Administration and Grading ICRM Mentoring: Points are awarded at 3 points per mentee per exam cycle if the CRM mentor (1) grades at least one 50 point practice exam written by the mentee; (2) provides a quality mentoring-style critique to the mentee and; (3) mentoring effort is confirmed by the Mentor Coordinator Reviews of professional books. Book reviews of professional books that have a minimum of 100 pages, with any publication date, are acceptable. Professional books are eligible if the subject matter is covered by the CRM exam outline. If necessary, contact the Regent, Certification Maintenance to clarify the appropriateness of the proposed material. Supporting documentation: A review of the book which includes: o a copy of the title page and table of contents; o a complete and accurate bibliographic citation; o an introduction to the topic covered by the book, including mention of other pertinent work; Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 19

20 Section 1 Introduction to the ICRM o a summary of the text; and o an evaluation of the text o The review should be 2-4 pages - typewritten or computer-produced. The components of each review need not be in the above order, nor strictly separated. Stylistic creativity is encouraged, literary competence is required. Points: Five points will be awarded for each acceptable review Other Activities. Other records and information management activities may be appropriate for Certification Maintenance Points. Contact the Regent, Certification Maintenance if unsure if an activity is appropriate When applying for Category D work-related points, the preferred documentation is a description or outline of the activity plus the completed CMP Verification Form ( which includes the signature of a supervisor, client or activity sponsor. This form can be scanned and uploaded with the request. While samples of non-proprietary documents related to a Category D request may be attached, the ICRM does not encourage attaching confidential, proprietary, or potential intellectual property to the request. If verifying signature is not possible, please contact the Regent, Certification Maintenance to discuss options for verifying the request. Tips To Reach 100 Certification Maintenance Points Combine a range of activities over the 5 year period o Attend fifteen one-hour webinars = 15 points o Attend twelve one-hour professional association monthly meetings = 12 points o Prepare and make two 60 minute presentations at a local professional association = 8 points o Attend three multi-day conferences worth 15 points each = 45 points o Spend 20 hours developing key documentation or policies for your job (Category D Work Related Activity) = 20 points Total for the 5 years = 100 points Claim all 100 points one category over the 5 year period o Four 25-hour Category D Work Related Requests = 100 points o Attend 20 one-hour webinars each year for 5 years: 20 x 1 x 5 = 100 points Procedures for Requesting CMPs Requests for Certification Maintenance Points should be made online and the required documentation uploaded. Instructions for Entering CMP Requests Online: The preferred method for entering CMP requests is to do so online 1. Log into the ICRM database with your address and password 2. Go to "View Personal Details" Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 20

21 Section 1 Introduction to the ICRM 3. Select "Credit Requests" 4. "Create New Credit Request" A. If you were provided a pre-approval code on an attendance certificate, fill in the code and select Enter Pre-Approval Code. o Select Add o After you select Add, you will be taken to a new screen o If the activity is longer than two hours, supporting attendance documentation is required. Click on Attach Documentation to upload the attendance certificate or other supporting documentation B. If the event was pre-approved, but you do not have the code, choose the option Select From Event List. Search or browse for the event. o Select Add o After you select Add, you will be taken to a new screen o If the activity is longer than two hours, supporting attendance documentation is required. Click on Attach Documentation to upload the attendance certificate or other supporting documentation C. If the event was not pre-approved, go to the third option and select "New Credit Request". o Choose the category o Enter the Sponsor and Title of the activity. Use the Description field if the title is not clear in how it relates to the CRM exam outline o Enter the number of points requested in ½ hour increments o Enter the date of the activity o Select "Add" o Supporting documentation is not required upfront for activities lasting two hours or less. If the activity is longer than two hours, supporting documentation regarding the activity content, duration is required. Click on Attach Documentation to upload the supporting documentation o While the preferred method is for you to attach the documentation directly to the request, if you are unable to do so, you can mail or fax the documentation. Please write your name, telephone number and address at the top of the page. See the Contact Us section for mailing address or fax number D. The Regent, Certification Maintenance reserves the right to request additional documentation regarding your CMP requests Instructions for Applying for CMPs via the Mail If you are unable to apply for CMPs online, please contact the Administrative office for instructions. The Regent, Certification Maintenance reserves the right to request additional documentation about your CMP requests. General Information about CMPs CMP requests for events lasting ½ to 2 hours are automatically approved by the system and supporting documentation is not required to be included with the request. IMPORTANT: The Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 21

22 Section 1 Introduction to the ICRM Regent, Certification Maintenance may request additional information or documentation about any or all requests, so please retain your supporting documentation for at least one year. NOTE: Documentation for requests greater than two points must be received by the ICRM within 30 days of the application date or the request will be denied. When CMP requests for more than two points are processed, you will be ed an updated transcript. It is recommended that once you receive your transcript, you read it over to confirm accuracy. If you have a question about how points were calculated and awarded, you can go online to view the request and read any associated notes that were captured. Requesting CMPs should be done regularly as hours are accumulated. Credit requests must be postmarked or entered into the ICRM database within six months of the activity. However, in the 5 th year of your current cycle, your CMP requests, must be postmarked or entered into the system before your cycle expires. CRMs who meet certification maintenance requirements will receive notice from the ICRM. CRMs failing to meet these requirements will receive formal notice indicating that they are no longer eligible to use the CRM designation and will be dropped from the ICRM rolls. Restoration of lost certification can be achieved only by submitting a Reinstatement Application within 5 years of de-certification, include the required fee to become a Reinstatement Candidate, and pass Part VI of the exam. A Reinstatement Candidate must retake and pass Part VI of the CRM examination within 5 years of becoming a Reinstatement Candidate. Appeals CRMs will be advised of denied points in the form of a transcript sent by , except in the case where request was denied due to lack of documentation, in which case an notice is sent. Appeals must be received within 30 days of notice of denial. Appeals should be made in writing to the Regent, Appeals & Legislation. If the denied request(s) impacts the fulfillment of the 100 required points in the 5-year maintenance cycle, the CRM shall not be dropped from the rolls until such time as the appeal has been reviewed and decided upon by the Regent, Appeals & Legislation. Contact Us The most current info can be found on our website at The CMP page is located at Use the benefits of applying for your CMPs online! Access the ICRM CMP database at log on using your address and password, go to View Personal Details, then Credit Requests. admin@icrm.org or: certification_maintenance@icrm.org Call (toll-free) or Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 22

23 Section 1 Introduction to the ICRM Write to: 1450 Western Ave, Suite 101 Albany, NY USA Fax: (please limit the number of faxed pages to 10) Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 23

24 Section 1 Introduction to the ICRM CODE OF ETHICS Certified Records Managers should maintain high professional standards of conduct in the performance of their duties. The Code of Ethics is provided as a guide to professional conduct. 1. Certified Records Managers have a professional responsibility to conduct themselves so that their good faith and integrity shall not be open to question. They will promote the highest possible records and information management standards. 2. Certified Records Managers shall conform to existing laws and regulations covering the creation, maintenance, and disposition of recorded information, and shall never knowingly be parties to any illegal or improper activities relative thereto. 3. Certified Records Managers shall be prudent in the use of information acquired in the course of their duties. They should protect confidential, proprietary and trade secret information obtained from others and use it only for the purposes approved by the party from whom it was obtained or for the benefit of that party, and not for the personal gain of anyone else. 4. Certified Records Managers shall not accept gifts or gratuities from clients, business associates, or suppliers as inducements to influence any procurements or decisions they may make. 5. Certified Records Managers shall use all reasonable care to obtain factual evidence to support their opinion. 6. Certified Records Managers shall strive for continuing proficiency and effectiveness in their profession and shall contribute to further research, development, and education. It is their professional responsibility to encourage those interested in records and information management and offer assistance whenever possible to those who enter the profession and to those already in the profession. Ethics Review Procedure If it is felt that a Certified Records Manager (CRM) has violated the Code of Ethics of the Institute of Certified Records Managers (ICRM), a letter stating such must be sent to the President of the ICRM (see website for current address). This letter must identify the CRM, state the nature of the ethics violation charge and request that the ICRM investigate the matter. The person(s) making the charge must identify themselves. The ICRM will keep the identification of the person(s) making the charge confidential. Upon receipt of this letter, the President of the ICRM will establish an ad hoc Ethics Committee and identify three individuals to serve on it, subject to the approval of the Board of Regents. No current member of the Board may serve on this ad hoc committee. This Committee will be provided the letter requesting the review. The Committee will contact the person(s) making the accusation and obtain from them all available information on the Institute of Certified Records Managers, 17 th Edition 2014, 07/16/2014 Page 24