EVERYTHING YOU WANTED TO KNOW ABOUT PDF … · Off the Record May2006 18

Off the Record May2006 18

Office Person Company Phone Fax

President/Web/Newsletter

Cynthia Lacy San Diego Data Processing Corporation [email protected]

858-581-9763 858-581-9606

Vice President Candace Sanchez Iron Mountain [email protected]

858-404-1612 858-455-7125

Secretary Laura Avilez Symitar Systems, A JHA Company [email protected]

(888) 796-4827 x766842

619-542-6707

Treasurer Alex Fazekas-Paul Sempra Generation [email protected]

619-696-2949 619-696-2119

Programs Richard Berlin Docusure [email protected]

619-296-3472 619-296-3479

Public Relations Co-Chair

Eric Solberg Integridoc [email protected]

858-759-4375 858-459-4375

Education Susan Roberts Corovan [email protected]

858-748-1100 x1263

858-679-7341

ISG/Membership Co-Chair

Tracee Hughs Ross, Dixon & Bell, LLP [email protected]

619-557-4351 619-231-2561

Membership Co-Chair

Linda Maczko UCSD [email protected]

858-534-3395 858-534-6523

Hospitality Dana Pieper Iron Mountain [email protected]

858-404-1617 858-455-7125

Hospitality Jennifer Camilleri Iron Mountain [email protected]

858-404-1602 858-455-7125


Dave Nuding Western Micrographics Systems, Inc. [email protected]

858-722-5500 858-268-0592

San Diego ARMA Chapter- 2005/2006 Officers/Directors

ARMA San Diego Chapter PO Box 500015 San Diego, CA 92150

Off the Record May 2006 1

O rganizations are replacing paper with Adobe Portable Document

Format (PDF) documents and forms. PDF can help reduce the high cost of managing and distributing paper, and improve con-stituent satisfaction by decreasing process-ing time, protecting private information, and enabling better access for citizens, busi-nesses, and people with disabilities.

This program is geared for all levels of PDF users. Whether you have never actually created a PDF file or you consider yourself a power user, you'll come away from this ses-sion with a better understanding of the PDF capabilities.

There are options as to the way graphics and text are presented in a PDF. Whether creating a PDF file from a Microsoft Office document, a scan, or a graphics package - the options you choose impact quality, file size, security, and editability. In this session we’ll discuss different ways to create PDF files for distribution in you office or on the Internet. You'll see that not all PDF files are the same and gain an understanding of how to select the right type of PDF to meet your needs.

The session will also touch on the inter-active elements and form fields that are available. Discover various methods and supported standards for populating PDF forms and for sending and receiving data.

Section 508 is forcing government and contractors to pay attention to accessibility requirements. Increasingly, accessible PDF and the tools available for managing acces-sibility are something we need to under-

stand. PDF / A is working its way towards be-

coming an international standard that de-fines the use of the Portable Document For-mat (PDF) for archiving and preserving documents. Learn more about this initiative and standards for archiving documents

while ensuring preservation of their contents and the efforts to ensure that they can be retrieved and rendered with a consistently and predictably when accessed in the future.

Brian Huffman of Adobe Systems will bring you up-to-speed on the many facets of the PDF file format.

Brian Huffman is an account executive for Adobe’s commercial geographic accounts in San Diego, Arizona, Hawaii and New Mex-ico. Adobe is focused on server based solu-tions aimed at Document Security, Collabora-tion, Process Management and Document Generation along with traditional desktop products and now Macromedia Branded products. Brian has been with Adobe for over 3 years and previously held sales positions at Oracle, FileNet and Xerox. MEETING AGENDA 11:30 - 12:00 Registration and Networking 12:00 - 12:15 Announcements 12:15 - 1:30 Lunch and Presentation Mark your calendars for May 17th, 11:30am at the Marriott Courtyard – Kearny Mesa. Please register early, as seating is limited.

Contributions & gifts to ARMA are not deductible as charitable contributions

for Federal Income Tax purposes

Meeting: Wednesday, May 17, 2006, 11:30 to 2:00 Location: Marriott Courtyard - Kearny Mesa

Reservations - Contact Linda Maczko @ (858) 534-3995 On-line RSVP: http://www.sandiegoarma.org/arma_registration.htm

President’s Message 2

Image File Format Standards 5

“Backing-up” Your Investment 8

The 4 Steps for Managing Content 13

FYI 16

Membership Corner 17

Board Members 18

An Interview with Rita Noden, City Clerk El Cajon 13

May Registration Form 15 Insi

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http://www.sandiegoarma.org/arma_registration.htm


Off the Record Association of Records

Managers & Administrators San Diego Chapter

Editor Cynthia Lacy Public Relations Eric Solberg and Dave Nuding

Off the Record is a semi-monthly newsletter of the San Diego Chapter for the Association of Records Managers and Administrators.

This newsletter is published to inform the members of activities of t h e C h a p t e r , a n d disseminate news and op in ions o f Board Members, or Chapter Members. Opinions are those of the author, and do not necessarily reflect official policy or opinion of ARMA, the San Diego Chapter of ARMA, or its m e m b e r s . Y o u r statements and articles are solicited.

Email articles to [email protected]. Articles submitted by 1st day of month are considered for that period’s newsletter.

Advertising Rates

Ad — 1- 5 ISSUES — 1 Page $400 1/2 Pg $225 1/4 Pg $125 Business Card $50 Flyer Insert $400 (one-time) Contact Dave at (858) 722-5500 or Eric at (858) 759-4374 Package Deal: 1/2 page ad in all the year’s Issues of Off the Record, one vendor table at one of the S a n D i e g o A R M A m e e t i n g s , a n d a membership in San Diego ARMA - all for $495.

©2006 San Diego ARMA

Check out the lower

W e’ve been busy these last few months and I have a lot to share with you in this newsletter. Our full-day seminar was a

success and I want to personally thank all of you that attended. Eve-ryone came away with a better understanding about how compliance affects all of us—no matter the business area we work in. Helen’s easy presentation style both enlightened and entertained us but more importantly, informed us. The weather was splendid, the food terrific and the vendor prizes were outstanding! Please take a look at the vendor publication on the web. Their sponsorship of our local chapter is very much appreciated. Our chapter has reached a milestone as we now have over 100 mem-

bers taking us from a mid-size chapter to a large one! Thank you Linda and Tracee for the magnificent job you are doing as Membership Co-Chairs. We plan to celebrate this mile-stone at our last meeting of the year with cake and surprises so keep June 14th open on your calendars.

Tracee, Candace, Richard, Susan and I worked with the SNIA (Storage Networking World) End User Council to coordinate a presentation at the SNIA World Conference held in San Diego April 3 to 6. We worked with Marty LeFebvre, Wendy Betts and Marty Foltyn and with much cooridination on their part, presented, Get the Real Story Behind ILM which was a panel discussion of ILM from an IT and a Records Manager perspective. ARMA was very well represented as Paula Johnson and Bruce White (SD ARMA members) were on the panel.

(Continued on page 3)

President’s Message


Welcome From the Membership Corner Our membership continues to grow! 107 and counting!!!

I f you’ve checked your profile recently and noticed a strange join date, let us know. A 1996 data conversion did not include some of the history for many of our members. Most notably, it dropped off some join dates.

If your join date is shown as 1/15/05, that’s why – your original join date was not converted back in 1996. If your join date is incorrect but is not shown as 1/15/05, it may be because you changed jobs and were as-

signed a new member ID. (This practice was changed a few years ago, and today your member ID number stays with you regardless of where you work.) But because your history was not converted, all we have is the date you changed jobs.

In either case, if your join date is incorrect, please send an e-mail to [email protected] with your correct join date, and we will update your information accordingly.

Why didn’t you notice the discrepancy before? Because you never saw your join date; it was not part of the profile visible on the website, nor was it printed on your renewal notice. One of the advantages of the new cus-tomer relationship management system ARMA International recently installed is that it provides you access to more information in your membership record.

The implementation of this new database system has affected all aspects of our operation, including the inte-gration of the website with the back office. We appreciate your patience as we’ve worked through some of the challenges associated with a project of this magnitude. We have had some challenges pop up with where the web-site is pulling some of its information, specifically the chapter affiliation. This situation is being remedied as quickly as possible.

Every member counts and every member makes a contribution. If we missed anybody. please let us know so that we can make sure you are included. Linda: [email protected] Tracee: [email protected]

Membership Corner By Linda Maczko

MEMBERSHIP

Member Company Join Date

Curtis Dadian FileFax 12/6/05

John T. Guthrie City of Oceanside 1/3/106

Marci D. Kilian City of Vista 1/31/06

Higinio Sonano SDSU 2/1/06

Matthew E. Dedes Digital Convergence Partners, Inc 2/28/06

Sheila Cobian City of Carlsbad 2/28/06

Mark Tripiano Preservation Data 2/28/06

Maria Garcia 24-Hour Fitness 3/31/02

Rachael Gregg Acadia Pharmaceuticals, Inc. 3/31/06

Jennifer Stanson 24 Hour Fitness 3/31/06

Esther Woody North County Transit District 3/31/06

Andrea A. Beidl Iron Mountain 4/30/06


Here’s the URL to a very important site—the Chapter Connection on the ARMA Interna-tional Website!! Go to http://www.arma.org/intranet

Click on Chapter Connection Check out this URL to find out about

ARMA Webinars / Calendar of Events

http://www.arma.org/resources/calendar.cfm

FREE TRAINING CLASSES!! Centers for Education and Technology (CET), a part of the San Diego Community College District, is offering free training classes in a wide range of topics. Their Business Information Technology courses include offerings in HTML, XML, Java programming, JavaScript, UNIX, Cisco, Oracle, Linux, Visio, A+ Training, TCP/IP, MS Office and many others. These courses are offered at several campuses throughout the city. Please take a look at their web site, http://www.sandiegocet.net/index.php, for class and registration information. Check out vital information you might have missed! http://www.arma.org/learning/seminar_archives.cfm This is a link to ARMA Audio and Web Seminars that you might have missed.

ARMA Information Compliance/Risk Management Electronic Records Legal/Regulatory Issues Privacy Records/Info Management Standards/Best Practices New Online Courses: Issues and Approaches in Archiving Electronic Records. ARMA’s new online course will introduce you to the unique issues inherent to archiving electronic records. Learn about the strengths and weaknesses of various approaches to elec-tronic records archiving, as well as recommendations for electronic archival processes and systems. Now available in the ARMA Learning Center. Useful Links ARMA International Links What is RIM? ARMA Membership ARMA Directories ARMA Chapters and Regions ARMA International Press Room Educational Foundation Calendar of Upcoming Events

FYI

San Diego ARMA Board Meetings August 6 October 5

November 2 December 14 February 1 February 22

April 12 May 24


President’s Message There was quite a bit of interest in the topic as you can see from the crowd picture:

We went over the time limit and many people stayed long after the session was over talking to the panel mem-bers!

Many thanks to Marty Foltyn for initiating local ARMA participation in the Storage Networking conference!

We hope to work together with SNIA next year

for another successful session with ARMA and RM professionals working together to educate both worlds.


Our full day seminar on compliance was well attended. Please take a look at the website for pictures from

the days events. Please, please share with any of the Board any ideas you might have for future meetings. We are fast approaching the end of the year which means that we are looking for Board members. Since

we are a larger chapter, we are considering the regular members plus committee members to help coordinate the meetings for next year. Please contact any of the Board if you would be interested in participating.

Remember the little survey I included with Helen’s presentation? I only received three responses from the 50 emails I sent which to me was very disconcerting. I know that everyone is busy but would have really loved to hear from more of you. How can we hope to make our chapter better without your feedback? How can we know if we are providing you with the information that you need? Next time, I hope to hear from more of you!!

We’ve accomplished quite a lot this year and have met almost all of our goals. I’m looking forward to the challenges that lie ahead for our chapter. We pride ourselves on being a very open Board and hope that many of YOU might become more involved next year. See you May 17th where we’ll learn everything you ever wanted to know about PDF and PDF/A.

(Continued from page 3)


2005-2006Meeting Programs October 20 November 16

January 11 March 15 May 17 June 14


May Registration FormMay Registration Form

To Register: FAX this form to Linda Maczko at (858) 534-6523, or Call Linda @ (858) 534-3395, or Email : [email protected] NO LATER than 3:30 p.m., Friday, May 12, 2006. Cancellations later than 48 hours prior to the event will be billed to the person registered. If not sending advanced payment, cash or check payment required at registration. Member Non-Member Lunch (please circle) $75.00 $95.00 Name: _____________________________________________________________________________________ Organization: _____________________________________________________________________________________ Phone: ______________________ FAX : ________________________ EMAIL : ___________________

Marriott Courtyard—Kearney Mesa 8651 Spectrum Center Blvd. San Diego, CA 92123 (858) 573-0700

http://www.corovan.com



W hen one things of enterprise content management (ECM), one tends to focus more on the manage-ment of content in an organization. As AIIM defines ECM, there is a whole lot more to it that in-

cludes the technologies used to capture, manage, store, preserve, and delivery content and documents. Even though a majority of the information organizations handle today is born digitally and stays that way, a

lot of information still enters organizations as paper. While paper continues to be useful in business, digital in-formation enables an organization to respond more rapidly to changing circumstances. In the late 1980s, the buzz in the business world circulated around digital document imaging. It was the point solution many organi-zations implemented to gain some level of control over their documents. As recently as 10 years ago (according to AIIM research), industry solutions were typically departmental in scope with a particular business focus. As our survey indicates, 82% of end users now see ECM technologies—imaging is one—as a core element in their overall IT infrastructure.* Today, organizations don’t think twice about imaging as imaging technology is inte-grated in most products. Image viewers are prevalent.

Image file format standards have helped move along the widespread adoption of imaging technology. Im-age file formats provide a standardized method of organizing and storing image data. A scanned document or image consists of picture elements, or pixels, that represent the brightness and color of the information on the page. While there are numerous graphic and image file formats, this article will at TIFF, JPEG, and PDF; three of the standards used in document imaging. Compression of Image Files

When considering imaging file formats, one needs to have a basic un-derstanding of compression. A single compression method is not applica-ble for all scanned documents. When choosing the best method, one must consider the type of document that will be scanned.

Compression scheme is the method used to reduce the amount of data needed to store or transmit a representation of an image. Com-pression is lossless when the data is compressed by efficient coding of the information in the image and where the reconstructed image con-tains the same amount of information. In lossy compression, images are compressed by selectively removing information. This does not mean that words, phrases, or sentences are removed. Through complex algorithms statistically redundant information as well as perceptually irrelevant or unimportant information is removed leaving only the useful information. ANSI/AIIM TR 33, Selecting an Appro- priate Image Compression Method to Match User Requirements provides an explanation of compression algo-rithms and useful information in selecting the best compression algorithm for your application. TIFF

TIFF, Tagged Image File Format, is used mainly for storing raster images, including photographs and line art, and is largely credited with founding the imaging industry. Aldus is credited with developing TIFF for use with PostScript printing. It is now widely used for images along with JPEG. TIFF’s primary goal is to provide a rich environment within which applications can exchange image data. This richness is required to take advan-tage of the varying capabilities of scanners and other imaging devices.

TIFF uses tag to handle multiple images and data in a single file. These tags describe the size of the image or define how the image data is arranged and identifies the compression algorithm, if any, that is used. Images created using TIFF can be used for archiving purposes because TIFF is a lossless format, i.e., the file may be edited and saved without losing any compression.

In document management, TIFF is used in conjunction with CCITT Group IV compression (typically used with facsimile technology). Usually black and white documents are captured using TIFF; however, color may also be used. In large volume applications, documents are typically scanned in black and white, rather than color or grayscale to conserve on the file size. Because TIFF supports multiple pages, a multi-page document


Image File Format Standards TIFF, JPEG and PDF. Different formats for different jobs.


can be scanned to a single file rather than an individual file for each page scanned. JGPG

JPEG (pronounced jay-peg; Joint Photographic Experts Group) is a lossy compression format for photographic images. It is designed for use with either full color or grayscale images. JPEG is best when used with photographs rather than text. JPEG specifies how an image is transformed into a stream of bytes, but not how those bytes are encapsulated in any particular stor-age medium. JFIF (JPEG File Inter- change Format), created by the Inde-pendent JPEG Group, specifies how to product a file suitable for computer storage and transmission over the Internet from a JPEG stream.

JPEG/JFIF is commonly used to store and transmit photographs over the Internet. It is not suitable for use with line drawings or text because its compression method does not perform well with these types of im-ages. PNG and GIF are used in these instances. JPEG is best used with photographs and paintings of realis- tic scenes with smooth variations of tone and color. In many cases, JPEG will produce a much higher qual-ity image than other common methods.

With the increasing use of mul- timedia technologies, image compres-sion requires higher performance and new features. JPEG 2000 is in-tended to advance standardized image coding systems to serve applica-tions for years to come. JPEG 2000 is a new image format based on state-of-the-art wavelet compression. It is applicable for a number of different applications in the digital imaging market including digital cameras, pre-press, medical imaging, and others. JPEG 2000, Part 1 (ISO 15444) offers both lossless and lossy compression and provides better image quality at smaller file sizes than JPEG. JPEG 2000, Part 2 (ISO 15444/6) is used to compress scanned color documents containing both bitonal elements as well as images.



Image File Format Standards


Do you think that your office will ever be "paperless"? No If you were given "carte blanche" on your budget this year, what would you do? Set up a true records program with the personnel to do the work. What kind of file folder is your favorite? Don’t have one If you could have the perfect job, what would it be? To be a true boss, and delegate to someone else to do all the work. Create/Capture - Information is generated in an organization in two ways: captured or created by internal

authors. Capture documents can be I both electronic and physical form and may includes faxes, letters and cor-respondence, forms, evidence, email and the like. Manage/Review - Not all content arrives finalized; indeed, much of it originates within the organization itself from myriad document creation applications. Workflow tools are often employed to progress content through a review and approval cycle that culminates in a final version, ready for publication and an applied retention sched-ule. Distribute/Publish - While some workers create and contribute content, many more have compelling needs to access the knowledge inside documents and records. Traditional printing and distribution processes are giving way to automated methods, including publishing to intranets, portals and public Web sites. Store/Preserve - Past strategies had file plan classification and retention periods applied to records when they were declared as final, but increasingly, retention schedules are associated from the moment of the future record’s inception—as soon as the file is first saved—or as soon as the file is first received by the organization. Such forethought minimizes inappropriate record retention, or lack thereof, and can speed responses to discovery orders and other investigative inquiries. An integral function of preservation that should not be overlooked I stor-age management, the ability to store content in the most appropriate medium to meet the retention require-ments.


An Interview with Rita Noden City Clerk, El Centro

The 4 Steps for Managing Content

http://www.cranelimaging.com


be suitable for long-term archival storage. PDF/A is a constrained form of PDF and is intended to be suitable for long-term preservation of page-

oriented documents for which PDF is already being used. The PDF/A working group is comprised of representa-tives from government, industry and academia, with active support from Adobe. PDF/A attempts to maximize device independence, self-containment and self-documentation.

While PDF/A is a step in the right direction, it will still require a separate viewer to view the file, which is problematic for some long-term archivists. Also, many original documents may not fit the above criteria and may be converted to PDF/A. And there is the opportunity for PDF/A to succumb to the same pressures of PDF in that functionality will be added over time that will eventually make an original PDF/A un-viewable. The Best Options

Document records within a company can range from being stored for a year or less to being permanently stored. However, if we assume a bell-curve distribution, many will fall somewhere in between. For numerous documents, simple PDF or even Microsoft Word will be adequate for the normal record retention period as there is little chance that technology will render these documents unreadable within 10 years of creation. When a document is considered a vital record and needs permanent storage, PDF/A will be a suitable option and for many, will be required. Of course, you can always print the document and store it as a paper document, which should last under ideal conditions for 100 years. While microfilm is still a viable archival storage method, it is be-ing used less and less over time and may eventually become obsolete.

What is your title? City Clerk Where do you work? City of El Centro Have you been a records manager anywhere other than at your current job and for how long? No - 26 years How did you progress into your records manager position? It came with the job. Please describe how ARMA helped you in your career? Provided me with a networking system of professionals that I can get answers to at almost any time. What database software does your firm use? None at this time



“Backing-up” Your Investment

Bud Porter-Roth is the Principal and owner of Porter-Roth Associates (PRA), a consulting company that provides RFP de-velopment and evaluation services, EDMS feasibility studies, EDMS cost justifications, business and technical requirements definition and project oversight. He has been an independent consultant for over 15 years. Mr. Porter-Roth is a member of AIIM, an AIIM Master of Information Technology (MIT) and is a Certified Document Imaging Architect (CDIA). For more in-formation, visit www. erms.com or email him at [email protected]. This article appeared in docume.nt , april.06,volume 14, issue 3, page 34.



The development of JPEG 2000 is the result of collaboration between the International Organization for Stan-dardization (ISO), the International Telecommunications Union (ITU-T, formerly CCITT), and input from a multi-tude of industry experts. PDF

The final file format to be discussed is PDF, Portable Document Format. Did you know that there are over 500 PDF product suppliers? PDF is a file format developed by Adobe Systems for representing documents in a manner that is independent of the original application soft-ware, hardware, and operating system used to create those documents. PDF is an open standard and anyone may write applications, royalty free, that can read or write a PDF document. A PDF document is a self-contained, cross-platform document. It is a file that will look the same on the screen and in print, regardless of what kind of computer or printer someone is using and re-gardless of what software package was originally used to create it. Although they contain the complete formatting of the original document, including fonts and images, PDF files are highly compressed, allowing complex informa-tion to be downloaded efficiently. PDF is the de facto standard for secure, dependable electronic information ex-change that is widely recognized by industries and governments around the world.

In addition to being an open standard, PDF is also flexible. A family of PDF standards has either been pro-duced or are in the development stages. AIIM and NPES, working with many records managers, archivists, indus-try representatives, and other PDF developers, completed work on PDF/Archive or PDF/A (ISO 19005-1) that will ensure the long-term preservation of electronic documents. A second part to ISO 19005 is being developed to ad-dress digital signatures, Open Type fonts, 3D Graphics, JPEG 2000, consistency with PDF/X, PDF/E, and PDF/UA is currently being developed. The digital pre-press industry joined forces to develop the PDF/X standard (ISO 15930) which defines methods for the exchange of digital data within the graphic arts industry and for the ex-change of files between graphic arts establishments. PDF/X is predominantly used in the exchange of advertise-ments for magazines. In the developmental pipeline you will find PDF/Engineering (PDF/E), which defines a file format for the exchange of engineering documents based on the PDF format for various communities working with engineering documentation. It is intended to improve document exchange and collaboration within engineering workflows both inside companies and with their partners, suppliers, customers, and others. PDF/UA (PDF/Universal Access) will define a file format to ensure that PDF documents are accessible to those with disabilities. This standard is in the early development phase.

There are a multitude of image file formats to choose from. Whatever image file format and compression that your organization chooses is dependent on the application you are using. It is important to take into consideration the type of documents you will be scanning, the graphical content contained in the documents, and how they will be used. The file format you select should meet the intended use and be capable of including the compression scheme you choose.


For more information on the PDF stan-dards development efforts, visit AIIM’s standards Web pages at www.aiim.org/standards.

Betsy Fanning ([email protected]) is AIIM’s director, content and standards development. She welcomes any and all comments regarding standards and/or the AIIM standards program. This article appeared in the January/February 2006 AIIM E-Doc Magazine, Volume 20, Issue 1, page 12-13.

Image File Format Standards

May you have a peaceful, wonderful Mother’s Day!!

mailto: [email protected]




I know this I hokey, but how many of you can read the data on an old 5 1/4 inch floppy disk? What if you could read the dist, but the file you wanted was written in WordStar, or how about that presentation in Harvard Graphics? Can modern-day PCs even boot a 5 1/4 drive, and if they could, do you have the software to read the file?

There is not just one document or data preservation issue with which we have to contend. Factors, such as document and data formats evolving and changing that render early versions unreadable, software application programs falling out of favor or dying, hardware systems no longer recognizing older software programs and hard-ware components, even if they are still working pro-grams, are creating multiple challenges for businesses. Storing Documents in the Fact of Change:

Few people know that one of the fastest growing segments of the document and data conversion business is converting the original 12-inch optical platters to a new format because the original disk drives are no longer made or supported; the optical platters are beginning to degrade and generate errors, and the mechanical juke-boxes, in which the platters are stored, are beginning to break down or have already broken down and remain unusable. Companies that started imaging documents in 1986 did not realize that they would be paying again and again to maintain those very same documents that were originally scanned for 25¢, which now may have an accu-mulated cost of $1.00 or more, with additional migration costs to come as years go by. For those of you who have faithfully been storing everything in Adobe’s PDF format, have you heard about PDF/A (Archive) and Microsoft’s XPS?

While it may impossible to stop the relentless on-slaught of technological change, we can at least be pre-pared and try to save documents, while minimizing costs wherever possible. For example, many companies have switched away from optical disk storage to magnetic stor-age because optical WORM (Write Once Read Many—a non-rewriteable optical disk that originally held about a gigabyte on a 12-inch platter) disk technology has changed many times over the past 20 years. CD and DVD technology is also in flux, and some studies have shown that even under optimal conditions, CDs and DVDs have a limited life span, which necessitates a migration policy.

The Central Issue—Format

Hardware and software issues aside, it appears that “format” has become the central issue for document stor-age. For example, the state of Massachusetts has de-creed that beginning in 2007, all state documents must be in an “open format,” which essentially means not Mi-crosoft Word or other Office products—and this is on the heels of several European and South American countries and cities moving to an open format for document proc-essing and storage. (As a footnote, Microsoft Office 12 will provide native support for PDF, meaning the Office products, like Word, will be able to create a PDf file with-out the need to purchase an Adobe or third-party prod-uct.) The idea behind an “open” document format is that it can be read without regard to the hardware and soft-ware on which it was originally created. While a docu-ment management system (DMS0 can store any digital object, a typical DMS for an office application is primarily concerned with the following document types:

• Microsoft Office—Word, Excel, PowerPoint • Scanned document images that typically use

Tagged Image File Format (TIFF) • Graphic or photographic files that use Joint Pho-

tographic Experts Group (JPEG), Graphic Inter-change Format (GIF) and Portable Network Graphics (PNG)

• Adobe Portable Document Format (PDF) The Three Document Standards:

“The good thing about standards is that there are so many of them.” However, in regards to documents, there are basically three types of standards. The first, called de jure, are true standards that have been created by recog-nized international standards organizations such as the International Organization for Standardization (ISO) or the American National Standards Institute (ANSI). A de jure standard is not a proprietary format and is not main-tained by a corporation as a proprietary product. For ex-ample, JPEG is a de jure standard, whereas the PDF is not. In face, the PDF is an example of the second type of standard, the de facto, which is a “standard” in that it has gained wide-spread use and is the predominant page dis-play software. Many government agencies and private companies mandate that documents be submitted and stored in PDF, instead of its native file format. And finally, there is also the open standard, which means that the software specification is publicly available, and anyone


With the severity of regulations, the importance of efficient archival systems is becoming a paramount fixture on business agendas. Finding the “right” format to preserve your documents can be the decision that will save your from litigation and from continued cost.



can create a product around that open standard. Again, PDF is an example of this in that Adobe has released the PDF specifications to the public, and today there are many companies creating PDF products. Document Formats into the Future:

The issue of document formats and standards has become increasingly important as companies are being

fined in court for not being able to produce electronic documents or a company may simply not contest the litigation knowing they are unable to product the evi-dence. This, in turn, has put pressure on companies, like Microsoft and Adobe, to come up with document formats that will be readable over long periods of time and with-out requiring the original software used to create the document. In addition, as we store more and more born-




http://www.FileTrail.com




digital documents, there is an increased need to create and store metadata about the document to facilitate retrieval. The following are the most common document formats in today’s office environment. Microsoft Office Products:

When we consider Microsoft Office products for long-term storage, we have to consider that Word, for example, is a proprietary format, which is controlled solely by Microsoft. Microsoft Word may be considered a de facto standard for creating documents, but it is not an ISO or ANSI standard. Microsoft Office products are used to create “born-digital” documents as op-posed to paper documents that are scanned into a digital format. Although not likely, Microsoft may discontinue or produce a new edition of Word that is incompatible with all older version; therefore, the new version may not accurately render older copies of Word docu-ments. Also, Word may import from other word processing programs, such as WordPerfect, but may not accurately render the original document with true fidelity, thus posing a potential issue—which is the original document of record? And what if the original WordPerfect or WordStar document can no longer be read? Tagged Image File Format (TIFF):

When a paper document is scanned and converted to a digital document, the most common format for that document is TIFF. The TIFF was originally created by a company called Aldus, which was later purchased by Adobe, so that today Adobe owns the TIFF specification. The TIFF is an open standard; therefore, anyone can use the specifications to develop TIFF products. The last revision occurred in 1992, which resulted in the TIFF 6.0 specification. The TIFF is widely considered the de facto

standard for scanned documents, although of course there are other software products that can be used for scanning. However, in order to see a TIFF document, a TIFF viewer program is needed as the TIFF can not be seen as a native file format in a browser or a word proc-essing program. This is similar to the requirements in Adobe Reader when viewing PDF documents and is con-sidered by some to be a limitation to true archiving. While in widespread use, with a considerable following, such as the US Patent Office, there are certain limita-tions to TIFF and these need to be eventually dealt with

as new versions of this format may eventually be eclipsed by a more robust technology. JPEG/JFIF: A photograph may be created digi-tally or it may be scanned. Photo-graph storage is typically done in JPEG. This is a true standard as it was created and is maintained by the International Organization for Standardization (ISO). JPEG File Interchange Format (JIFF) is actu-ally the standard used to store and retrieve a JPEG file. Most people simply say JPEG, but the two (JPEG/JIFF) work together to pre-sent the file for viewing. While JPEG is typically used for photo-graphs, GIF and PNG are used to store simple line drawings or simple graphics that are presented on an Internet page. Portable Document For-mat/Archive (PDF/A): PDF is the original page display software that allows you to store a document in PDF and to display

that document with true fidelity without the original pro-gram that it was created in. The most common use would be to create archival document format that would stand the test of time. Although based on Adobe PDF (version 1.4), PDF/A is the result of a joint working rela-tionship between the Association of Information and Image Management (AIIM) and National Printing Equip-ment Suppliers (NPES) to create the ISO standard 19001-1. PDF/A, therefore, is not controlled by Adobe, but by the ISO, and documents created in PDF/A should



The Constraints of PDF/A ______________________________ • Audio and video content are

forbidden • Javascript and executable file

launches are prohibited • All fonts must be embedded

and also must be legally em-beddable for unlimited, univer-sal rendering

• Color spaces specified in a de-

vice-independent manner • Encryption is disallowed










digital documents, there is an increased need to create and store metadata about the document to facilitate retrieval. The following are the most common document formats in today’s office environment. Microsoft Office Products:

When we consider Microsoft Office products for long-term storage, we have to consider that Word, for example, is a proprietary format, which is controlled solely by Microsoft. Microsoft Word may be considered a de facto standard for creating documents, but it is not an ISO or ANSI standard. Microsoft Office products are used to create “born-digital” documents as op-posed to paper documents that are scanned into a digital format. Although not likely, Microsoft may discontinue or produce a new edition of Word that is incompatible with all older version; therefore, the new version may not accurately render older copies of Word docu-ments. Also, Word may import from other word processing programs, such as WordPerfect, but may not accurately render the original document with true fidelity, thus posing a potential issue—which is the original document of record? And what if the original WordPerfect or WordStar document can no longer be read? Tagged Image File Format (TIFF):

When a paper document is scanned and converted to a digital document, the most common format for that document is TIFF. The TIFF was originally created by a company called Aldus, which was later purchased by Adobe, so that today Adobe owns the TIFF specification. The TIFF is an open standard; therefore, anyone can use the specifications to develop TIFF products. The last revision occurred in 1992, which resulted in the TIFF 6.0 specification. The TIFF is widely considered the de facto

standard for scanned documents, although of course there are other software products that can be used for scanning. However, in order to see a TIFF document, a TIFF viewer program is needed as the TIFF can not be seen as a native file format in a browser or a word proc-essing program. This is similar to the requirements in Adobe Reader when viewing PDF documents and is con-sidered by some to be a limitation to true archiving. While in widespread use, with a considerable following, such as the US Patent Office, there are certain limita-tions to TIFF and these need to be eventually dealt with

as new versions of this format may eventually be eclipsed by a more robust technology. JPEG/JFIF: A photograph may be created digi-tally or it may be scanned. Photo-graph storage is typically done in JPEG. This is a true standard as it was created and is maintained by the International Organization for Standardization (ISO). JPEG File Interchange Format (JIFF) is actu-ally the standard used to store and retrieve a JPEG file. Most people simply say JPEG, but the two (JPEG/JIFF) work together to pre-sent the file for viewing. While JPEG is typically used for photo-graphs, GIF and PNG are used to store simple line drawings or simple graphics that are presented on an Internet page. Portable Document For-mat/Archive (PDF/A): PDF is the original page display software that allows you to store a document in PDF and to display

that document with true fidelity without the original pro-gram that it was created in. The most common use would be to create archival document format that would stand the test of time. Although based on Adobe PDF (version 1.4), PDF/A is the result of a joint working rela-tionship between the Association of Information and Image Management (AIIM) and National Printing Equip-ment Suppliers (NPES) to create the ISO standard 19001-1. PDF/A, therefore, is not controlled by Adobe, but by the ISO, and documents created in PDF/A should



The Constraints of PDF/A ______________________________ • Audio and video content are

forbidden • Javascript and executable file

launches are prohibited • All fonts must be embedded

and also must be legally em-beddable for unlimited, univer-sal rendering

• Color spaces specified in a de-

vice-independent manner • Encryption is disallowed









Do you think that your office will ever be "paperless"? No If you were given "carte blanche" on your budget this year, what would you do? Set up a true records program with the personnel to do the work. What kind of file folder is your favorite? Don’t have one If you could have the perfect job, what would it be? To be a true boss, and delegate to someone else to do all the work. Create/Capture - Information is generated in an organization in two ways: captured or created by internal

authors. Capture documents can be I both electronic and physical form and may includes faxes, letters and cor-respondence, forms, evidence, email and the like. Manage/Review - Not all content arrives finalized; indeed, much of it originates within the organization itself from myriad document creation applications. Workflow tools are often employed to progress content through a review and approval cycle that culminates in a final version, ready for publication and an applied retention sched-ule. Distribute/Publish - While some workers create and contribute content, many more have compelling needs to access the knowledge inside documents and records. Traditional printing and distribution processes are giving way to automated methods, including publishing to intranets, portals and public Web sites. Store/Preserve - Past strategies had file plan classification and retention periods applied to records when they were declared as final, but increasingly, retention schedules are associated from the moment of the future record’s inception—as soon as the file is first saved—or as soon as the file is first received by the organization. Such forethought minimizes inappropriate record retention, or lack thereof, and can speed responses to discovery orders and other investigative inquiries. An integral function of preservation that should not be overlooked I stor-age management, the ability to store content in the most appropriate medium to meet the retention require-ments.
















Do you think that your office will ever be "paperless"? No If you were given "carte blanche" on your budget this year, what would you do? Set up a true records program with the personnel to do the work. What kind of file folder is your favorite? Don’t have one If you could have the perfect job, what would it be? To be a true boss, and delegate to someone else to do all the work.

Create/Capture - Information is generated in an organization in two ways: captured or created by internal authors. Capture documents can be I both electronic and physical form and may includes faxes, letters and cor-respondence, forms, evidence, email and the like. Manage/Review - Not all content arrives finalized; indeed, much of it originates within the organization itself from myriad document creation applications. Workflow tools are often employed to progress content through a review and approval cycle that culminates in a final version, ready for publication and an applied retention sched-ule. Distribute/Publish - While some workers create and contribute content, many more have compelling needs to access the knowledge inside documents and records. Traditional printing and distribution processes are giving way to automated methods, including publishing to intranets, portals and public Web sites. Store/Preserve - Past strategies had file plan classification and retention periods applied to records when they were declared as final, but increasingly, retention schedules are associated from the moment of the future record’s inception—as soon as the file is first saved—or as soon as the file is first received by the organization. Such forethought minimizes inappropriate record retention, or lack thereof, and can speed responses to discovery orders and other investigative inquiries. An integral function of preservation that should not be overlooked I stor-age management, the ability to store content in the most appropriate medium to meet the retention require-ments.

















W hen one things of enterprise content management (ECM), one tends to focus more on the manage-ment of content in an organization. As AIIM defines ECM, there is a whole lot more to it that in-

cludes the technologies used to capture, manage, store, preserve, and delivery content and documents. Even though a majority of the information organizations handle today is born digitally and stays that way, a

lot of information still enters organizations as paper. While paper continues to be useful in business, digital in-formation enables an organization to respond more rapidly to changing circumstances. In the late 1980s, the buzz in the business world circulated around digital document imaging. It was the point solution many organi-zations implemented to gain some level of control over their documents. As recently as 10 years ago (according to AIIM research), industry solutions were typically departmental in scope with a particular business focus. As our survey indicates, 82% of end users now see ECM technologies—imaging is one—as a core element in their overall IT infrastructure.* Today, organizations don’t think twice about imaging as imaging technology is inte-grated in most products. Image viewers are prevalent.

Image file format standards have helped move along the widespread adoption of imaging technology. Im-age file formats provide a standardized method of organizing and storing image data. A scanned document or image consists of picture elements, or pixels, that represent the brightness and color of the information on the page. While there are numerous graphic and image file formats, this article will at TIFF, JPEG, and PDF; three of the standards used in document imaging. Compression of Image Files

When considering imaging file formats, one needs to have a basic un-derstanding of compression. A single compression method is not applica-ble for all scanned documents. When choosing the best method, one must consider the type of document that will be scanned.

Compression scheme is the method used to reduce the amount of data needed to store or transmit a representation of an image. Com-pression is lossless when the data is compressed by efficient coding of the information in the image and where the reconstructed image con-tains the same amount of information. In lossy compression, images are compressed by selectively removing information. This does not mean that words, phrases, or sentences are removed. Through complex algorithms statistically redundant information as well as perceptually irrelevant or unimportant information is removed leaving only the useful information. ANSI/AIIM TR 33, Selecting an Appro- priate Image Compression Method to Match User Requirements provides an explanation of compression algo-rithms and useful information in selecting the best compression algorithm for your application. TIFF

TIFF, Tagged Image File Format, is used mainly for storing raster images, including photographs and line art, and is largely credited with founding the imaging industry. Aldus is credited with developing TIFF for use with PostScript printing. It is now widely used for images along with JPEG. TIFF’s primary goal is to provide a rich environment within which applications can exchange image data. This richness is required to take advan-tage of the varying capabilities of scanners and other imaging devices.

TIFF uses tag to handle multiple images and data in a single file. These tags describe the size of the image or define how the image data is arranged and identifies the compression algorithm, if any, that is used. Images created using TIFF can be used for archiving purposes because TIFF is a lossless format, i.e., the file may be edited and saved without losing any compression.

In document management, TIFF is used in conjunction with CCITT Group IV compression (typically used with facsimile technology). Usually black and white documents are captured using TIFF; however, color may also be used. In large volume applications, documents are typically scanned in black and white, rather than color or grayscale to conserve on the file size. Because TIFF supports multiple pages, a multi-page document


Image File Format Standards TIFF, JPEG and PDF. Different formats for different jobs.

http://www.ironmountain.com


Our full day seminar on compliance was well attended. Please take a look at the website for pictures from

the days events. Please, please share with any of the Board any ideas you might have for future meetings. We are fast approaching the end of the year which means that we are looking for Board members. Since

we are a larger chapter, we are considering the regular members plus committee members to help coordinate the meetings for next year. Please contact any of the Board if you would be interested in participating.

Remember the little survey I included with Helen’s presentation? I only received three responses from the 50 emails I sent which to me was very disconcerting. I know that everyone is busy but would have really loved to hear from more of you. How can we hope to make our chapter better without your feedback? How can we know if we are providing you with the information that you need? Next time, I hope to hear from more of you!!

We’ve accomplished quite a lot this year and have met almost all of our goals. I’m looking forward to the challenges that lie ahead for our chapter. We pride ourselves on being a very open Board and hope that many of YOU might become more involved next year. See you May 17th where we’ll learn everything you ever wanted to know about PDF and PDF/A.



2005-2006Meeting Programs October 20 November 16

January 11 March 15 May 17 June 14


May Registration FormMay Registration Form

To Register: FAX this form to Linda Maczko at (858) 534-6523, or Call Linda @ (858) 534-3395, or Email : [email protected] NO LATER than 3:30 p.m., Friday, May 12, 2006. Cancellations later than 48 hours prior to the event will be billed to the person registered. If not sending advanced payment, cash or check payment required at registration. Member Non-Member Lunch (please circle) $75.00 $95.00 Name: _____________________________________________________________________________________ Organization: _____________________________________________________________________________________ Phone: ______________________ FAX : ________________________ EMAIL : ___________________

Marriott Courtyard—Kearney Mesa 8651 Spectrum Center Blvd. San Diego, CA 92123 (858) 573-0700



Here’s the URL to a very important site—the Chapter Connection on the ARMA Interna-tional Website!! Go to http://www.arma.org/intranet

Click on Chapter Connection Check out this URL to find out about

ARMA Webinars / Calendar of Events


FREE TRAINING CLASSES!! Centers for Education and Technology (CET), a part of the San Diego Community College District, is offering free training classes in a wide range of topics. Their Business Information Technology courses include offerings in HTML, XML, Java programming, JavaScript, UNIX, Cisco, Oracle, Linux, Visio, A+ Training, TCP/IP, MS Office and many others. These courses are offered at several campuses throughout the city. Please take a look at their web site, http://www.sandiegocet.net/index.php, for class and registration information. Check out vital information you might have missed! http://www.arma.org/learning/seminar_archives.cfm This is a link to ARMA Audio and Web Seminars that you might have missed.

ARMA Information Compliance/Risk Management Electronic Records Legal/Regulatory Issues Privacy Records/Info Management Standards/Best Practices New Online Courses: Issues and Approaches in Archiving Electronic Records. ARMA’s new online course will introduce you to the unique issues inherent to archiving electronic records. Learn about the strengths and weaknesses of various approaches to elec-tronic records archiving, as well as recommendations for electronic archival processes and systems. Now available in the ARMA Learning Center. Useful Links ARMA International Links What is RIM? ARMA Membership ARMA Directories ARMA Chapters and Regions ARMA International Press Room Educational Foundation Calendar of Upcoming Events

FYI

San Diego ARMA Board Meetings August 6 October 5

November 2 December 14 February 1 February 22

April 12 May 24


President’s Message There was quite a bit of interest in the topic as you can see from the crowd picture:

We went over the time limit and many people stayed long after the session was over talking to the panel mem-bers!

Many thanks to Marty Foltyn for initiating local ARMA participation in the Storage Networking conference!

We hope to work together with SNIA next year

for another successful session with ARMA and RM professionals working together to educate both worlds.

http://www.arma.org/intranet


http://www.sandiegocet.net/index.php

http://www.arma.org/learning/seminar_archive.cfm

http://www.arma.org/compliance/index.cfm

http://www.arma.org/erecords/index.cfm

http://www.arma.org/legal/index.cfm

http://www.arma.org/privacy/index.cfm

http://www.arma.org/rim/index.cfm

http://www.arma.org/rim/index.cfmhttp://www.arma.org/standards/index.cfm

http://learningcenter.arma.org/

http://www.arma-gla.org/links.html

http://www.arma.org/about/index.cfm

http://www.arma.org/join/index.cfm

http://www.arma.org/contact/directories/index.cfm

http://www.arma.org/about/chapters/index.cfm

http://www.arma.org/press/index.cfm

http://www.armaedfoundation.org/main.html

http://www.arma.org/calendar/index.cfm


Off the Record Association of Records

Managers & Administrators San Diego Chapter

Editor Cynthia Lacy Public Relations Eric Solberg and Dave Nuding

Off the Record is a semi-monthly newsletter of the San Diego Chapter for the Association of Records Managers and Administrators.

This newsletter is published to inform the members of activities of t h e C h a p t e r , a n d disseminate news and op in ions o f Board Members, or Chapter Members. Opinions are those of the author, and do not necessarily reflect official policy or opinion of ARMA, the San Diego Chapter of ARMA, or its m e m b e r s . Y o u r statements and articles are solicited.

Email articles to [email protected]. Articles submitted by 1st day of month are considered for that period’s newsletter.

Advertising Rates

Ad — 1- 5 ISSUES — 1 Page $400 1/2 Pg $225 1/4 Pg $125 Business Card $50 Flyer Insert $400 (one-time) Contact Dave at (858) 722-5500 or Eric at (858) 759-4374 Package Deal: 1/2 page ad in all the year’s Issues of Off the Record, one vendor table at one of the S a n D i e g o A R M A m e e t i n g s , a n d a membership in San Diego ARMA - all for $495.

©2006 San Diego ARMA

Check out the lower

W e’ve been busy these last few months and I have a lot to share with you in this newsletter. Our full-day seminar was a

success and I want to personally thank all of you that attended. Eve-ryone came away with a better understanding about how compliance affects all of us—no matter the business area we work in. Helen’s easy presentation style both enlightened and entertained us but more importantly, informed us. The weather was splendid, the food terrific and the vendor prizes were outstanding! Please take a look at the vendor publication on the web. Their sponsorship of our local chapter is very much appreciated. Our chapter has reached a milestone as we now have over 100 mem-

bers taking us from a mid-size chapter to a large one! Thank you Linda and Tracee for the magnificent job you are doing as Membership Co-Chairs. We plan to celebrate this mile-stone at our last meeting of the year with cake and surprises so keep June 14th open on your calendars.

Tracee, Candace, Richard, Susan and I worked with the SNIA (Storage Networking World) End User Council to coordinate a presentation at the SNIA World Conference held in San Diego April 3 to 6. We worked with Marty LeFebvre, Wendy Betts and Marty Foltyn and with much cooridination on their part, presented, Get the Real Story Behind ILM which was a panel discussion of ILM from an IT and a Records Manager perspective. ARMA was very well represented as Paula Johnson and Bruce White (SD ARMA members) were on the panel.




Welcome From the Membership Corner Our membership continues to grow! 107 and counting!!!

I f you’ve checked your profile recently and noticed a strange join date, let us know. A 1996 data conversion did not include some of the history for many of our members. Most notably, it dropped off some join dates.

If your join date is shown as 1/15/05, that’s why – your original join date was not converted back in 1996. If your join date is incorrect but is not shown as 1/15/05, it may be because you changed jobs and were as-

signed a new member ID. (This practice was changed a few years ago, and today your member ID number stays with you regardless of where you work.) But because your history was not converted, all we have is the date you changed jobs.

In either case, if your join date is incorrect, please send an e-mail to [email protected] with your correct join date, and we will update your information accordingly.

Why didn’t you notice the discrepancy before? Because you never saw your join date; it was not part of the profile visible on the website, nor was it printed on your renewal notice. One of the advantages of the new cus-tomer relationship management system ARMA International recently installed is that it provides you access to more information in your membership record.

The implementation of this new database system has affected all aspects of our operation, including the inte-gration of the website with the back office. We appreciate your patience as we’ve worked through some of the challenges associated with a project of this magnitude. We have had some challenges pop up with where the web-site is pulling some of its information, specifically the chapter affiliation. This situation is being remedied as quickly as possible.

Every member counts and every member makes a contribution. If we missed anybody. please let us know so that we can make sure you are included. Linda: [email protected] Tracee: [email protected]

Membership Corner By Linda Maczko

MEMBERSHIP

Member Company Join Date

Curtis Dadian FileFax 12/6/05

John T. Guthrie City of Oceanside 1/3/106

Marci D. Kilian City of Vista 1/31/06

Higinio Sonano SDSU 2/1/06

Matthew E. Dedes Digital Convergence Partners, Inc 2/28/06

Sheila Cobian City of Carlsbad 2/28/06

Mark Tripiano Preservation Data 2/28/06

Maria Garcia 24-Hour Fitness 3/31/02

Rachael Gregg Acadia Pharmaceuticals, Inc. 3/31/06

Jennifer Stanson 24 Hour Fitness 3/31/06

Esther Woody North County Transit District 3/31/06

Andrea A. Beidl Iron Mountain 4/30/06


mailto:[email protected]

mailto:[email protected]


Office Person Company Phone Fax

President/Web/Newsletter

Cynthia Lacy San Diego Data Processing Corporation [email protected]

858-581-9763 858-581-9606

Vice President Candace Sanchez Iron Mountain [email protected]

858-404-1612 858-455-7125

Secretary Laura Avilez Symitar Systems, A JHA Company [email protected]

(888) 796-4827 x766842

619-542-6707

Treasurer Alex Fazekas-Paul Sempra Generation [email protected]

619-696-2949 619-696-2119

Programs Richard Berlin Docusure [email protected]

619-296-3472 619-296-3479


Eric Solberg Integridoc [email protected]

858-759-4375 858-459-4375

Education Susan Roberts Corovan [email protected]

858-748-1100 x1263

858-679-7341

ISG/Membership Co-Chair

Tracee Hughs Ross, Dixon & Bell, LLP [email protected]

619-557-4351 619-231-2561

Membership Co-Chair

Linda Maczko UCSD [email protected]

858-534-3395 858-534-6523

Hospitality Dana Pieper Iron Mountain [email protected]

858-404-1617 858-455-7125

Hospitality Jennifer Camilleri Iron Mountain [email protected]

858-404-1602 858-455-7125


Dave Nuding Western Micrographics Systems, Inc. [email protected]

858-722-5500 858-268-0592

San Diego ARMA Chapter- 2005/2006 Officers/Directors

ARMA San Diego Chapter PO Box 500015 San Diego, CA 92150


O rganizations are replacing paper with Adobe Portable Document

Format (PDF) documents and forms. PDF can help reduce the high cost of managing and distributing paper, and improve con-stituent satisfaction by decreasing process-ing time, protecting private information, and enabling better access for citizens, busi-nesses, and people with disabilities.

This program is geared for all levels of PDF users. Whether you have never actually created a PDF file or you consider yourself a power user, you'll come away from this ses-sion with a better understanding of the PDF capabilities.

There are options as to the way graphics and text are presented in a PDF. Whether creating a PDF file from a Microsoft Office document, a scan, or a graphics package - the options you choose impact quality, file size, security, and editability. In this session we’ll discuss different ways to create PDF files for distribution in you office or on the Internet. You'll see that not all PDF files are the same and gain an understanding of how to select the right type of PDF to meet your needs.

The session will also touch on the inter-active elements and form fields that are available. Discover various methods and supported standards for populating PDF forms and for sending and receiving data.

Section 508 is forcing government and contractors to pay attention to accessibility requirements. Increasingly, accessible PDF and the tools available for managing acces-sibility are something we need to under-

stand. PDF / A is working its way towards be-

coming an international standard that de-fines the use of the Portable Document For-mat (PDF) for archiving and preserving documents. Learn more about this initiative and standards for archiving documents

while ensuring preservation of their contents and the efforts to ensure that they can be retrieved and rendered with a consistently and predictably when accessed in the future.

Brian Huffman of Adobe Systems will bring you up-to-speed on the many facets of the PDF file format.

Brian Huffman is an account executive for Adobe’s commercial geographic accounts in San Diego, Arizona, Hawaii and New Mex-ico. Adobe is focused on server based solu-tions aimed at Document Security, Collabora-tion, Process Management and Document Generation along with traditional desktop products and now Macromedia Branded products. Brian has been with Adobe for over 3 years and previously held sales positions at Oracle, FileNet and Xerox. MEETING AGENDA 11:30 - 12:00 Registration and Networking 12:00 - 12:15 Announcements 12:15 - 1:30 Lunch and Presentation Mark your calendars for May 17th, 11:30am at the Marriott Courtyard – Kearny Mesa. Please register early, as seating is limited.

Contributions & gifts to ARMA are not deductible as charitable contributions

for Federal Income Tax purposes

Meeting: Wednesday, May 17, 2006, 11:30 to 2:00 Location: Marriott Courtyard - Kearny Mesa

Reservations - Contact Linda Maczko @ (858) 534-3995 On-line RSVP: http://www.sandiegoarma.org/arma_registration.htm

President’s Message 2

Image File Format Standards 5

“Backing-up” Your Investment 8

The 4 Steps for Managing Content 13

FYI 16

Membership Corner 17

Board Members 18

An Interview with Rita Noden, City Clerk El Cajon 13

May Registration Form 15 Insi

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EVERYTHING YOU WANTED TO KNOW ABOUT PDF

BUT DIDN’T KNOW WHO TO ASK