HEADQUARTERS: 1418 Aversboro Road, Suite 201 GARNER, NC 27529 TEL: +1 800 336 9793 (NORTH AMERICA)/+1 919 771 0657 FAX: +1 919 771 0457 EM: STAFF@PRISMINTL.ORG HTTP:/prismintl.org PRISM INTERNATIONAL EUROPEAN: SECRETARIAT KELLEN EUROPE AVENUE MARCEL THIRY 204 B-1200 BRUSSELS, BELGIUM TEL: +32 2 774 96 49 FAX: +32 2 774 96 90 EM: PRISM.EU@KELLENEUROPE.COM

New Member Kit

New members of PRISM International can take immediate advantage of resources, thanks to the PRISM International New Member Kit. This kit , funded by the member initiation fee, is rushed to you anywhere in the world. New member materials are contained in two separate binders, which contain a combination of studies and printed references and audio conference programs with related handouts.

The Reference Materials binder contains:

Organizational Materials

Bylaws of Professional Records and Information Services Management International
The PRISM International Bylaws are the chief governing document of the organization. These Bylaws were last revised in May, 2003.

Call For Presentations
PRISM International Conferences PRISM International members are encouraged to contribute their expertise to conference sessions. Each conference committee begins the planning process 12-15 months in advance of the meeting date.

Code of Ethics

As a member firm of PRISM International, we recognize our commitment to a philosophy of professionalism to our clients, fellow members and the public.

Current Board of Directors
Contact information for the PRISM International Board of Directors

How to Participate as a PRISM International Volunteer
This publication provides PRISM International members with guidance in getting the most out of their membership through participation in the organization.

Infocus Magazine
Sample of quarterly magazine of PRISM International

Mentoring Program
The traditional model of mentoring,working one-on-one with a mentee, dates back to the time of King Odysseus when he sent his son, Telemachus, to his friend Mentor for guidance and tutelage. Mentors are individuals who help others reach their potential through teaching, coaching, and nurturing. The PRISM International mentoring program focuses on small group mentorship. Each mentor is assigned three mentees and works with them for a period of one year.

PRISM International Policies
This publication outlines the various policies which have been reviewed and approved by the PRISM International Board of Directors. These policies were last reviewed in 2004 and 2005.

Resource Guide
Sample of annual Resource Guide. The Information Management Resource Guide is your comprehensive reference of commercial information management companies.

Strategic Plan
The PRISM International Strategic Plan articulates the strategic vision, mission and direction of the organization. Actions and activities of PRISM staff, Task Groups and the Board are taken with an eye toward their being consistent with the plan. PRISM Task Group 13 governs affairs related to the strategic plan. Once annually the Board of Directors reviews recommendations from TG13 regarding the plan and adjusts tactical objectives accordingly.

Legal

About PRISM International Listservers
A listserver is a more convenient way to send an e-mail message to multiple recipients. PRISM International maintains three kinds of networking listservers. BROADCAST E-MAIL LISTSERVER (PRISM-News) MEMBER-TO-MEMBER NETWORKING LISTSERVER (PRISM-Network) SPECIAL TASK GROUP LISTSERVERS

Agreement for Maintenance of Confidential Information
The Agreement for the Maintenance of Confidential Information is a sample document used as a part of an overall HIPAA compliance strategy. As with any legal document, please review this document with your attorney prior to its use.

Confidentiality Agreement
The PRISM International Confidentiality Agreement is a sample document between employer and employee. This agreement is more generic, rather than specifically focused on HIPAA or other privacy requirements. As with any legal document, please review this document with your attorney prior to its use.

FACT ACT Affidavit
This affidavit provides a sample compliance document for use with clients who may be impacted by the Fair and Accurate Credit Transactions Act of the United States (FACTA). Like any legal document, please review this document with your attorney prior to its use.

GRAMM-LEACH-BLILEY ADDENDUM
This document is a contract addendum to assist in the overall compliance strategy of a PRISM member and clients who are impacted by the US Gramm Leach Bliley law. These are primarily financial services, financing and banking entities. As with any legal document, please make sure to review this document with your attorney prior to its use.

Hipaa Model Business Associate Agreement
This document is a sample Business Associate Agreement to assist PRISM members with their overall HIPAA compliance strategy. As with any legal document, please make sure to review this document with your attorney prior to its use.

Permanent Removal Fees
Prism International Definition: This short publication provides a definition of the industry term Permanent Removal Fee. This publication also includes a list of services that MAY be included in the fee. NOTE: PRISM International has taken no official position for or against the use of permanent removal fees.

Standard Storage and Service Agreement Release form
Because many contract provisions vary by country, state or province, the Board of Directors of PRISM International insists on a signed declaration of intent to review Standard Storage and Service Agreement with your own legal counsel, and modifying it to conform with local laws and the special conditions of your operation,prior to it use. The release form should be signed and returned to PRISM International after receiving the form, PRISM International will send a digital copy of the standard storage agreement to the member requester.

Guidelines

Commercial Records Center Self Evaluation Checklist
The Self-Evaluation Checklist for Commercial Records Centers was created by ACRC, one of PRISM Internationals predecessor organizations. Its updates are now incorporated in the publication Demand the Best.

Disaster Planning Workbook
In 1989 ACRC conducted an operations survey. Of those who responded, only 39% answered “Yes” to the question: Do you have a disaster plan for your Records Center? Of that 39% only 58% had a plan that was in writing. Based on these results and the fact that information management companies preach the need to have disaster plans and are an integral part of many of our customer’s disaster plans. The Board of Directors believed it was essential that PRISM International assist our members in developing disaster plans.

Glossary of Industry Terms
This document is a glossary of terms frequently used in the commercial information management industry.

Media Vault Guidelines
This document is a guideline for the operation of a media vault. References are given for relevant standards.

Insurance and Risk Transfer Guidelines for the Records Information Management Industry
This publication was commissioned by PRISM International to provide more detailed information about insurance for the commercial information management industry. The publication also includes a glossary of insurance terms for further reference.

Model Building Codes and Fire Codes
This publication outlines building and fire codes that impact commercial information management operations in the United States and in other countries where the IFC and IBC are used. The intent of this guide is to assist Record Center Managers and Owners in making provisions for evacuation or refuge without loss of life during a fire or other emergency; to provide for the safety of firefighters; to provide for the safety of adjacent property by such means as will prevent the spread of fire; and to provide for the preservation of the records and property itself.

Retention Schedule
This publication provides a description of the method used to create a records retention schedule for a commercial information management company. It may also be used to provide clients with an example of a method for creating a retention schedule. This document is NOT a fully-formed retention schedule. A records retention schedule is an important risk, audit and litigation management document. Because of this, a records retention professional (or other professional resource) should be consulted when developing your own schedule.

Shelving & Racking Guideline
Shelving and racking are one of the biggest expenditures of a commercial records center and therefore warrant considerable research and planning. This guide is designed to describe common storage system alternatives and how they address cube utilization of your facility, staff productivity, and safety.

Standard Operating Procedures for Commercial Records Centers
This publication covers the operation of a commercial records center. Discussions include software, locater systems, security, staffing, equipment, safety, work flow and large relocations. Standard operating procedures, used in combination with planned training and regular performance feedback, help to develop an effective and motivated work force. Records center managers benefit from consistent work performance with predictable results.

Standard Operating Procedures for Media Vaults
This guideline assists media vault operators in developing their own SOP documentation for media vault operations.

Research Publications

Industry Financial Study
This publication is the 2004 version of the PRISM International Industry Financial Study. This study is conducted every 2-3 years. Participants in subsequent studies receive a free copy of the study results.

Sales Compensation Study 2002
This study was complied in conjunction with preparation for a PRISM International conference session. Data was gathered from a survey of PRISM International members who identified benefit and compensation information for sales professionals employed in this industry.

Vertical Market Study
In 1992 a study was commissioned to determine the amount of self-vending vs. outsourcing in key vertical markets. This study, called the Spang and Ducker study, although dated, provides interesting information about the transaction decision process within these vertical markets and helps companies to build a sales pathway based on that information. There are no plans to update this study at this time.

Resources for Sale

Demand the Best
This publication combines the former “Quality Assurance Evaluation Form” and the “Quality Assurance Guidelines” publications into one comprehensive, check list of evaluation criteria. “Demand the Best” provides potential customers with a look at issues in the information management industry and is designed to help customers compare their needs with the capabilities offered by your company.

Information Management Resource Directory
The Information Management Resource Guide is your comprehensive reference of commercial information management companies.

Membership, Code of Ethics Plaque and Audio Order Forms

Pocket Guide
This piece is great for an insert with letters or flyers and outlines ten important questions that customers should ask before choosing an information management professional, i.e. “How do you ensure other people cannot access my information? The back side displays the PRISM International Code of Ethics. ” The Pocket Guide slides easily into a #10 envelope—perfect to include with an introductory sales letter.

Why Go Offsite?
Members of PRISM International can provide cost savings, aid in disaster recovery, help to facilitate systematic records and information organization and retention, preserve information in a secure environment until it is no longer required, then destroy it through the use of secure methods.

Why Records Management
In order to be able to provide records and information managers with a low-cost resource to help them with basic records management issues, PRISM International commissioned University of Tennessee Professor Mike Pemberton to a text on records management fundamentals.

For more information about the PRISM International New Member Kit, contact PRISM International using the information shown at the bottom of this page.

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