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Leading the way in Nuclear Information and Records Management
Issu
e #
05, S
um
me
r 2
01
9
Adopters vs Resisters Building a Successful Change
Management Strategy, iBridge LLC
Microfilm Digitization. What you need to consider
before starting the digitization process, e-Image Data
Confident Microfilm Conversion—Worry Free Records
Management, ST Imaging, nextScan
magazine Visit us at: NIRMA.org
Inside
Lighthouse to Navigate the Future;
Your Invitation to the 43rd Annual NIRMA Conference
NIRMA Conference
Keynote Speaker,
Jessica Pacheco
Vice President, State &
Local Affairs
Arizona Public Service
Company
2 Summer 2019 NIRMA.org Inside NIRMA
Contents
Feature Articles
Microfilm Digitization. What you need to consider before starting the digitization process. By Todd Kahle, Vice President, e-ImageData Corp.
Confident Microfilm Conversion—Worry Free Records Management By Matt Anderson, Vice President of Marketing, ST Imaging, nextScan
Adopters vs Resisters Building a Successful Change Management Strategy By Dean Van Dyke, iBridge LLC
NRC Starts Large Digitization Project By Margie Janney, CRM/NS/FED, NRC
Chronicles of NIM: A Retrospective on Information Management in Nuclear Power By Eugene Yang, Kismet Consulting
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9
16
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18
Contents
Inside NIRMA NIRMA.org Summer 2019 3
Conference Highlights
EXHIBITORS & SPONSORS—11
KEYNOTE SPEAKERS—12
ICRM SESSIONS—14
PRE– & POST-CONFERENCE
WORKSHOPS—22
in every issue
FROM YOUR PRESIDENT—4
VICE PRESIDENT REPORT—5
TREASURER REPORT—10
M&MBU NEWS—21
PDBU NEWS—22
RIMBU NEWS—23
MEET THE NIRMA BOARD—24
INDUSTRY NEWS—26
Letter from the Editor
Welcome to the Pre-Conference Summer Edition of Inside NIRMA. In addition to our regular features on cutting-edge technology and industry happenings, this edition provides readers with an inside look at NIRMA’s 43
rd annual
conference. The conference, which is set for August 4-6, 2019 at the JW Marriott Resort and Spa in Las Vegas, Nevada will feature an array of impressive speakers, seminars, vendor exhibits and certification opportunities. There are also pre- and post-conference workshops scheduled that are designed to take your skills to the next level. This is in addition to the invaluable benchmarking opportunities. We at Inside NIRMA, value your opinion and are always looking to improve our magazine. Let us know what you like and dislike and what you’d like to see more of. Share your thoughts with our Communication Team at [email protected]. And if you haven’t already, please take a moment to follow us on Twitter, like us on Facebook and connect with us on LinkedIn. Thanks for reading. Keep in touch!
4 Summer 2019 NIRMA.org Inside NIRMA
From the President
Michelle M. Smith
STP Supervisor of Electronic Records Management & Automation
s the NIRMA president, I am looking forward to the continued success of the organization. As I reflect
over the past few months, I see evolutions that NIRMA continues to make to ensure the organization provides our membership with added value. The board of directors continues to think out of the box to ensure we offer our membership the best opportunities to obtain knowledge and development. Through creating new technical guidance as the industry evolves around Decommissioning to new technology with the use of HoloLens. NIRMA’s board of directors continues to work with the Business Units to offer new technology that will strengthen our Industry.
This year we have established a new relationship with Emirate Nuclear Energy Corporation. Life-Time NIRMA member Eugene Yang has volunteered to support the request of providing training to the ENEC employees (click here to read Eugene’s latest “Chronicles of NIM” article). NIRMA’s goals of continuing to be known as a leader in the Nuclear field and building relationships with international contacts is in direct correlation with the training that will be provided.
Today, nuclear is faced with an aging work force. At my place of
employment, we are anticipating over half of our employees retiring within the next five to ten years. With this in mind, we must position ourselves to place qualified individuals in vital roles. Development of our employees is essential to our survival.
NIRMA will be offering development opportunities at the conference that you don’t want to miss. Check out the PDBU section for additional information on the sessions.
As the organization continues to seek methods to provide opportunities for our membership, we need to get everyone engaged. We need your thoughts, ideas and participation.
If your desire is to become more
active in NIRMA, this is the time.
Working together we can make changes. The alignment of the industry supporting the Nuclear Promise and the Standard Design Process are just a few examples of how we can change our direction. We each play a vital role in creating opportunities for our companies and
their owners.
For our upcoming annual Conference we have implemented changes that will drive member participation and development while also creating opportunities for future roles. The board of directors and I are creating avenues that can be tapped to position NIRMA’s members in the area of development and obtaining additional knowledge.
I am anticipating a successful conference, but in order to ensure that you get the best from your NIRMA membership, register today!
The conference activities are scheduled for Saturday, August 3, through Tuesday, August 7, with the vendor exhibit on Monday, August 6. Our vendors are excited to share their new technology with our membership. I look forward to seeing you at the conference.
Early Bird Registration
runs until July 1, 2019.
A
he 43rd Nuclear Information Management Conference is nearly here with some exciting new
topics as well as popular benchmarking opportunities to learn from the best! In addition to brand new educational Workshops (pre & post conference), we have an exceptional roster of Keynote Speakers to set the stage with their insights. Then the technical sessions will follow to include topics of:
✓ Cloud Storage
✓ Content Analytics & Information Governance benefits for Nuclear
✓ “Where Will Your Data Be Coming From?"
✓ Improving Vendor Performance by Increasing Efficiency of Document Submittal Processes
✓ What's new for the ANSI/NIRMA CM 1.0-2007 Reaffirmed 2015 - 5-Year Revision Cycle
✓ Panel session on the Nuclear Promise (not always with technology keeping up)
✓ Assessments & Analytics
✓ Regulations Fundamentals, Government & Utility Benchmarking sessions
✓ Institute of Certified Records Managers (ICRM) Exam Prep track
Plus more!
The workplace of today is filled with great opportunities for change as well as disruptors like technology that can bring challenges. We must rely on standards and strong processes to see the way through.
NIRMA serves as your lighthouse to navigate the future, built on a
strong foundation from its past in the nuclear industry.
The August conference is your building block for learning and sharing. Your attendance is so important whether at the beginning of your career journey to learn from the best, or to give back to colleagues with your many years of knowledge. Plan to take it all in with the schedule of events that are planned below:
• Terrific new educational Workshops ($) Saturday, Aug 3 and Wednesday, Aug 7
• Distinguished Keynote Speakers Sunday, Aug 4, Welcome Reception early evening
• Vendor Exhibits & Raffles Monday, Aug 5 with new Solution Spotlight Sessions
• Technical Sessions Monday, Aug 5 and Tuesday, Aug 6
• ICRM Exam Prep track Tuesday, Aug 6
• NIRMA Business Unit meetings Wednesday, Aug 7 and Thurs, Aug 8
The NIRMA Conference App will be available for download to present the final conference schedule and speaker profiles. Continue checking the NIRMA website at www.nirma.org for all the details and to register for the conference. Early Bird pricing is available for a limited time.
The beautiful JW Marriott in Las Vegas, Nevada is the perfect backdrop for the 2019 NIRMA conference – to inspire, rejuvenate, and innovate your perspective! The group rate for the conference is only $141 a night, so make your reservations soon to ensure availability (click here to register for conference. Click here to contact JW Marriott).
On behalf of the NIRMA Board of Directors, I warmly invite you to join us and look forward to seeing you there!
Janice Hoerber
NIRMA Vice President
T
Lighthouse to Navigate the Future - The August 2019 NIRMA Conference
By Janice Hoerber, NIRMA Vice President
Inside NIRMA NIRMA.org Summer 2019 5
ur digital world has conditioned us to expect needed information to be
accessible almost instantly. Even people who grew up in a pre-internet world have come to demand this. Most information today is available in a form that meets this instant accessibility expectation. However, there are many trillions of documents that are only available on microfilm and even when using modern microfilm scanners, accessing these documents is less than instant. For this reason, and others, there is an almost universal desire to digitize microfilm collections.
There are many questions to be addressed before a decision can be made to move forward with digitization.
1. Copyright: Before microfilmed documents can be digitized, permission to copy must be obtained or it must be confirmed that the documents are in the public domain. For more information on copyright laws, click here.
2. Security: If the microfilm to be digitized contains sensitive information and cannot be moved off site, digitization will need to be done on site.
3. Accessibility: If the microfilmed documents to be digitized must be available during the digitization process, it may be logistically impractical to move the film off site.
4. Indexing: An index is the means by which finding a document is possible. Creating an index can be a major expense for any digitization project. The greater the granularity of the index the more quickly a document can be found, but the more expensive it is to create.
5. File Format: File format is how the digitized image is stored on the computer. Formats such as PDF or TIFF can be integrated with any document management system, whereas proprietary file formats cannot. Furthermore, proprietary file formats will require a proprietary viewer. Choosing a proprietary file
format creates an unhealthy and perpetual dependency on the company providing them.
6. Bit Depth: Typical values are 8-bit (256 shades of gray) or 1-bit (2 shades of gray which is black and white). 1-bit files require substantially less storage space than 8-bit files. However, if the document image on film is of poor quality, which is frequently the case, it may be necessary to use 8-bit grayscale to capture all image details.
7. Dot Per Inch (DPI): DPI affects both image clarity and file size. A typical value is 300 dpi. Higher DPI may improve image clarity but will increase required storage space.
8. Quality Assurance: Documents on microfilm are often of poor quality. Just because they have been digitized doesn’t mean that the digitized version is readable. Destroying the original microfilm after digitization is strongly discouraged (click here for Baylor University Digitization Project Group post), but if that is the intent, then it will be necessary to inspect 100% of the digitized images prior to the film’s destruction. It is common for a film collection to contain many millions of document images, but if the digital copy of just 1 million documents were inspected, spending just 1 second on each would take a minimum of 277 manhours to complete.
6 Summer 2019 NIRMA.org Inside NIRMA
O
Microfilm Digitization
What you need to consider before starting the digitization process.
By Todd Kahle, Vice President, e-ImageData Corp.
“Choosing a
proprietary file
format creates
an unhealthy
and perpetual
dependency on
the company
providing them.”
– Todd Kahle, Vice President, e-ImageData Corp.
Inside NIRMA NIRMA.org Summer 2019 7
Nonetheless, 100% inspection is not 100% accurate. 100% inspection will be a major expense of the digitization process and in many cases, it is impractical. For this reason, it is suggested that the film always be retained, thereby making the inspection step unnecessary. If while using the digitized images, it is discovered that the quality of an image is unacceptable the film can then be used to re-digitize and replace the unacceptable image.
9. Hardware: Hardware will be needed to accomplish three tasks. The first is to do the actual digitization. The second is to store, serve, and backup the files. The third is to accomplish re-scans when a digitized image is found to be
unacceptable.
10. Software: Depending on the file format chosen, it may be necessary to purchase a proprietary viewer for each computer needing access to the digitized images. This software frequently includes recurring software charges. Therefore, proprietary file formats are not recommended.
11. Cost: The cost of digitizing microfilm is influenced by many factors such as how many images are to be digitized, do the images need to be 100% inspected, what level of granularity is needed for indexing, hardware costs, storage/server costs, recurring software charges, recurring storage/server charges, etc.
If this seems overwhelming take comfort in the fact that you are
not alone. At this point in the evolution of microfilm digitization technology, the best digitization path is frequently not clear. In fact, for many institutions, practically speaking, a path does not exist. e-ImageData is dedicated and focused on changing that – making the pathway to digitization clearer and within reach for everyone.
As industry leaders in micrographics for the past 3 decades, we are continually improving the way people work with microfilm worldwide by providing the latest technologies available. We are excited to be on the brink of yet another extraordinary technology that will make digitizing microfilm easier, more accurate, more accessible, and more affordable than ever before.
nextscan Attending the NIRMA Annual Conference? Find the FlexScan in Booth 109.
I
NA,;IVE IMAGE
RESOL.UTiON
High precision optics combined with
proprietary lighting _ technology nearly double
native image resolution delivering unmatched
---•-image quality.
ELIMINATE MANUAL RECORD
RETRIEVAL ONCE AND FOR ALL.
IMAGE CAPTURE
Risk-free in-house digitization through unique
line scanning technology eliminates scanning
errors and captures true archival reproduction of
film ribbon.
FlexScan digitizes thousands of records in minutes!
The Benefits of In-house Conversion are Clear:
• A Low-Cost Alternative for High-Volume Film Conversion with Fast
and Professional Results.
• Significantly Reduce Labor Costs. Increase Accessibility and
Operational Efficiency with All Digital Record Retrieval.
• Prevent Data Breaches and Maintain Confidentiality. Use Trusted Staff
for Conversion of Proprietary Data.
• Eliminate Risk of Data Loss. Preserve Critical Records that are Doomed
to Degradation (Vinegar Syndrome).
• Maximize Space and Save Money by Eliminating your Storage
Footprint.
Call us for a FREE Demo & Consultation! 208.514.4000
208.514.4000 [email protected] www.nextscan.com
Fie Scan
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our microfilm archives are unique and contain
priceless records that cannot be found
anywhere else. This means converting your
analog archives to digital records must be
completed in a way that ensures that not only the
images are readable but that all the information residing
on the film has been captured completely and not
accidentally omitted.
Not all microfilm scanners are created equal. You
wouldn’t hammer a nail with a screwdriver? No more
than you should convert an entire roll of microfilm on a
scanner with an area image sensor. Discover the
benefits of line scanning technology.
Line vs. Area Sensors
There are two possible ways of capture when
deciding to scan microfilm,
progressive line sensor scanning or
stop, point and shoot area sensor
scanning. The two ways were developed for two distinct
purposes,
continuous
capture of a roll
of microfilm or
simple
information
retrieval. Line
sensor scanning
allows for the
progressive,
constant capture
of an entire roll
of microfilm in
Continued on next page.
Inside NIRMA NIRMA.org Summer 2019 9
Y
Confident Microfilm Conversion—
Worry Free Records Management
Convert with Confidence
By Matt Anderson, Vice President of Marketing
10 Summer 2019 NIRMA.org Inside NIRMA
Anita S. Beren NIRMA Treasurer
NIRMAs Financial Holdings as of: June 4, 2019
Checking Account $ 44,841.62 Investment Account $ 117,383.41
TOTAL $ 162,225.03
motion. The sensor spans the width of roll of
microfilm, capturing each line of data as the film passes.
It is the continuous line sensor scanning capability that
allows for the edge-to-edge and end-to-end capture
required to make a true digital duplication of the roll of
microfilm. Area sensor scanning uses an image sensor
similar to what you would find in a digital camera and
operates similarly as it captures a single image, one at a
time. To capture an entire roll the system is required to
recognize an area to scan, stop, capture and continue.
Area sensor scanning technology may not capture 100%
of the media resulting in some information being
omitted. For example, the system may not recognize
each individual frame. It is important to remember that
the original process of converting documents to
microfilm was not perfect and many items are too dark,
skewed, or were too close together. Any of these could
result in a skipped image. Perhaps it’s nothing, what if it
was critical?
Ribbon Scanning
Over a decade ago, conversion bureaus urged the
industry to develop a groundbreaking process that
guaranteed 100% complete edge-to-edge and end-to-
end capture of microfilm. Why? Their current process
at the time of point, scan and capture was time
consuming and didn’t always deliver a perfect
conversion. The solution was line scanning technology
delivering a digital image in one continuous ribbon. The
reliable conversion process now resolved numerous
scanning errors that had previously hindered earlier
scanning efforts, including missed images.
Not only does Ribbon Scanning, with Line Scanning
Technology, allow for complete capture it also enables a
useful auditing process to verify that each frame is
captured correctly. Specialized software indicates
density differences between images to an operator. They
can quickly distinguish if it is an image to save or one to
skip. True Ribbon Scanning can only be accomplished
using Line Scanning Technology and cannot be
accomplished through use of an area scanner which
does not capture all the data on the roll of microfilm.
This simple auditing procedure is unique as all of the
data collected is displayed. If it was on the film, it is on
the Ribbon. Nothing skipped, nothing omitted, nothing
missed.
Different microfilm scanners are designed for
different tasks. If you decide to convert, don’t leave
your archive to chance. Ensure your data archive is
identical to your current archive. Convert with
confidence using Line Scanning Technology.
Inside NIRMA NIRMA.org Summer 2019 11
The NIRMA Conference will be held August 4-6, 2019,
PLUS Learning Workshops offered August 3 & August 7
(click here for more information) at the beautiful
JW Marriott Las Vegas Resort & Spa, located at 221 N Rampart
Blvd. Las Vegas, Nev.
2019 NIRMA Conference Exhibitors:
2019 NIRMA Conference Sponsors:
NIRMA has room for more Exhibitors! Don’t delay. Sign up today!
Consider a sponsorship from your organization! Contact [email protected] to assist.
NIRMA CONFERENCE KEYNOTE SPEAKERS:
12 Summer 2019 NIRMA.org Inside NIRMA
WACO BANKSTON General Manager, Corp.
Services, STP
“Change the Experience … Change the Culture”
Summary: Every organization in the world is a living, breathing thing. Corporations are comprised of human beings, each coming to the table with their own value and belief systems. These human beings make up an organization’s collective belief system and resulting behaviors. Culture cannot be dictated. Culture cannot be a placard on a wall. In this interactive session, we will discuss how organizations define “Corporate Culture” and how organizations can go about shaping company culture by shifting the experiences of individuals. Waco Bankston will share some of his own experiences with merging multiple, very different, and at times dysfunctional cultures. Participants will leave with a tangible model and thought process that can be immediately leveraged to help not only manage an organization’s culture, but to change it for the better. Waco Bankston is responsible for Information Technology (IT), Cyber Security and many of the company’s Shared Services organizations, including Human Resources, Nuclear Records Management, Document Control, Technical Support Services and Administration.
JESSICA PACHECO Vice President, State & Local
Affairs, APS
“The Power of Authentic Leadership”
Summary: Jessica Pacheco will address what it takes to break through barriers in today’s world to provide effective leadership – formal and informal -- in any organization. She will share what it takes to create sustainable success and why authentic leadership is one of the most effective ways to deliver lasting results. Jessica Pacheco primary responsibility at Arizona Public Service (APS) is to lead the company’s state and local public affairs strategy. Pacheco has developed deep knowledge of the company’s business units through two periods at APS. She served in numerous roles from 1997-2006, including customer care in the call center, community and economic development and franchise agreement management. Pacheco earned a Bachelor of Arts degree from the University of Arizona and is fluent in Spanish and Portuguese. She is a graduate of the Stanford Executive Program and MIT’s Nuclear Reactor Technology course.
BRUCE COVERT, PMP, CSP
President and Project Manager for Nuclear Waste
Partnership LLC
“Waste Isolation Pilot Project (WIPP) Past, Present & Future”
Bruce C. Covert has more than 30 years of experience in the management and operation of nuclear and other high-hazard facilities for the Department of Energy (DOE) and the UK’s Nuclear Decommissioning Authority. Prior to accepting his current position at the
DOE’s Waste Isolation Pilot Plant (WIPP) in June 2017, he served as AECOM Group Vice President for Dounreay Site Restoration Limited in the U.K. Prior to that, he served as Environmental, Safety, and Health & Quality Director and Waste Project Director for Washington Closure Hanford (WCH). He holds a master’s degree in business administration from St. Bonaventure University and a Bachelor of Science degree in industrial technology from State University College at Buffalo. He is a Project Management Professional and a Certified Safety Professional.
NIRMA CONFERENCE KEYNOTE SPEAKERS:
Inside NIRMA NIRMA.org Summer 2019 13
NICK INGLIS, CIP, IGP Executive Director,
Content & Programming, ARMA International
“The Future of Information—Readiness Must Begin Today”
Summary: To understand the future of information, we must look to our past. Cycles that started long before any of us were alive continue to push us forward. Using a pair of stories and an honest critique of our success in reducing organizational risk, what can we predict about the future of information? How can we prepare for this future today to get ahead of our cycles? Nick Inglis is Executive Director, Content & Programming at ARMA International (formerly President of the Information Coalition, prior to the two organizations' merger), the leading provider of resources and best practices for the information profession. Inglis is the author of 'INFORMATION: The Comprehensive Overview of the Information Profession & Official INFO Designation Study Guide'. Mr. Inglis is a recipient of the Providence Ambassador Award and was named a 2018 Rhode Island "50 on Fire" for his work with both the information profession and his public advocacy. Mr. Inglis' writing has been featured in U.S. News & World Report, The Providence Journal, Yahoo! Finance, CMSWire, and others.
ROD McCULLUM, Senior Director, Used Fuel
and Decommissioning, Nuclear Energy Institute
(NEI)
“Sharing Current Industry Trends”
Rod McCullum has been working at NEI since 1998. He has 30 years of nuclear engineering, licensing, management and regulatory policy experience. Currently, at NEI, he leads industry technical and regulatory efforts to improve used fuel management and nuclear plant decommissioning programs. He held prior positions in Government (with the Department of Energy) and Industry (at three commercial nuclear power plants). He has a Bachelor of Science degree in Nuclear Engineering (University of Cincinnati, 1985) and a Master of Business Administration degree (Lewis University, 2000).
Click here to register for the
NIRMA Conference!
Click here to register for the
Pre and Post Conference
Workshops!
Click here to register for the ARMA Conference.
The Institute of Certified Records Managers (ICRM) is excited to partner with NIRMA to provide information about ICRM certification and its relevancy, value and benefits to those Records and Information Management (RIM) professionals working in the nuclear industry.
There will be a full day of ICRM Exam Prep sessions that will focus on the Certified Records Analyst (CRA) credential and the CRA or CRM/Nuclear Specialist (NS) and CRM/Federal Specialist Post Certification Specialty Designations. These sessions will be held on Tuesday, August 6, 2019.
AGENDA
CRM/Federal Specialist Session: 9:30 a.m. – 10:45 a.m.
CRA or CRM/Nuclear Specialist (NS) Session: 10:45 a.m. – 12:00 p.m.
Speaker: Margie Janney, CRM/NS/FED
ICRM Overview: Application to Certification and Parts 2-4 (CRA) Session: 1:00 p.m. – 6:00 p.m.
Overview: 1:30 p.m. – 2:15 p.m.
Part 2: 2:15 p.m. – 3:30 p.m.
Break: 3:30 p.m. – 3:45 p.m.
Part 3: 3:45 p.m. – 5:00 p.m.
Part 4: 5:00 p.m. – 6:00 p.m.
Speakers: Bruce Walters, CRM/NS and Rae Lynn Haliday, MBA, CRM
**Attendees can pick and choose which presentations they want to attend
Click here for additional details.
Advertisement
ICRM sessions include an introduction to the ICRM certification process including qualifications, a detailed overview of the material covered in Parts 2-4 for the Certified Records Analyst (CRA), with 20 sample questions for each part. Post Certification Specialty Designation presentations will include qualifications, a detailed overview of the exam outline and the body of knowledge required for test preparation.
Technological advances have forever altered the way in which people and businesses communicate and these changes impact records and information management. There is no better time to prepare for an exciting career in this space. Obtaining ICRM certification will elevate your RIM skills and competencies and ensure you maintain them, both of which leads to advancing your professional career. The NS and FED Post Certification Specialty Designations provide practitioners working in the nuclear industry and/or federal government an amazing opportunity to benchmark their industry-specific records management skills and expertise.
Click here for additional details.
Advertisement
t’s commonly said that change is the only constant. If that’s true, being in front of the change and steering progress in a desired direction is essential. Front-line leadership is
often tasked with implementing change management strategies, and doing so can be difficult depending on which portion of the workforce you’re addressing. From early adopters and lukewarm wait-and-see demographics to the more difficult resisters or “laggers,” understanding who you’re dealing with and how best to adapt is key to a successful change management strategy.
The Early Adopters
When faced with change, there will always be those who happily embrace the concept and actively engage the challenges. The early adopters need little incentive when introduced to something new, and most thrive with just a little direction and the freedom to do their work.
The Neutral Wait-and-See Demographic
The neutral wait-and-see demographic is often a very selfish one, meaning change is adopted when personal gain is perceived or when trying to avoid detrimental consequences. This demographic makes up the largest portion of the workforce or product audience, and most can be easily swayed with a little incentive or easy-to-understand consequences.
Resisters and Laggers
The most difficult group to manage successfully around change is the resister or “lagger” demographic. Resisters, both active and passive, whether through
choice or lack of interest, are the least likely to adopt policy changes and can prove organizational roadblocks if not managed appropriately.
Responsibility, Training, and Competency
Implementing a change management strategy is a collaborative effort. Creating and relaying the strategy, especially to resisters, is your responsibility as front-end leadership. Understanding and adhering to that strategy is the responsibility of the individual worker.
Unfortunately, it’s not uncommon for management strategies to fail on the premise of miscommunication alone. Procedural changes can be difficult to understand and even more difficult to internalize. Before disciplining an individual
because they aren’t adapting to change, it’s important to ask yourself these three questions:
1. Was that person aware of their responsibilities?
2. Have they been properly trained?
Does that training translate to competency?
Answering “no” to any of these questions can be an indication that information was miscommunicated, hasn’t been provided, or that a situation deserves to be reassessed. Dishing out disciplinary action should be a last resort and understanding how best to manage various adopters before implementing change can mean the difference between a successful change management strategy and one that crashes and burns.
16 Summer 2019 NIRMA.org Inside NIRMA
I
Adopters vs. Resisters
Building a Successful
Change Management Strategy
By Dean Van Dyke iBridge LLC
Dean Van Dyke is the Vice President of Business Process
Optimization at iBridge LLC
Inside NIRMA NIRMA.org Summer 2019 17
s an update to a previous Inside NIRMA article, the Nuclear Regulatory Commission (NRC) has
started a large project to digitize old records.
Upon receipt in the summer of 2017 of a report from the Committee to Review Generic Requirements (CRGR) on the NRC’s implementation of back fitting and issue finality requirements, the NRC Executive Director of Operations (EDO) recognized that the retrievability of licensing and design basis information was a contributing factor to back fit challenges. As a result, the EDO gave my staff in the Office of the Chief Information Officer (OCIO) the go-ahead to
digitize 43 million pages of legacy material to make it readily available for staff’s use.
Between 2007 and 2017, we had scanned approximately 500,000 legacy documents and made them available to staff via ADAMS, the agency’s official recordkeeping system. In 10 years we had digitized approximately 10% of the collection; we’re going to be digitizing the remaining 90% within 2 years! That’s ambitious!
We will be digitizing 6.3 million pages of Atomic Energy Commission paper documents (official agency records generated or received prior to 1979), as well as 2,915,977 documents on 109,674 microfiche and 113,456 NUDOCS
aperture cards indexed in the Nuclear Document System (NUDOCS) collection (representing all agency records generated or received from 1979 to 1999).
We are working with the microforms first. Within the first two weeks of start-up, we scanned approximately 1200 microfiche cards (about 436,800 images) and created 12,759 PDF documents. The pace will pick up significantly once we have ironed out the kinks.
After the NUDOCS microforms are digitized and QC’d, OCIO has a program that will match up the PDFs with the metadata (profile) found in NUDOCS and transfer it all electronically to ADAMS. The AEC papers, however, don’t have existing metadata. We are going to be using artificial intelligence (AI) to see what metadata we can automatically extract from the documents after they are OCR’d. Keep in mind that the youngest documents in this collection are 40 years old; we have carbon copies and onion skin documents which don’t easily convert to text.
My staff is excited to be working on this significant project to help the mission of the NRC!
NRC STARTS LARGE DIGITIZATION PROJECT
By Margie Janney, CRM/NS/FED
A
In 10 years we had
digitized approximately
10% of the collection;
we’re going to be
digitizing the remaining
90% within 2 years!
18 Summer 2019 NIRMA.org Inside NIRMA
s I look back at a career spanning over five decades (really?), I’ve been blessed to be able
to leverage my knowledge and experience into adventures around the world. This issue’s article reflects the opportunities to present or provide training on information management at international venues.
When I served as President of the Association, back in 1999-2001, I had the opportunity to meet with representatives from the Nippon Records Management Co., Ltd (NRM), a firm that provides records management services to utilities, businesses, and government agencies in Japan. This opportunity led to my
being asked to provide presentations to records management staffs of the Japanese nuclear power plants and the ARMA International Tokyo chapter. It was through that initial visit to Tokyo that NIRMA, and me personally, have had a rich 20-year relationship with Mr. Sadamaro Yamashita, founder and president of NRM. Mr. Yamashita has invited me to Japan to speak to the nuclear industry on several occasions; in 2013, he invited Bill Clover of Exelon Nuclear and me to speak on information management in the U.S. industry in the wake of the Fukushima accident. It was humbling to interact with personnel from the plant. Mr. Yamashita, and others in Japan, were
inspired by the long association with NIRMA to create, in 2016, the Japan Energy Records Management Association (JERMA).
Keeping to the Asia theme, there have been occasions where I’ve been asked to lend a hand in helping fellow NIRMA members from the vendor community in their marketing efforts. In one particular effort with IBM, I traveled to Shanghai, China to present information management concepts to the burgeoning China nuclear industry. Later, I provided consulting and training on electronic information management to the staff at the Jiangsu Nuclear Power Plant. Of course, when in the mother country, I was very appreciative of the food!
Over the course of the years, I’ve had the chance to work with the International Atomic Energy Agency (IAEA). Besides providing input to the development of technical documents on records management in waste management and decommissioning, I provided training on information management concepts in addressing sealed radioactive sources (SRS) and disused sealed radioactive sources (DSRS). This was essentially the tracking, reporting, and recordkeeping for monitoring the whereabouts of source material used, for example, in medical x-ray machines, industrial flowmeters, and lightning rods. This has taken me to the IAEA headquarters in Vienna,
A By Eugene Y. Yang, KISMET Consulting, Inc.
(L-R) Eugene Yang, Bill Clover (Exelon Nuclear) and Mr. Sadamaro Yamashita (founder and President of NRM)
Shanghai, China
Austria; Ljubljana, Slovenia; Arusha, Tanzania; and Amman, Jordan. It was great to interact with scientists and engineers from eastern Europe, the Mediterranean, Asia, and Africa, understanding their varied approaches to data and information management, while offering them insights on approaches in the U.S.
At the time of this writing, I’m getting ready to head out the door again, this time to the United Arab Emirates. In March 2019, the Emirates Nuclear Energy Corporation (ENEC) reached out to NIRMA’s President, Michelle Smith, to inquire on
possibly receiving training on NIRMA’s guidance in the areas of records management (both electronic and hard copies), and the shredding of records (either electronic or hard copies). Michelle reached out to me to see if I was interested, and, of course, I said yes! The Barakah Nuclear Power Plant, near Abu Dhabi, is being built by
a consortium led by the Korea Electric Power Corporation (KEPCO) using KEPCO’s APR-1400 design. My intent is not only to provide training on the guidance we’ve developed, but also to share best practices and lessons learned from the U.S. power industry. This training, to be conducted over a period of five days, will occur in the latter part of June 2019.
As I stated earlier, I have been blessed with these international opportunities. Perhaps, when I see you at the NIRMA Conference in August, I’ll regale you with tales of my latest travel overseas!
Inside NIRMA NIRMA.org Summer 2019 19
IAEA Headquarters Ljubljana, Slovenia
Arusha, Tanzania Amman, Jordan
Eugene has been a member of NIRMA for over 32 years. At the time he joined, NIRMA had only been in existence for 11 years. He would love to hear about stories and anecdotes from others, so please email him at [email protected].
he Conference Committee and M&M are busy arranging, organizing, and publicizing the upcoming
conference to be held at the JW Marriott Resort & Spa in Las Vegas, Nevada in early August. The hotel and grounds are amazing. There will be an array of Keynote speakers who will kick off the first day (click here for additional information).
We will have quite a number of sessions designed to improve our knowledge of integral parts of the work we do. If you are interested in presenting at the conference, it may not be too late to step up and get included. Simply reach out to our vice president, Janice Hoerber, [email protected], to discuss your topic. Did you know you get a discount on your conference rate if you are a speaker? It’s true!
Ever wonder about the value in attending a conference? Generally, I consider there are two primary values in attending. First, the educational opportunities provided to us, the members, are second to none. We get to learn about big picture topics, not limited to just our day-to-day work environment. Many of us
are siloed into our daily tasks and don’t see the whole picture, how our role feeds into other people’s roles and into the entire office’s or plant’s role. You get to learn about topics, that frankly, you may not have had any exposure. That stretches your knowledge and hopefully your desire to learn more, grow more. Some speakers allow for give and take in the sessions and now you get to hear some of the, uh hum, ‘seasoned veterans’ (I’m not saying old folks) agree/disagree with statements made. Properly done, banter can be a good thing, a better learning environment. We have sessions to
learn about professional certification. There is a vendor hall where we get to meet representatives for various services and products/tools that are valuable to our jobs. Our conference is all about education!
Second, the networking opportunities are fantastic. We gather for breakfast and lunch at tables (sumptuous meals, I must say) and have the chance to have conversations with people from all over the records management industry. You have a question, a problem, a random thought … you now have an audience of people who either have an answer OR know the person in the room who has the answer. No one is unapproachable at the conference. Our best and brightest are just people, like you, coming to learn and to educate. Don’t be bashful. We even have a First Timers event that helps welcome you and ease you into getting the most out of the conference.
If you weren’t sure what to do with yourself between
August 4-6, you really need to be in Las Vegas at the
NIRMA Conference. You’ll be glad you attended.
Inside NIRMA NIRMA.org Summer 2019 21
T
MEMBERSHIP & MARKETING (M&M)
Business Unit News
By Bruce Walters, M&MBU Director
“ ... I consider there are two primary
values in attending. First, the
educational opportunities
provided to us, the members, are
second to none … Second, the networking
opportunities are fantastic.”
Professional Development
Business Unit News
Tammy Cutts, PDBU Director
t’s that time of year again, the conference is approaching and we’re finally starting to get approvals from our leadership to attend. Be sure to keep development opportunities in mind for
those requests; you benefit as well as your company.
Developmental Opportunities:
At this year’s conference we have multiple opportunities (click here to register; $295 each or both Workshops for $500):
• Saturday (Aug. 3): Full Day Workshop: Do You See the Flow? ($295.00)
• Wednesday (Aug. 7): Half Day Workshop: The Lifetime of Learning ($295.00)
• Tuesday (Aug. 6): Full Day Conference Track: ICRM Sessions (no fee)
Do You See the Flow?
The pre-conference workshop, Do You See the Flow? is led by Bob Larrivee. The interactive session is a full day and will focus on ways to improve the work flow process with or without technology by understanding the importance of process maps; identifying areas for improvement; assessing the impact of process change; and preparing a future state vision.
This workshop provides you with a practical approach to creating a process map; recommending process change options; standardizing business processes across the enterprise; understanding how automation will
enhance operations and reduce costs; and prepare for implementation and change management within the user community.
The Lifetime of Learning
The post-conference half day workshop by Becky Wingenroth on The Lifetime of Learning. Originally created by Becky for the Electric Power Research Institute’s (EPRI’s) Technical Women’s Network, this voluntary process encourages continuous growth and learning and is available to anyone, women and men, interested in identifying how to better leverage their unique skills and talents.
Ever wonder where your career is headed? Perhaps you’re not in the role you thought you’d be by now or you’ve been looking for new challenges. Alternatively, you may be progressing well, but are not sure how to get to the next great opportunity. What steps can you take to keep moving forward? In her presentation, Becky uses elements of the Lifetime of Learning process to encourage professionals to determine the path they want to be on, what they want to learn and the best way to learn it. Don’t wait for others to manage your career, YOU take charge!
ICRM Sessions (No Fee)
On Tuesday, the Institute of Certified Records Managers (ICRM) will have a full-day track to introduce attendees to the certification process and exam preparation, focusing on the Certified Records Analyst (CRA), CRA/CRM Nuclear Specialist (NS), and the CRM Federal Specialist (FED). The ICRM sessions will be led by Margie Janney, Bruce Walters and Rae Lynn Haliday (click here for more information).
Attending one or more of these sessions is an excellent way to develop yourself while taking back new knowledge and skills to benefit your organization. If you have training on your personal development plan for the year, here’s your chance to check that box as well.
22 Summer 2019 NIRMA.org Inside NIRMA
I
Urgent Request for PDBU Co-Director!
Please consider serving NIRMA in the Professional Development Business Unit!
Help lead and contribute ideas for training and educational opportunities
for our membership. Contact [email protected]
Inside NIRMA NIRMA.org Summer 2019 23
Status of RIMBU Actions RIMBU Team members have been working heavily on the updates to various documents including the following:
• Technical Guideline 15 – Management of Electronic Records
• Technical Guideline 18 – Guideline for Vendor Technical Information Program Implementation
• Technical Guideline 21 – Required Records Protection, Disaster Recovery and Business Continuity
• Technical Guideline 22 – Management of Electronic Vendor Technical Documents
• Position Paper 06 – Alternative Approaches in the Implementation of the Nuclear Regulatory Commission Regulatory Issue Summary
• Position Paper 07 – Management of Quality Records from NDE Processes
• Position Paper 08 – Electronic Signature Methods
Basis Documents Being Created With RIMBU having added several new members to the team, we have begun working on Basis Documents for all Technical Guidelines, Position Papers, and White Papers. These documents will explain the history
and purpose of the material created from within the RIMBU team allowing a detailed knowledge transfer to not only members of the RIMBU organization, but members and customers of NIRMA as a whole. We expected the Basis Documents to be available alongside the native documents later this year.
ANSI/NIRMA CM 1.0-2007 Reaffirmed 2015 - 5-Year Revision Cycle
Our working team for this year’s revision has completed the initial comments gathering phase of the revision and is generating the initial draft of the update for the ANSI/NIRMA CM 1.0-2007 Reaffirmed 2015 document. This effort is being led by long-time NIRMA/RIMBU member Rich Giska along with his team, which includes: Mike Dickson, Kent Freeland, Laurent Perkins, Lori Roddy, David Weber, Sarah Perkins, and Chris Boudreaux. We appreciate the efforts of the team thus far as they work toward having a final draft out for review ahead of the NIRMA Conference this year.
NIRMA Conference Preparations The RIMBU members are planning various presentations and work-related activities as we near the 43rd Annual NIRMA conference. We will hold our Annual Summer Meeting following the conference and encourage all interested conference attendees to make plans to stay and join our day and a half session as this will be where the rubber meets the road on generating the guidance documents for our industry. We plan to have vendor presentations, discuss new technical guidelines, share best practices and operating experience, and more. If you would like to attend our session, please contact me via email at [email protected].
News from the Regulatory Information Management Business Unit (RIMBU)
By Chris Boudreaux,
RIMBU Business Unit Director
24 Summer 2019 NIRMA.org Inside NIRMA
Anita Beren
nita is a Documentation Leader at General Electric in Marlborough, Massachusetts.
Anita has been a member of NIRMA since 2006 and had served as the Director of Professional Development for many years before her election to the NIRMA Board in 2017 as the Director of Infrastructure. She assumed the position of Treasurer in 2018 Anita and her significant other Jack live in Massachusetts. She has two children, Phillip and Matthew. Matthew, who is known to NIRMA members for his videotaping of keynote
speakers in recent years will be getting married to his sweetheart Megan in September. In her spare time, Anita is a jewelry designer. She creates custom jewelry through bead embroidery. Anita is also the Vice President of Beadesigner International, a Bead Society serving greater New England. Question: NIRMA will host its annual conference in August. Besides the conference itself, what are you most looking forward to doing in Las Vegas? Anita: I have attended the NIRMA conference since 2006. Over the years, I have had the pleasure of enjoying many shows in Las Vegas. More recently, I look forward to enjoying all that the JW Marriott Resort has to offer. Coming from the Northeast, I enjoy the warmth of Las Vegas in August. Some may find it too hot at this time of year, but I love it! I also enjoy spending time with longtime friends that I have made over the years at NIRMA and meeting the new members who come for the first time.
A
Anita and her sons Phillip and Matthew.
Inside NIRMA NIRMA.org Summer 2019 25
Q: What was your favorite toy growing up? A: Music has always been a big part of my life. One of my most favorite things when I was a kid was a record player. My older brother bought many records. He let me play them on our record player. I would sit next to the record player and listen to rock and roll music for hours on end throughout the years while growing up. I am surprised that I didn’t wear out the vinyl. Q: What fictional character do you wish you could meet and why? A: I would love to meet Captain Jean Luc Picard of the starship Enterprise from the Star Trek Next Generation television series. I couldn’t get enough of those adventures. I want to be part of his command and travel throughout the galaxy and beyond.
Q: What was the first live concert you ever attended? A: The first live concert that I ever attended was The Beach Boys. They were probably one of the first bands whose music my brother introduced me to. I have always loved live concerts. I have tickets to attend a live concert by The Who in the fall. This is such an anticipated event for me because The Who was one of my brother’s favorite bands. Their music was such a big part of my childhood, I am looking forward to experiencing them live.
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Neal and Sandra Miller
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Example of Anita’s bead embroidery work.
26 Summer 2019 NIRMA.org Inside NIRMA
National security experts agree that leading in nuclear energy means leading in the world. More than 100 leaders in this field—including more than a dozen retired admirals, former top-ranking officials at the CIA and in military intelligence, professors and deans of engineering at prominent universities, heads of major defense technology firms, and others with long experience in national security—have formed a new organization, the Nuclear Energy and National Security Coalition, urging policymakers to act to regain that leadership.
On May 21, former Ambassador Thomas Graham Jr.—who is a prominent expert on arms control—and retired U.S. Navy Adm. Richard Mies—a former nuclear submariner and commander of the U.S. Strategic Command—launched the new coalition, which is under the aegis of the Atlantic Council, a Washington, D.C.-based think tank with a specialty in energy and security. At the event, the Atlantic Council also released a report from its Task Force on U.S. Nuclear Energy Leadership—on
which Sens. Sheldon Whitehouse (D-R.I.) and Mike Crapo (R-Idaho) served as honorary co-chairs.
The new coalition sees a strong nuclear energy sector as a cornerstone of national security. They believe that the United States’ role as the global leader in nonproliferation efforts is “under strain” because of the decline of the industry domestically and in exports.
Domestically, many nuclear reactors face challenges because of a decline in the wholesale price of electricity, brought on by a flood of inexpensive natural gas, created by fracking. The electricity markets do not compensate nuclear reactors for their around-the-clock availability or their contributions to clean air and climate stability.
Internationally, the export market is now dominated by Russia—with China quickly emerging as a contender. Both nations have leveraged their domestic nuclear industries to expand internationally. With this expansion, they have begun to
displace U.S. influence in the establishment of global nuclear norms and standards.
When it comes to competing with these countries, the U.S. has fallen behind because of our own ineffective trade policies. Until a few days ago, for example, American companies were at a commercial disadvantage because they could not even get financing from the Export-Import Bank. Such financing is a staple of trade policy for countries around the world, but the U.S. Ex-Im Bank was without a quorum and unable to authorize transactions exceeding $10 million.
Nuclear energy bolsters our national security. The experts who are a part of the Nuclear Energy and National Security Coalition recognize that our geopolitical leadership abroad depends on the fate of our nuclear energy industry. Policymakers must do the same.
Article reprinted with permission of NEI. Read full article here.
National Security Experts Form Coalition to Regain U.S. Leadership in Nuclear Energy
Inside NIRMA NIRMA.org Summer 2019 27
You’ve probably heard of 3D printing being used to create scale models and other novelties. You may even have a 3D printer at home. The technology—also called additive manufacturing—was first pioneered in the 1980s and in the last 10 years has created a revolution in manufacturing just about anything. Today, we can print with more than just plastic; we can print with metals and other materials used in high tech industries.
Some people have even wondered if we could 3D-print a nuclear reactor. Well, it turns out that this idea is not so far-fetched. The nuclear industry is developingmicro-reactors, which are very small nuclear reactors typically less than 10 megawatts and capable of fitting on the back of a tractor trailer. Just last week, I was at Oak Ridge National Laboratory and saw a submersible they 3D-printed for the U.S. Navy which was about the same size as a micro-reactor.
So what does this mean for nuclear energy? Well, the Navy submersible was 3D-printed in weeks instead of months and for only 10 percent of the cost that it would take for conventional manufacturing. While the internal components of a micro-reactor may be complex, the aerospace industry has experience 3D-printing complex jet engine components in less time and for lower costs than conventional methods.
We don’t have to wait for the future to see 3D-printed parts make their way into nuclear power plants. Companies are looking to put 3D-printed fuel components into reactors this year, and advanced test reactors use 3D-printing to manufacture test capsules. Replacement of discontinued parts is a challenge for nuclear plants, and 3D printers could be used to manufacture replacement parts.
In addition, we are looking at other advanced manufacturing technologies. Larger components, such as pressure vessels for small modular reactors, could use advanced methods—like powder metallurgy hot isostatic pressing (a very technical term for pressing metal powder into solid shapes) and electron beam welding (welding at the molecular level)—to reduce the cost and schedule of manufacturing. In fact, our recent report on advanced manufacturing found that there are 16 methods of most interest to the nuclear industry.
Innovation drives the nuclear industry. 3D-printing—like I saw with Oak Ridge and the Navy—and advanced manufacturing can revolutionize how we use carbon-free nuclear energy to power our way of life.
How a 3D-Printed Sub Could Revolutionize Nuclear Energy
Article reprinted with permission of NEI. Read full article here.
3D-printed submersible on display at Oak Ridge National Laboratory.
28 Summer 2019 NIRMA.org Inside NIRMA
By Neil Ford
The U.S. Department of Energy (DOE) recently allocated Westinghouse $12.9 million of DOE funding to develop its eVinci micro reactor design based on sodium heat pipe technology.
Westinghouse aims to design, test, manufacture and site a demonstration unit by 2022 and will provide $15.7 million to the project. The company is currently developing an electrical demonstration unit and plans to demonstrate manufacturing capability by 2020.
The advanced heat pipe design will simplify the plant structure and reduce the number of moving parts, creating significant cost and safety benefits, Yasir Arafat, Principal
Engineer, Advanced Reactor Development at Westinghouse, told Nuclear Energy Insider..
The compact design will also have a small boundary footprint, opening up new siting opportunities closer to industrial facilities and population centers.
Westinghouse is communicating with U.S. and Canadian nuclear regulators and aims to license the design for commercial deployment by 2025, pending a successful testing phase.
This would position Westinghouse near the forefront of micro reactor deployment.
Canada aims to build at least one demonstration advanced reactor plant by 2026, at a Canadian Nuclear Laboratories (CNL) site. In February, high-temperature gas reactor developer Global First Power became the first developer to advance to the third stage of CNL’s design selection process which involves non-exclusive negotiations on land arrangements, project risk management, and contractual terms.
According to Westinghouse, the small size and high technology readiness of the eVinci heat pipe reactor design should accelerate the licensing process.
“The fundamental technology that differentiates it from other nuclear reactor designs is the removal of heat from the core (fuel) via heat pipes,” Ryan Blinn, Advanced Reactor Program Manager, Westinghouse, said.
“This technology (heat pipes) has been used for decades and was demonstrated by Los Alamos National Laboratory in the [NASA] KiloPower nuclear test,” he said.
Design benefits
The eVinci reactor is designed to provide 200 kWe to 5 MWe of combined heat and power.
The design is built around a solid monolith with channels for both heat pipes and fuel pellets. Each fuel pin in the core is adjacent to three heat pipes, giving an overall one-to-two heat pipe-to-fuel ratio. The heat pipes remove heat from the core using a primary heat exchanger.
According to Westinghouse, the heat pipe design eliminates the need for a reactor coolant pump and associated auxiliary systems, reducing plant size and component costs.
A 2 MWe reference design can be packaged and transported within standard 20-foot shipping containers.
The plant is designed to require less than 1 acre at the site boundary and the emergency planning zone would be limited to within the unit boundary, Blinn said.
Westinghouse Targets Fast Licensing, Tiny Footprint for New SMR
Article reprinted with permission of Nuclear Energy Insider. Read full article here.
The 43rd Annual NIRMA Conference will be held at the beautiful
JW Marriott Las Vegas Resort & Spa,
221 N Rampart Blvd.
Las Vegas, Nev.
The JW Marriott Las Vegas Resort & Spa is a luxury
getaway, providing spacious rooms and suites, premium
amenities and superb customer service.
Visit JW Marriott here.
• Learn the latest from experts in current trends.
• Be inspired by the message of industry leaders.
• Retool your organization’s view for the future.
• Re-energize your passion to make a difference.
