TLOMA OCT 2005.qxd
Transcription
TLOMA OCT 2005.qxd
OCTOBER 2005 Commission scolaire de Laval, Quebec’s second largest school board, saves $400,000/year outsourcing its publishing to Xerox, whose software also lets teachers and students share knowledge over the web. There’s a new way to look at it. Learn more: www.xerox.com/learn Or call: 1- 800 - ASK- XEROX Dept. 1506 © 2003 XEROX CORPORATION. All rights reserved. XEROX®, The Document Company® and There’s a new way to look at it are trademarks of XEROX CORPORATION. XEROX CANADA LTD. is the licensee of all the trademarks. Other Company names used herein are trademarks of their respective owners. www.tloma.com October 2005 PRESIDENT’S October 2005 MESSAGE A s I write this message, the 2005 TLOMA Conference is only a few days away. I am sure that many of you would Inside this Issue agree with me that this event is without a doubt the highlight of the TLOMA year. Even without the amazing line-up of speakers, seminar sessions and the Trade Show, these few days in Niagara simply represent a gathering of a community of which I feel very fortunate to be a part. Some of us from the TLOMA community gathered a few weeks ago as a result of the passing of our friend and colleague, Vanna Malasani. Vanna clearly left her mark in a very meaningful way on everyone in her life. The TLOMA community was well represented at Vanna’s funeral and, while obviously a fitting tribute to Vanna, illustrates the depth of personal ties that can grow out of an organization such as ours. Elsewhere in this issue you will find some more words about this very special member of the TLOMA community who will be sorely missed. Another illustration of community is the enthusiasm and energy that most of our firms pour into our annual United Way campaigns. This week and last have been a whirlwind of United Way breakfasts, lunches, raffles and prize draws here at Goodman and Carr. Our campaign will wrap up this week on Friday with the annual Goodman and Carr Karaoke for United Way event which is a highlight in the life of the firm each year (another reason I am indebted to TLOMA is that my attendance at the Conference this year will prevent my participation in this event!). Not only do the law firm United Way campaigns raise funds for a great number of incredibly worthwhile organizations, they also provide us an opportunity for the staff and lawyers to get together and have some fun while achieving a shared goal. When I think about my involvement with TLOMA, the achievement of goals in an uplifting and enjoyable environment really summarizes what TLOMA has meant to me over the years. When I arrived in Toronto in the mid-80s, one of the first people that I met was Julie Bean who was Director of Human Resources at Blakes. It’s hard to imagine that that was almost 20 years ago now, especially since neither Julie nor I look a day older, but the generosity of spirit and friendliness that Julie demonstrated to me when I first arrived in the big city have stayed with me and encouraged me to become more involved in our organization, now as an “elder statesperson”. This year at our Conference I am delighted to be joined by two junior managers in our organization, who are both about the same age as I was when I came to Toronto and hooked up with Julie. It is this sustaining of community that will ensure that for many years to come TLOMA will remain a vibrant organization, which will allow its members to learn, grow, network and have fun. Like any organization, TLOMA needs leadership and the Nominating Committee will be meeting at the Conference to discuss its slate of nominations for the next TLOMA Board of Directors. Thanks to those of you who have indicated your willingness to serve on the Board of Directors or on one of our committees; it’s not too late if you’d like to become involved and I welcome your expressions of interest at any time by email to [email protected]. ❖ Leadership Tips for FirstTime Managers ❖ Rethinking the Holiday Office Party ❖ Move over MapQuest, Google Maps is Here! ❖ Document Restoration Saves Vital Records Schedule of Events BOARD OF DIRECTORS MEETING Tuesday, November 8, 2005 FACILITIES SIG Tuesday, November 22, 2005 TECHNOLOGY SIG Tuesday, November 29, 2005 HR SIG Thursday, December 1, 2005 TLOMA SOCIAL Friday, December 9, 2005 While most of us who will be attending the Conference this year are cleaning up paperwork on our desks and thinking about what we can dredge out of the back of our closets to wear for retro-night on Friday night, there are half a dozen TLOMA members without whose dedication, creativity and commitment this Conference would not be happening. The TLOMA Conference attendees and the membership at large owe a great debt of gratitude to John Arcella, Teresa de Ocampo, Angela Duldhardt, Thom Oakes and Barbara Russell for their efforts in putting together this great event this year. Liz Barrington, our TLOMA Director of Administration is, as always, a driving force on the Committee, which has excelled under the fearless leadership of Christl Mittendorfer. I look forward to strengthening my community ties with all of you this year in Niagara-on-the-Lake. www.tloma.com Susan Hodkinson Chief Administrative Officer Goodman and Carr LLP 1 Single issue: $8.00 Yearly Subscription: $40.00 October 2005 Providing The Support You Need zsa.ca Quality legal recruitment rooted Carolyn Berger, Director [email protected] in honesty and integrity. Kelly Smith, Sr. Consultant [email protected] Lana Sim, Consultant [email protected] Management | Legal Assistants Marsha Forde, Consultant [email protected] Law Clerks | Support Staff | Temps Tel: (416) 368-2051 | Fax: (416) 628-7435 ZSA Legal Recruitment - 20 Richmond St. E. Suite 315 Toronto Ontario M5C 2R9 C A N A D A ’ S L E G A L R E C R U I T M E N T F I R M TM Set A Good Example. Demand from yourself the same level of professionalism, excellence and dedication that you expect from others on your team. For instance, if you require staff members to work until 6 p.m. each day, don’t leave at 5:30. If you expect written communication to be error-free, double-check your own documents for grammar, spelling and clarity. And don’t hesitate to show enthusiasm in your work — it will inspire your staff toward peak performance. WHAT’S PLAY GOT TO WITH IT? LEADERSHIP TIPSDO FOR FIRST-TIME MANAGERS Provided by the Career Experts at Robert Half Legal Although you’ve worked hard for your promotion, if you’re a first-time manager you may feel some trepidation at advancing to the next rung on the corporate ladder. While chances are you have ample expertise in your field, you may lack self-confidence in your ability to direct others. Becoming a great leader doesn’t happen overnight, but there are steps you can take to hone your supervisory skills, establish credibility and win the support of your staff. Encourage Feedback. Some employees won’t speak up about certain issues unless they’re prompted. Solicit input from your staff by asking them if they feel they’re receiving the support, training and resources they need to meet department and company objectives. Maintain an open-door policy so your employees know that you are willing to listen and help provide solutions to problems. Communicate Clearly. Always keep your team informed of project goals, priorities and deadlines. Effective communication is essential in gaining your staff’s support. Provide clear direction, and welcome questions and feedback from others. Continued on page 3 www.tloma.com 2 October 2005 Provide professional guidance. A great manager also functions as a mentor. Make yourself available to staff members and show interest in their career development with the company. Don’t overlook the motivational power of positive reinforcement. Your staff will appreciate your commitment to their progress. Dictation Specialist REPAIR CENTER FOR ALL DICTATION EQUIPMENT PHILIPS • DICTAPHONE • OLYMPUS • SONY • SANYO • LANIER Philips Digital 9360 Includes: Digital Recorder, Software, 32mb memory Card, USB Cord and Leather Pouch Philips 7177 Transcription Kit Developing strong managerial skills takes time, so be patient with yourself as you adjust to your new position. Remember to seek guidance when you need it from colleagues in your professional network or from your own supervisor. In doing so, you’ll enhance your leadership abilities and make positive strides toward becoming a great manager. Includes: foot Pedal, software, Headset, and USB Adapter ✯✯✯ Dictaphone Philips 720 Micro-Cassette Transcriber 3255 $525.00 $325.00 Headsets, Foot Pedals, Mini-Cassettes and Micro-Cassettes for all Makes & Models Speech Mike 6274 $259.00 Philips MiniCassette 381 $185.00 Robert Half Legal provides law firms and corporate legal departments with project and full-time professionals including lawyers, paralegals, law clerks and legal support personnel. Robert Half Legal offers online job search services at www.roberthalflegal.com. For more information, please call 1.800.870.8367. 3950 - 14TH AVENUE, MARKHAM, ON L3R OA9 905-479-9245 www.suponenterprises.com • [email protected] Offer Recognition. By publicly recognizing the efforts and achievements of employees, you not only build your team’s confidence, but also encourage future contributions. Praise does not always need to be in the context of a formal program. In fact, it’s often more effective if you make verbal compliments part of your day-to-day communication with staff members. need a leasing partner? • Specialists in structured finance for a wide range of assets • Asset management solutions • Full Disclosure Help Employees See The “Big Picture.” Take time to explain to your staff how their assignments and functions fit into the company’s larger goals. This helps them to see that every task they complete can have an impact on the company’s reputation, success and bottom line. • • • • technology telecommunications office furniture leasehold improvements For more information please call Wendy Scott at 905-780-6150 ext. 211 or by email at [email protected] Create an Environment of Constant Learning. Encourage people to explore new methods for accomplishing individual and group goals. Allow them to make — and learn from — mistakes. Make a point of rewarding innovative ideas. Maxium Financial Services Inc. www.maxium.net Continued on page 7 www.tloma.com 3 October 2005 Lex Courier already serves over 60 law offices in Ontario and Quebéc. Simple Order Management Many Service Level Options Extreme Customer Service Professional Pick up and Delivery E-Billing & Management Reporting EXPECT the MOON ™ • Onsite Courier Coordinator • No Charge Inter-office Mail Service • Discounted Administrative Courier Service • Mobile Commissioner of Oaths • Court & Government Filings • Process Serving • Document Management Solutions • Facility Management Solutions Call us at 416 365-1515 for free, no obligation information or visit us on the web at http://www.lexcourier.com Continued on page 4 www.tloma.com 4 October 2005 RAISE THE “FUN FACTOR” WHAT’S PLAY GOT TO THE DO WITH IT? RETHINKING HOLIDAY OFFICE PARTY The office party may be a business-sponsored event, but it shouldn’t feel like work. Try these suggestions to increase the fun factor: Provided by the Career Experts at Robert Half Legal • Make it accessible. Don’t schedule the celebration for a day or time when staff may be facing a high-pressure deadline. Be sure it’s easy for people to respond to the invitation, whether that’s by e-mail, voice mail or through a form on your company’s intranet. If the party will be held during office hours, hire a temporary employee to answer phones and handle deliveries so your receptionist can attend. For off-site parties, consider providing transportation from the office and back. It’s the season of cherished traditions. But in the business world, one year-end custom appears to be losing its appeal: the holiday office party. But it’s not company management saying “bah-humbug.” The holiday office party has lost favour among employees, according to 64 per cent of executives polled in a recent survey by our company. • Set a light-hearted tone. It’s OK to have scheduled activities (such as a recognition program), but don’t plan every minute of the event. Allow ample time for employees to mingle. For some, the slowed economy has them feeling less festive. For others, it may be that the office party has become just another obligation they feel compelled to squeeze into already hectic holiday schedules. • Recognize and inspire. If you choose to have company executives address the attendees, remember that with just a few words you can thank employees for their contributions, acknowledge their achievements and motivate them to keep up the good work in the new year. Don’t dampen the mood with lengthy overviews of the previous year if it’s been a tough one. RE-EVALUATE AND MAKE ADJUSTMENTS Be sure you’re holding an office party for the right reasons. Just because you held one last year, or annually for that matter, doesn’t mean you have to do it the same way, or even that the tradition needs to be continued. Are you getting everyone together to celebrate a particularly successful year or to boost morale during difficult times? The purpose of the event will determine its overall tone and scope. Continued on page 6 Some companies use the holiday party to build camaraderie and reinforce team spirit. Such events often include a formal recognition program in which top performers are publicly praised and rewarded. At other firms, the office party is an informal gathering where colleagues socialize in a setting free of reminders about the workday. Specializing in the Recruitment of Qualified Legal Professionals Senior Corporate Executives*Law Clerks*Legal Assistants*Accounting*Administrative*Office Services After you’ve identified your own objectives, consider what your employees want. This is important, because management’s idea of a good time may not reflect the preferences of the staff. You might be surprised to learn that your employees might find a simple gathering during the workday more appealing than a lavish after-hours party that calls for formal attire. PERMANENT*CONTRACT*TEMPORARY Please Contact: Sharon Page or Mary Anne Divjak 1235 Bay Street, #1000, Toronto Ont. M5R 3K4 Phone: 416 934 5564 Seek input from employees on where and when to hold the party, what kind of food to serve, if entertainment should be included and so forth. When people are involved in planning, they’re more likely to be enthusiastic about the event itself. Requesting feedback from your staff may also yield original ideas or cost-saving suggestions. www.tloma.com Fax: 416 515 1273 email: [email protected] www.trafalgar.to 5 October 2005 • Save monetary rewards for later. If your firm plans to award year-end bonuses, consider handing them out at another time. Your employees’ enjoyment of the party could be affected by the size of their cheques. ords are things, and a Wsmall drop of ink, Each company has its own particular practices when it comes to holiday office parties. By planning an event that employees will look forward to, you can give your entire team cause for celebration. falling like dew upon a thought, produces that which makes thousands, perhaps millions, think. ✯✯✯ Robert Half Legal provides law firms and corporate legal departments with project and full-time professionals including lawyers, paralegals, law clerks and legal support personnel. Robert Half Legal offers online job search services at www.roberthalflegal.com. For more information, please call 1.800.870.8367. Walt Whitman For comprehensive file storage, management and services, call the experts at Iron Mountain. (1819-1892) www.ironmountain.com 1-800-899-IRON © 2004 Iron Mountain Canada Corporation. All rights reserved. Iron Mountain and the design of the mountain are trademarks of Iron Mountain Incorporated. www.tloma.com 6 October 2005 www.tloma.com 7 October 2005 www.tloma.com 8 October 2005 Gift, Prize & Service Contributors TLOMA 17th Annual Educational Conference Adelaide Floral & Gift Baskets All Canadian Courier Allure Event Planning Amago Restaurants Assman Dictating Systems of Canada Barbara A. Schwartz & Associates Ltd. Bella Caramella Bond Street Collections Incorporated Brown Consulting Group Canadian Bar Insurance Association Canadian Process Serving Cell-A-Net Inc. Compass Group Canada Congruent IP Communications Corporate Logoed Products Ltd. Craftwell Canada Inc. Duocom EnterActive Team Solutions First Canadian Title Flavia Beverage Systems/Imperial Coffee Gilmore Staffing Global Personnel Grand & Toy Limited Group Four Partners Ltd. Hilton Toronto Hofstetter Business Technologies Hummingbird Inn on the Twenty International Custom Products Investors Group - Barry Hughes Jarvis & Associates Lasercorp Legal Personnel Consultants Inc. Lexmark Canada Inc. Lighthouse Legal Software Linds & Associates Lyreco Office Products Mainline Services Inc. Maxium Financial Services Inc. Metropolitan Hotel Toronto MHW Communications Mr. Case National Presentation Products www.tloma.com National Therapy Products Oxford Properties Group Inc. Panasonic Canada Inc. Parador Interactive Inc. Philips Speech Processing/ Talk 2 Me Technology Inc. Pitney Bowes Management Services Canada, Inc. Print Infinity Randstad Canada Robarts Graphics Robert Half International Inc. Rogers AT&T Wireless Ronen Systems Ltd. Running Room Canada Inc. Safeguard Business Printing and Promotional Products Salumatics Inc. SCI Interiors Sesame Networks Southwest Binding Systems Souvenir Canada St. Andrews Club & Conference Centre Stewart Title Guaranty Company Sumptuous Catering by Eric Rogers Supon Enterprises Limited Susan P Elliot Inc. Tandberg Canada Inc. Telus Mobility The Adelaide Club The Cadillac Fairview Corporation Limited The Coaching Clinic The Printing House The Promotional Specialists The Sports Clubs of Canada The Writing Consultants Title Plus Toronto Marriott Eaton Centre Triella United Messengers Ltd. White Oakes Conference Resort & Spa Xenex Media Corp. ZSA Legal Recruitment 9 October 2005 NAVIGATING THE MAP MOVE OVER WHAT’S PLAY GOTMAPQUEST, TO DO WITH IT? GOOGLE MAPS IS HERE! Once the map is displayed, you might want to see what lies in a direction close to the destination address. With MapQuest, you would select arrows at the edge of the map that would move the map partially to the North, South, East or West. Not with Google Maps! By Charles Bennett MBA, Principal Consultant, Triella How to Find Your Destination Quickly To move to another part of the map, just click and drag in the direction that you want and the map fills in to show you A new mapping and service from Google may divert many more information. To return to the original location after Move over MapQuest, Google Maps is Here! Canadians from their habitual use of MapQuest. After nine dragging, just click Search once again. How to Find Your Destination Quickly months of beta testing, Google has launched Google maps — available for users in Canada and the U.S.— which You can also zoom in and out from your location by applies amazing technology that could supplant MapQuest moving the sliding bar. To move more discreetly, click the as the site of choice for this direction mapping. indicator at the top or bottom of the zoom bar. If you prefer to use the keyboard, use the +/- keys to zoom in and out MapQuest, although great for American locations, respectively. frustrates Canadians since it defaults to search American addresses and then requires you to complete formatted To move up and down with the keyboard, you can use the fields to find your address. Often, despite your best efforts, up and down cursor keys or the Page Up and Page Down MapQuest fails to deliver results. keys. To move left and right, use the appropriate arrows, or Home and End to move a page at a time. If you are familiar with this frustration it is time to try Google’s Maps. Point your browser (Internet Explorer, To center the map on any point, double click on that point. Firefox - even your colour BlackBerry’s browser) to This is a useful move to make prior to zooming in to a http://maps.google.ca and you will be presented with a map specific location. of the west side of Montréal (or some other location in Canada). Let’s say you want to find the directions to 31 These techniques can be used on any maps presented in the Lawnview Court, Brampton, ON. It is as simple as Google Maps interface. typing the address (as shown) into the search bar at the top of the screen. When you press enter, a map would be FROM HERE TO THERE IN ONE EASY STEP displayed showing the location of this address in context Need directions from one part of the city to another? Let’s with the surroundings! What could be simpler? say from a downtown office address to the address above. Let’s use the downtown address 99 Wellington Street West, Toronto, ON. Locate the red ‘pushpin’ (click Search) on the map and click on it. The balloon will appear once more. You will see Directions To here – From here. To here – Select this option to identify this location as the destination address. From here – Select this option to identify this location as a starting address. Since we are going to this address, select To here. You will be prompted for the starting address. Enter 99 Wellington Street West, Toronto, ON in the space provided and hit the Directions button. Many things happen next: A balloon appears, as illustrated above, pinpointing the exact location. Continued on page 11 www.tloma.com 10 October 2005 1. The map is rescaled to show the entire journey. 2. A green ‘pushpin’ identifies the start of the journey. 3. A red ‘pushpin’ identifies the end of the journey. 4. A blue line shows the optimal route. 5. Directions appear on the left along with the total distance and estimated travel time. Notice that each direction is numbered and hyperlinked? Click on the hyperlink to see a detailed view of the turn or direction of travel in question. The diagram below shows direction 1. AN AERIAL VIEW FOR YOU If you would like to superimpose a satellite map of a location on the map with the roads click the button Hybrid. All mapping features now show the surrounding environment. The map below shows a zoomed in version of the Wellington Street area. You may use the Print option located at the top right of the map to print the current map and directions. We recommend zooming to the street level at the destination after printing the main map so that you have the details needed to navigate to the final destination. Continued on page 12 www.tloma.com 11 October 2005 SHARING YOUR MAP WITH A FRIEND Thinking Digital Dictation? Thinking Speech Recognition? Think of Canada’s Leading Dictation Distributor! You cannot copy and paste Google Maps in the way that you can other mapping systems, but you can obtain a link that can be sent to others that will present the same page to them. Just select the Link to this page hotlink at the top right area of the window and the address bar will change to a link to your specific map. You can then copy and paste that information into an email message which, when accessed, will produce the same results as the original search. NEED A SERVICE? TRY THE LOCAL SEARCH Let’s say you were looking for a CD duplicating service in Toronto, but you didn’t know who to use. This is akin to looking up something in the yellow pages. Click the hyperlink Find businesses at the top of the screen to the right of the Search button. Choose from: • Philips Digital Dictation • Olympus Digital Dictation • Dragon NaturallySpeaking Enter the service that you are looking for in the What box, for example, CD duplication. In the Where box, enter the location, for example Toronto, ON. Google Maps will present a map with a number of ‘pushpins’ on it and a corresponding list of locations that provide this service. You will then have the phone numbers needed to narrow down the company that you will select to provide this service. You can use all the features described previously to drive to the location. Buy Direct & Save Call, Email or Shop Online! 800-518-2552, Ext 320 [email protected] www.talk2me.com CONCLUSION Google Maps is a powerful mapping tool that is extremely easy to use. It not only provides maps for Canada and the U.S., but also at a less granular level, for many other countries around the world. It can also help you locate a service or a specific store that’s close to you. Above all else, it eradicates the frustration of contending with U.S. locations when searching for a Canadian address. ________________________________________________ Charles Bennett is the Principal Consultant of Triella, a technology consulting company specializing in providing technology audits, planning advice, project management and other CIO related services to small and medium-sized firms. He can be reached at [email protected] or 416.269.4368. For additional articles, go to www.triella.com. © 2005, by Triella. All rights reserved. Reproduction without permission is prohibited. www.tloma.com 12 October 2005 -OISTURE#ONTROL3ERVICES $/#5-%.4!4)/.-%$)!2%34/2!4)/.3%26)#%3 -ATERIALS$AMAGEDBY 7ATERs&IREs3MOKEs-OULD-ILDEW s#RITICAL$OCUMENTS s0APERS s"LUE0RINTS s.EGATIVES s"OOKS s8RAYS s0HOTOGRAPHS s&ILMETC HOURSDAYS -5.4%23 WWWMUNTERSMCSCOM WHAT’S PLAYRESTORATION GOT TO DO WITH IT? DOCUMENT SAVES VITAL RECORDS WHEN WATER-DAMAGED information, may be irreplaceable. In fact, most of the paper that is retained serves as a backup to ensure against failure of computer data storage. Provided by Thomas McGuire Munters Moisture Control Services Time is an enemy to successful document recovery. Any delay in the decision to dry the materials can result in permanent loss. Inks can break down, making the text illegible. Dirt and grime can penetrate the paper. Mould and mildew will grow quickly on water-soaked documents. Drying techniques must be employed as soon as possible to eliminate the moisture fungi use as a food source to grow. Otherwise, the microbiological contamination, and the associated objectionable odors, will continue, making restoration challenging or unlikely. PLAN FOR FAST RESPONSE Most building managers are aware that water intrusion of any magnitude, resulting from a burst pipe, leaky roof or broken windows to a flood or hurricane, can be disastrous. Water can cause structural damage and mould growth, disrupt operations, displace tenants and negatively impact income. However, one of the greatest threats of water infiltration into a building often is overlooked – the potentially irreparable damage to paper documents and microfiche, film and diskette files that become wet, soaked or soiled. Such materials also can be damaged by smoke during a fire. The best insurance against catastrophic loss of vital documents is to be prepared in advance of a disaster. Having a written Disaster Recovery Plan (DRP) can limit the extent of damage by defining and prioritizing the recovery steps. Including a document recovery section in the overall DRP will detail essential steps and include contact sources for recovery. Despite the hope and promise of a paperless workplace, espoused when computers became prevalent, the truth is there is more paper produced and stored than ever before. In addition to what is kept in individual offices and stored in boxes and cabinets of companies, vast amounts of paper, logs, records, journals and books are kept in storage facilities — which also may be subjected to water infiltration or fire. The recovery process to dry and clean documents begins with two initial steps: • FREEZING. In order to halt deterioration, it is essential that documents be frozen within 48 hours. Usually, freezerequipped truck trailers or freezer warehouses are used for Unless vital information is duplicated electronically, much of it, such as medical records, legal documents and financial www.tloma.com Continued on page 14 13 October 2005 this stage. The frozen materials can be stored until the professional drying procedure begins. High Efficiency Particulate Arrestor (HEPA) vacuum systems. • INVENTORY AND SORTING. While the documents are frozen, decisions can be made regarding which to dry and clean and which to discard; work can begin to prune unwanted materials. Loose documents and files stored in cabinets are packed into boxes, labeled to identify contents. Cleaning also is accomplished on non-paper materials that are not first dried, such as film, microfiche, x-rays and audio and videotape. The next phase, drying, requires the technical expertise and equipment of a proven service provider. In one such case, two million gallons of water from a burst pipe poured into a huge basement storage area at the Ontario government record center near Toronto, submerging many record containers. Others, partially submerged, wicked water up into the documents. ON-SITE DRYING OPTION THE DRYING PROCEDURE Depending upon the type and extent of damage, and the materials, different treatments may be recommended. There are two primary methods used to dry documents – desiccant drying and vacuum freeze-drying. A brief explanation will illustrate the purpose and applications of each: Following emergency procedures in a disaster plan, staff quickly arranged for standing water to be pumped out and damaged documents packed and placed in a freezer warehouse. • DESICCANT DRYING. Applying desiccant dehumidification, the room atmosphere is maintained at about 68ºF and 12% humidity. Desiccants attract moisture molecules directly from the air and release them into an exhaust air stream. Desiccants can attract and hold from 10 to more than 10,000 percent of their dry weight in water vapor. The essential characteristic of desiccants is low surface vapor pressure. A cool, dry desiccant can attract moisture from the air because its surface vapor pressure is low. When the desiccant becomes wet and hot, creating high surface vapor pressure, it will give off vapor to the surrounding air. Vapor moves from the air to the desiccant and back again depending on the vapor pressure differences. Desiccant dehumidifiers use the changing vapor pressures to dry air continuously in a repeating cycle. In so doing, the continually moving dry air created in the drying room removes the moisture from the documents. Depending on the amount of moisture and documents being dried, the process can take from one to fifteen days to complete. Officials then sought proposals for recovery. Damaged documents included historical and business records. The goal was to use the fastest methods to make critical documents usable and to save as many others as possible. • VACUUM FREEZE-DRYING. This method is used in cases where the documents may tend to warp or distort during desiccant drying, such as books or journals, although files and papers can be dried as well using this method. In such cases, it is important to save not only the paper, but also the integrity of the binding. The materials are placed in an airtight chamber into which negative vacuum pressure is induced. As a function of physics, moisture in the documents turns into a gaseous state. The “gas” is expelled from the chamber, where it is condensed into liquid, which is aborted. As a result, the documents go from the frozen state to being dry without ever becoming re-liquefied. At the same time, non-paper items, including x-rays and computer disks, which are not suitable to the freeze-drying process, were salvaged by desiccant drying. A document recovery provider was selected. To save time, logistics and shipping costs, an 11,000 square-foot processing center was established in a rented building a short distance from the freezer warehouse. The space was prepared by sealing air leaks and creating a climate controlled environment by using portable industrial desiccant dehumidifiers. The first work area was a thawing room, where frozen documents were identified, categorized, labeled and logged into a computerized inventory control system. Real time data was shared with the government’s computers to provide tracking of materials as they moved through the system. In the second area, moisture was removed from the documents in a drying chamber. A staff of 35 people handled the documents in two shifts six days a week. They processed 3,000 cartons of materials without losing a single document. Every document recovered was legible and usable. Again, as illustrated in this example, restoration of documents can be assured. It requires advance planning, a Disaster Recovery Plan that includes document recovery procedures and contact information for the recovery service provider and quick action to freeze damaged materials according to the plan. CLEANING After drying of documents is completed, they are cleaned before they are assembled into new boxes, re-labeled according to the inventory and delivered to the owner. ABOUT THE AUTHOR: Thomas McGuire is National Catastrophe Operations Manager and Document Recovery Manager for Munters Moisture Control Services (MCS). MCS is the largest water damage recovery company in North America. McGuire may be reached at 1-800-686-8377 or by e-mail at [email protected]. Cleaning removes any dirt or grime and, more importantly, fungi spores. Trained staff cleans each document, both sides using selected materials, while avoiding the application of liquid solutions that would reactivate the moisture in the materials. In cases when they deal with mould spores, individuals wear personal protection equipment and follow standard procedures for spore removal, including the use of www.tloma.com Material provided by Jerry Kofsky, District Manager, Central Region, MCS Canada, 1-800-686-8377, or email Jerry at [email protected]. 14 October 2005 Good-Bye Vanna Malisani I t is with great sadness that I had to inform TLOMA of the passing of Vanna Malisani. Through the many e-mails and calls I received, it was evident that Vanna was cared about by so many people in our industry. Vanna personally bought and paid for a Christmas gift for all the staff members when she was at Meighen Demers. Vanna was diagnosed with breast cancer in January of 2001. In October of 2004, Vanna was diagnosed with liver cancer. Many of you were aware of her first battle with cancer but Vanna chose to keep her second battle quiet. I realize the announcement of her death was a complete surprise to many of you because you didn’t know about the cancer recurrence. Vanna had asked those of us who knew to keep it confidential right up until the end. As much as she was a truly social person, she was also a very private person and we wanted to respect her wishes. I think Vanna knew this was a bigger battle and she needed to reserve her energy and keep the focus on the fight ahead of her. Vanna lost the battle on October 4. She lived her final days surrounded by those closest to her, reminiscing and laughing about old memories. Vanna’s career in the legal industry started in 1986 when she moved from Ernst and Young to Borden and Elliot. In 1989, Vanna moved to Meighen Demers, where she was in charge of Human Resources and Facilities for 10 years. After Vanna departed Meighen Demers, she joined Bridgepoint Consulting. As a consultant, Vanna worked at Goodmans, Pilot Insurance, Robins Appleby, and other places. Although Vanna missed being a member of TLOMA, she did enjoy her consulting years and exposure to different places. Vanna was a TLOMA member for approximately 10 years from 1989 to 1999. Vanna did what we all should do in TLOMA, she got involved. She had two stints on Social Committees. The first Committee she sat on I remember well. We were new TLOMA members and recruited on a TLOMA boat cruise. Our Social Committee consisted of Vanna, Marywynne Parke, Marg Norris, Heather Caldwell and I. We organized the 1990 Conference at Isiaah Tubbs resort in Picton. A few of you will remember the Super Caesar drinks that were so popular (horseradish in the drinks made them super!). This Social Committee also hosted the June Social at a karoake bar, Sing Sing. Many of the TLOMA members who have been around for a while will never forget the great entertainment we had from Deborah Hillier, Julie Bean and of course Michael Farr with his rendition of Michelle. A tape of this evening is still out there. Vanna’s friends and family are at the initial stages of setting up The Vanna Malisani Foundation in her memory. Although plans are not finalized the intent of the foundation is to raise funds to assist charities whose charters support causes Vanna would believe in and support. There is a possibility that there will be an annual fundraising event and I will make sure all TLOMA members know about it Vanna may only have been a member of TLOMA for 10 years, but she certainly made an impact on so many of us. Through TLOMA she made so many good friends. It was incredibly touching to see how many people from the legal industry and associated businesses showed up at Vanna’s funeral and viewing to say good-bye to her. Although she was no longer a member of TLOMA, she was not forgotten. Vanna also sat on the 1998 Social Committee for the Conference at Nottawasaga with the Shakespearean theme. Vanna worked with Virginio Basile, Susan Bennett, Marsha Hempel, Susanne McDonald, Chris McGiffin, Kimberley Reid, and Linda Ryan. When Vanna wasn’t helping to arrange conferences she was attending them and always dressing up for the occasion, whether it be the 60’s or Outer Space. If it weren’t for TLOMA, Vanna and I may never have met and if we both hadn’t signed up for the Social Committee together we may have never become such good friends. I know many of the newer TLOMA members may not have had the opportunity to know Vanna, but you could still learn from her. Vanna would tell you to do what she did – get involved in the association – make friends – and enjoy every moment of your life. As a legacy to Vanna, may we all take this credo to heart. Vanna will be remembered for many things: her great sense of style, her vitality, her love of life and her great smile and laugh. She was also a very caring and generous person. I remember spending many hours at the December One of A Kind Craft Show looking for just the right Christmas decoration because every year www.tloma.com Good-bye Vanna, we will miss you deeply. 15 October 2005 2004/05 TLOMA TLOMA Board Board of of Directors Directors 2004/05 President Susan Hodkinson Bus: 416.595.2373 / Fax: 416.595.0567 Email: [email protected] Vice President Georgia Rennick Bus: 416.865.7743 / Fax: 416.863.1515 Email: [email protected] Secretary Marsha Hempel Bus: 416.367.6396 / Fax: 416.361.2793 Email: [email protected] Treasurer/Finance SIG Bus: 416.595.2124 / Fax: 416.977.3316 Stephen Firth Email: [email protected] Program Coordinator Bus: 416.364.6211 / Fax: 416.364.1697 Christl Mittendorfer Email: [email protected] Past President Linda Ryan Bus: 416.777.2398 / Fax: 416.365.1398 Email: [email protected] Facilities SIG Lynn Joiner Bus: 416.601.7625 / Fax: 416.868.0673 Email: [email protected] Human Resources SIG Barbara Greene Bus: 416.216.2314 / Fax: 416.216.3930 Email: [email protected] Technology SIG Ivaylo Nikolov Bus: 416.367.6923 / Fax: 416.863.0871 Email: [email protected] TLOMA Administration Administration TLOMA Director of Administration Liz Barrington Bus: 416.410.1979 / Fax: 905.472.5115 Email: [email protected] 2004/05 Newsletter Committee NOVEMBER 2005 Sunday Monday Tuesday 1 6 7 8 Wednesday 2 Thursday 3 Editor Marsha Hempel Bus: 416.367.6396 / Fax: 416.361.2793 Email: [email protected] Advertising Liz Barrington Bus: 416.410.1979 / Fax: 905.472.5115 Email: [email protected] 2004/05 2004/05 Compensation/Benefits Compensation/Benefits Committee Committee Friday 4 Saturday Small Firms Pam Kennedy 5 9 10 11 12 Frances Wales 16 17 18 19 Mid Sized Firms Christine McGiffin BOARD OF DIRECTORS MEETING 13 14 20 21 15 22 23 24 25 26 Stella DiMauro FACILITIES SIG 27 28 29 Large Firms Barbara Greene 30 TECHNOLOGY SIG DECEMBER 2005 Sunday Monday Tuesday Wednesday Thursday 1 Friday 3 5 6 7 8 9 10 Bus: 416.369.4153 [email protected] Bus: 416.216.2314 [email protected] Bus: 416.367.6924 [email protected] Hannah Won Bus: 416.865.7390 [email protected] TLOMA SOCIAL Christl Mittendorfer Chair Bus: 416.364.6211 [email protected] Bus: 416.862.3446 [email protected] 11 12 13 14 15 16 17 John Arcella Speaker Liaison 18 19 20 21 22 23 24 Liz Barrington Bus: 416.410.1979 Co-Chair/Administration [email protected] 25 26 27 28 29 30 31 TLOMA Thanks Dye & Durham for the production of this newsletter. www.tloma.com (Chair) 2005 Conference Committee HR SIG 4 Bus: 416.957.1674 [email protected] Lynda Stewart Dame Saturday 2 Bus: 416.956.5633 [email protected] Bus: 905.273.3300 [email protected] 16 Teresa de Ocampo Social Liaison Bus: 416.601.4143 [email protected] Angela Duldhardt Hotel Liaison Bus: 416.203.4454 [email protected] Thomas Oakes Marketing Liaison Bus: 416.601.8900 [email protected] Barbara Russell Vendor Liaison Bus: 416.865.3557 [email protected] October 2005 Support for North America and for TLOMA Chris Stoate, President, LaserNetworks & Proud Supporter of TLOMA LaserNetworks 2823 Bristol Circle, Unit 1, Oakville, ON L6H 6X5 Tel 905-847-5990 1-800-461-4879 Fax 905-847-5991 www.lasernetworks.com Now you’re working!™ www.tloma.com October 2005 Specialty Custom & Promotional Products D I S T I N C T I V E C O R P O R AT E B R A N D I N G Make a lasting impression with these delicious gifts Decadent custom hand - made Truffles starting @ $15.00 quick 1 week delivery Contact your Dye & Durham Sales Representative or Karen Nixon @ 416-412-4519 • 1-800-668-9011 ext 4519 • [email protected]