November 2, 2010 | Issue #6
Calendar of Events
11/01/2010 All Saints' Day
11/07/2010 Daylight Saving Time Ends
11/11/2010 Marine Corps Birthday
11/11/2010 Veterans Day
11/25/2010 Thanksgiving Day
KC Poulin, President & CEO of CIS
Chief Mike O'Connor, VP of Protective Services
Maj. Mark Puetz, Dir. of Risk Management
Chris Jones, IT Manager
Andrew Belich, Editor of Client News Services
Amy O'Rourke, Director of Marketing
Ashley Casey, Executive Assistant to KC Poulin
MSgt. Rob McDaniels, Guest Feature Writer
Wait, don't we 'Fall Back' in October?!
Not any more. As of 2007, Daylight Savings Time was extended for an extra month. That means that we "Spring Forward" in March instead of April, and "Fall Backwards" in November, instead of October. So, when do we "celebrate" Daylight Savings Time (DST) this year? The date for "Fall Back" in 2010 is actually the 7th of November. Check an Internet time clock to see if you have the correct time on your clocks.
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In This Issue...
  • Thanks in Giving
  • Increased Activity During this Holiday Season
  • Giving Thanks for our Employees
  • How long must you keep your records?
  • Thanks in Giving
    By Master Sgt. Rob McDaniels

    The year was 1977. I have vivid memories of awaking Thanksgiving morning to the aroma of turkey and seeing my mother feverishly fussing over the roasted bird while wielding a carving knife as a surgeon wields a scalpel. Its golden brown skin glistened in the soft glow of early morning rays through our kitchen window. Heated murmurs could be overheard as a serious and vital discussion ensued between my mother and her mother as to whether it should go back in the oven for another hour, or if Tom Turkey  was ready to carry out its designated sentence later that day in satisfying its numerous and hungry spectators. This would be but the first of many crucial family decisions, which would have to be made that day, and the day had only begun.

    Leaving behind the turmoil of the turkey, I dashed to our living room, tuned our television set to NBC and happily watched Kermit the Frog, a sixty-three foot tall balloon, make his debut in the Macy's Thanksgiving Day Parade. Later that afternoon, as the family lounged about like slugs after our meal, helium filled characters and other televised parade festivities would soon be replaced with football as we watched the Miami Dolphins persevere in St. Louis thirty-nine degree weather dominate the St. Louis Cardinals, 55 to 14. Oh the stress of it all!

    Thirty-three years later, memories of Thanksgiving past seem vivid, almost surreal. What made those days particularly endearing to me? Food? Family? Friends? Or was it the simplicity of the era as only seen through a child's eyes?

    (click to read more)
    Increased Activity During this Holiday Season
    By Chief Mike O'Connor, VP of Protective Services

    The holidays are rapidly approaching and while this time of year is typically celebrated as an opportunity to gather with friends and family, it is also often associated with increased burglaries and theft. Additionally, children will be on a break from school causing an increase in daytime activity. As if there wasnít enough stress related with this time of year! Luckily, your Community Resource Officer (CRO) is available to assist you with evaluating the coverage on property and determining a proactive approach to mitigate any potential liability. Please do not hesitate to contact my office directly, or your CRO, to explore options in coverage.
    Giving Thanks for our Employees
    By Amy O'Rourke, Director of Marketing

    Each year, as families around Tampa Bay gather for Thanksgiving dinner, CIS field officers, and Operations Center support staff, gather at their posts to protect the communities that have come to depend on them.  While they donít spend Thanksgiving in the "traditional" way, our CIS family is treated special by taking part in our agency Thanksgiving tradition.  

    All CIS employees who work on Thanksgiving Day receive a special delivery of turkey dinners, complete with all the "fixins."  With the help of Field Supervisors, Commanders, and other employees who volunteer, over 80 hard working employees will enjoy yummy dinners from Boston Market.  

    Ours is an industry that canít take a break for the holidays.  Thank you to all the dedicated men and women who help make people in the communities and businesses we serve feel safe all year round.   It may be their job, but they give above and beyond on a daily basis.  For that, we give thanks!

    How long must you keep your records?
    By Major Mark E. Puetz, Director of Risk Management

    You are in your office, plugging away on your day-to-day tasks, when a gentleman carrying a few papers, all stapled together, interrupts you. He is a process server and hands you a subpoena ordering you to produce a number of documents. As you read through the subpoena you see it is about a complaint regarding an incident that happened a few years ago. It contains a list, two pages long, of documents you now have to compile; maintenance records, e-mails, phone records, complaints, incident reports, policies, contracts, insurance claims, and so on. Some of the items listed are recent and you can get those easily. Most are older and you will need to do some research to pull them together. A few are much older and you are not even sure where they may be today. Maybe some of them even dated from long ago, before you held your current position. You have no idea where those might be.

    Some laws address how long certain personnel or HR records must be maintained. In fact, there are quite a few laws addressing this and the time span ranges from two to 30 years or more, depending on what the record may contain. Other laws address retention of financials for tax purposes. Most of us have some sort of records retention policy in place. Our policies, though, usually only cover these sorts of records, the ones already identified in law. What about the records demanded in the subpoena?

    How long must you maintain an e-mail, a policy that is not in use anymore, a maintenance record after the repair is made? Which e-mails should you keep? If not all of them, how do you decide which ones can be deleted? If a policy was updated, do you need to keep the old one around somewhere? Once a repair has been done, and all warranties have expired, do you need to keep the ticket?

    (click to read more)
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