Nevada October 3, :00 5:00

Transcription

1 Nevada 2013 E-Records Forum October 3, :00 5:00 The E-Records Forum brings stakeholders together from various governmental entities to discuss shared interests and concerns about the creation, management, use, and preservation of records in an electronic format. Early registration: $60.00 (by 9/20/2013) Late registration: $75.00 (after 9/20/2013) Location: Carson City National Guard- Auditorium, 2460 Fairview Drive ID required at entrance Telecast to Las Vegas National Guard- Auditorium, 4500 W. Silverado Ranch ID required at entrance Audience: Nevada state agency and local government program managers, records managers, archivists, IT managers and specialists, legal managers and counsel, court clerks, municipal and county clerks, managers of electronic information. Managing Risk & Retention: Putting Measures in Place to Mitigate the Growing Risk of an Information Explosion SCHEDULE 8:00 8:30 a.m. Registration 8:30 9:00 a.m. Opening Remarks Daphne De Leon, Administrator, State Library and Archives Scott Anderson, Deputy Secretary of State for Commercial Recording and Chairman of the State Records Committee 9:00 10:30 a.m. Dr. Patricia C. Franks - Part 1 9:00 10:30 a.m. Electronic Records Management: Program Fundamentals Dr. Patricia C. Franks 1

2 The important distinction between electronic records and records stored on paper or microfilm is that information stored on paper or microfilm can be read by the human eye. An electronic record is invisible and indiscernible to a user until the system produces an image or sound. Examples of electronic records include messages, word processing documents, electronic spreadsheets, digital images, databases, video and audio files, voice mail, webpages, and data stored in geographic information systems (GIS). Electronic records reside in a variety of devices and locations; for example, USB flash drives, tablets, smartphones, personal computer (PC) hard drives, network drives, and compact discs (CDs). Information technology (IT) departments can move records to magnetic tapes for storage. Electronic records may reside in third-party systems controlled by vendors, e.g., blog posts, tweets, and profiles posted to social networking sites or customer data stored in applications hosted by a software-as-a-service (SaaS) provider. This presentation will introduce participants to electronic records management program fundamentals and the role of records management in information governance. By the conclusion of the presentation, participants will be familiar with electronic records management terms and conceptual models; the role of the records manager in an information governance strategy; records appraisal, retention, and disposition; system design and functional requirements; custodial versus non-custodial models of electronic records management; and emerging technology and new forms of unstructured data. Examples of successful ERM implementation will be shared through real world examples. 10:30 10:45 a.m. Break 10:45 12:00 p.m. Electronic Records Management: Program Fundamentals continued 12:00 1:00 p.m. LUNCH 1:00 2:15 p.m. Long-Term Digital Continuity: Strategies and Good Practices Lori Ashley Over the past two decades the volume of electronic records that state agencies and local government units create and receive has grown exponentially. Based on national trends, it is likely over the next decade or so as much as 90% of records formerly stored as paper and microfilm will be digital. Maintaining access over time to usable and trustworthy digital records especially records with permanent retention requirements - is a significant challenge because of technology obsolescence and the unique characteristics of electronic content and digital information systems. This session will focus on requirements, strategies, and good practices associated with sustaining digital records for as far into the future as they are needed. Among the topics that a digital continuity strategy should address are collaboration between records producers and custodians as well as how to deal with technology obsolescence (including legacy file formats and storage media), integrity protection, and access requirements. The session will provide an opportunity for participants to consider: What is long-term? How do perspectives of long-term differ among key stakeholders? How well do the common office and specialized applications used today to create, store and manage digital records measure up to current standards for trustworthy repositories? What strategies are being used to mitigate the risks of technology obsolescence today? 2

3 2:15 2:30 p.m. Break What transfer requirements and standards exist or are needed between the systems that create content and the systems that will be relied upon for the long-term in order to mitigate the risks and ensure that records and their metadata persist? How can we engage and inform key stakeholders in order to proactively mitigate risks associated with long-term preservation of and access to digital records? 2:30 3:45 p.m. Information Governance and Electronic Signature Risks Charles R. Booz Technology has empowered and overpowered general information technology and, records management systems. Legal compliance, discovery, and privacy are among the many challenges to the operational capabilities of present system architectures. Information Governance is uniquely architectured to meet these challenges. Yet despite the wide availability of information governance and enterprise content management and e-discovery solutions, governmental entities continue to experience significant risks when attempting to manage information their information assets and records. Retention policies continue to be applied in an inconsistent manner across the organization, leading to the over-retention records and/or premature destruction of records both of which significantly increase risk (i.e. financial, compliance, reputation, evidentiary, etc.). Electronic acknowledgements, or electronic signatures, pose additional risks to both old and new information management architectures. On June 30, 2000, the President of the United States signed the "Electronic Signatures in Global and National Commerce Act" establishing the validity of electronic signatures for interstate and international commerce. As the use of electronic signatures increases so do the requirements of maintaining the relationship between the document and the acknowledgement, expanding the risk to managing authentic records, and those who rely upon them. This session will address both the difference between information governance and other information system architectures, together with the additional management risks inherent in utilizing electronic signatures. 3:45 4:45 p.m. Cloud Collaboration: Managing Risk and Retention Bud Porter-Roth Cloud computing has spawned a new industry with many different technologies and applications including new approaches to document management, records management, workflow, and storage not to mention new approaches to buying and managing software. These cloud technologies are more than evolutionary they are challenging, and in some cases revolutionizing, the very roots of traditional document and records management. Add in the fact that we still have paper-based systems in place, existing legacy document management systems in place, and now cloud-based document management applications that dramatically extend the reach of a single person or governmental entity, and we are looking at the need to completely rethink how we manage information. This presentation will help the participants understand cloud-collaboration technologies including document management, records management, workflow, storage, and preservation. Mr. Porter-Roth will review benefits and risks, as well at touch upon 3

4 emerging governance issues. Because cloud-collaboration technologies are changing rapidly, there is no clear strategy or road map that has emerged for adopting these technologies, but we will discuss what are the current options and trade-offs. 4:45 5:00 p.m. Closing Remarks SPEAKERS Lori Ashley Ms. Ashley is a Wisconsin-based consultant, writer, and educator dedicated to helping public and private sector clients improve the performance of their record and information management (RIM) practices and controls. Consulting engagements range from strategic planning, development of policies, procedures and standards, records retention schedule modernization, taxonomy and classification schemas, training, requirements analysis as well as RIM program and ECM project implementation support. An experienced strategist and organizational development specialist, Ms. Ashley has a passion and talent for developing approaches to jumpstart and sustain cross-functional collaboration among stakeholders who share accountability for effective and efficient life cycle controls for valued records and information assets. She has codeveloped four continuous improvement methodologies; the most recent is a capability maturity model developed with Dr. Charles Dollar (CMM) for long-term digital preservation and access. The DPCMM model has been adapted into a self-assessment tool that is currently in use by members of the Council of State Archivists (CoSA). Ms. Ashley is an active member of AIIM, ARMA International, and the Society of American Archivists. She is a frequent speaker at industry conferences and seminars and currently serves Chair of the 2013 ARMA International Conference Committee Task Force. Charles R. Booz Mr. Booz has over twenty-five years experience in providing evaluation and implementation oversight of costeffective and integrated solutions concerning a broad spectrum of information technology and information governance issues. A recognized innovator in business automation technologies, including document and records management, workflow, conversion methodologies and business process paradigms, Mr. Booz brings a unique perspective to the confluence of information governance, information technology and business requirements. As a member of numerous project teams he continues to be involved in financial, health, legal, insurance and governmental projects. Mr. Booz speaks and writes extensively on the topic Records Knowledge and Information Governance, and the surrounding issues such as privacy, record certification, electronic signatures and recordkeeping methodologies. He continues to testify on a variety of records management issues at legislative and public policy hearings as a noted expert in electronic recordkeeping, digital commerce, and electronic signatures. For example, Mr. Booz authored the California State government electronic recordkeeping specifications under contract with the California Department of General Services. Patricia Franks, PhD Dr. Franks coordinates the Master of Archives and Records Administration degree program and the SLIS Internship program at San José State University. She acted as team lead for the ANSI/ARMA standard, Implications of Web-based Collaborative Technologies in Records Management (2011), and the technical report, Using Social Media in Organizations (2012). She is the author of Records and Information Management, published by ALA/Neal-Schuman in May Franks research relates to emerging technologies and their impact on recordkeeping. 4

5 Dr. Franks is a member of the interdisciplinary grant-funded research team exploring the topic of Trust in the digital environment. This project, known as InterPARES Trust, is funded by the Social Sciences and Humanities Research Council of Canada (SSHRC). InterPARES Trust is an international research project designed to generate the theoretical and methodological frameworks to support the development of integrated and consistent local, national, and international networks of policies, procedures, regulations, standards and legislation concerning digital records entrusted to the Internet (and the Cloud), to ensure public trust grounded on evidence of good governance, a strong digital economy, and a persistent digital memory. Bud Porter-Roth Mr. Porter-Roth is the owner and principal consultant with Porter-Roth Associates. He has over 20 years of experience as a document management consultant with a focus on electronic document management, document imaging, and records management. He is responsible for the development, design, and delivery of information management systems and is skilled in all phases of the project lifecycle, from initial feasibility analysis and conceptual design through system implementation. Mr. Porter-Roth has participated on numerous AIIM committees, is the past president of the AIIM San Francisco Golden Gate Chapter, and is the author of the new AIIM training courses on Cloud Content Management. Mr. Porter-Roth is a member of both AIIM and ARMA. SPONSORS Nevada State Library and Archives (NSLA) National Association of Government Archives and Records Administrators (NAGARA) State Historic Records Advisory Board (SHRAB) ARMA International Silver State, Las Vegas Chapter & Sierra Nevada, Reno Chapter AIIM Las Vegas, Nevada Chapter 5