e-Records Conference 2018 - Friday November 16, 2018

Click here to download presentation handouts!

About the Conference | Registration Information for Attendees | Program Agenda

Presentation Descriptions | Biographical Information |Conference Location, Parking, Transportation & Hotels

  Exhibitor Listing | Exhibitors Registration Information | Conference Contacts

#TXeRecords @TSLAC @TexasDIR


ABOUT THE CONFERENCE

This event promotes improved electronic records management in Texas government by bringing together staff responsible for and interested in records management and information technology. Texas technology managers and records managers are working together in new and exciting ways. From governance initiatives to cloud, here is an opportunity to share your best practices, challenges and lessons learned to help other Texas state and local governments.

Is records management a new topic for you? Do you want to know more about information technology? You can learn some basics before you attend.

Find out what TSLAC’s State and Local Records Management Division has to offer:

Find out what DIR has to offer at www.dir.texas.gov:

  • Click the Calendar link at the top of any page to view upcoming events and learning opportunities
  • Learn about DIR discussions lists, newsletters, and communities with the Stay Connected link at the bottom of any page.

It's almost Electronic Records Day (1010), and TSLAC is partnering with our friends at DIR to offer free and low-cost learning opportunities this month. In fact, DIR is hosting a number of events in October! Find more information at the Texas Record and check back often for new articles in October.

We look forward to seeing you at the 2018 e-Records Conference.

The Texas State Library and Archives Commission  and the
Texas Department of Information Resources
have co-sponsored this annual event since 2000.

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REGISTRATION INFORMATION FOR ATTENDEES

We have reached capacity and no longer accepting registrations. Please email rm_trng@tsl.texas.gov to be placed on a wait list in the event of any cancellations.

If you need to send us a Purchase Order number, provide more information, cancel your registration, or send a substitute, please notify us by email, rm_trng@tsl.texas.gov. Note the November 3rd deadline to cancel or you will be billed for the event.

This full day conference is still a bargain! Conference fee includes lunch giving you time to network and see what the exhibitors have to offer.

  • $65 by October 26
  • $90 after October 26 (if space is available)

Please email rm_trng@tsl.texas.gov if you have questions or need assistance.

Cancellation Deadline & Substitutions - November 3, 2018

After this date, your agency will be charged for the conference whether you attend or not. 

To cancel a registration, contact SLRM at rm_trng@tsl.texas.gov before the cancellation date; otherwise, your agency will be billed for the conference. You can send a substitute in your place if you are unable to attend.

Billing Information

Please make purchase orders payable to:
Texas State Library and Archives Commission
State and Local Records Management

P.O. Box 12516
Austin, TX 78711-2516
Accounting Fax: 512-475-0185

Important:

  • All attendees will be billed AFTER the conference by TSLAC.
  • Please do not prepay.
  • TSLAC does not have the ability to accept credit card payments.
  • A P.O. number is recommended to process your registration. A PO# can be added after registration by using the “Provide More Information” radio button and adding the PO to the Notes section.
  • RTI # 995167
  • Federal Tax ID#: 74-6000126
  • State of Texas VIN#: 3306-306-306-0013

Please email rm_trng@tsl.texas.gov for more information and type "E-Records Conference" in the subject line. Our Fax number is 512-936-2306.  


PROGRAM AGENDA

8:00 AM

Registration and Networking

8:30 AM

Welcoming Remarks – John Hoffman, Texas Department of Information Resources and Mark Smith, Texas State Library and Archives Commission

9:00 AM

Updates from the Department of Information Resources – Endi Silva, Texas Department of Information Resources

9:15 AM

Keynote: Running Toward the Records Management Audit – Benito Ybarra, Texas Department of Transportation

10:00 AM

AM Break (Refreshments, Exhibits Open)

10:20 AM

1A

1B

Using Assessments to Engage Your Organization in Its E-Records Journey – Lisa Cromwell and Amelia Johnson, Access Sciences Corporation

11:15 AM

2A

Managing Your Agency’s Records: How the SACC RM is Addressing Challenges in the Field (Panel) – Moderator: Christi Brisky, Department of Information Resources

Panelists: Karol Davidson, Texas Juvenile Justice Department.; Sarah Hendricks, Department of Public Safety; Jenny Singer, Texas Health and Human Services Commission; Wayne Whyte, Texas Department of Transportation

2B

Digital Transformation for the City of Georgetown – Robyn Densmore, City of Georgetown and Russell Haddock, MCCi

12:00 PM

Lunch (Lunch Provided, networking, Exhibits Open)

1:00 PM

3A

3B

Your Next, and Possibly Your Last, EDMS Upgrade - A Cloud EDMS Discussion and Demo – Tim Cone and Reza Dorrani both of Catapult Systems

2:15 PM

PM Break (Refreshments, Exhibits Open)

2:30 PM

4A

4B

Agile Development Collaboration Rings in DPS' e-Records Retention (Panel) – Diana Burns, Austin Neal, Melissa Cawthon, and John Douglas all from the Texas Department of Public Safety

3:20 PM

5A

Future-proof Approaches for Management and Preservation of Long-Term Email Records – Brian Thomas and Bonnie Zuber both from the Texas State Library and Archives Commission

5B

A Case Study in Data Mapping – Are You Ready for a New Norm? – Dennis Kiker and Stewart Byrd both of KPMG LLP

4:05 PM

Conference Wrap-up

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PRESENTATION DESCRIPTIONS AND HANDOUTS

Conference Handout | Download PDF

To learn more about this year's conference speakers, download a copy of Biographical Information (PDF)

Keynote: Running Toward the Records Management Audit - PDF of Presentation

Benito Ybarra, Chief Audit and Compliance Officer, Texas Department of Transportation

To assist records managers: - prepare for an audit - understanding auditors' perspectives - engaging audit in identifying and recognizing your value - developing a strategic plan - improving your organization's culture

Digital Storage Study: Updates from the Department of Information Resources - PDF of Presentation

Endi Silva - Texas Department of Information Resources

A Case Study in Data Mapping – Are You Ready for a New Norm? - PDF of Presentation

Dennis Kiker and Stewart Byrd both of KPMG LLP

Big Data. Fast Data. Any Data…As 21st century citizens demand more from their state and local leaders, it becomes apparent that the data that is collected, stored, analyzed and used must be available at all times. The insight that is available in the data produced by government programs can improve performance management across state departments, while keeping citizens abreast of anything and everything they need to know.

But how does the public sector keep up with the volume of data that is being collected?  The answer lies in a successful data mapping plan with transparency and customization in a secure environment. Join us as we discuss a successful case study of a recent endeavor to build a data map, using a web-based survey tool. We will demo the data map and discuss best practices for creating a solution like this, as well as our advice on funding the project. We will share our knowledge around records management and visualization and help you begin to plan your own “data map.”

Agile Development Collaboration Rings in DPS' e-Records Retention - PDF of Presentation

Diana Burns, Austin Neal, Melissa Cawthon, and John Douglas all from the Texas Department of Public Safety

Compassionate Use Program/Registry of Texas (CUP/CURT) e-records retention is setting the standard at DPS!

CURT supports licensing of CUP dispensaries, registering physicians, and entering and tracking patient prescriptions and fulfillment. CURT automates the ability to identify and pull records according to the retention schedule. The CURT work list makes it easy! CURT displays a system-generated list of records eligible for deletion. The user can de-select records that need to be held. When the user is ready and approves the deletion in the system, records are purged. A report is generated to allow the RSD RML to complete the records disposition log.

Panelists will discuss how we moved this application into automated records management, some of the challenges and considerations, and how we succeeded. After a brief presentation, panelists welcome questions from the audience.

Data Mapping: Finding an Organization's True Treasure - PDF of Presentation and e-Record Assessment Tool spreadsheet

Deborah Robbins, PayPal

An accurate e-Records data map gives an organization an accurate picture of what information they possess, where it is located and what protection, security, retention and disposition standards are needed. This presentation discusses the scope, purpose and application of a data/information map from a Records Management perspective. Understanding the unique RM perspective in data mapping and how to effectively create a data map are key themes. Much of the presentation is a demonstration of an assessment tool that can be created and adapted by any size organization.

Digital Transformation for the City of Georgetown - PDF of Presentation

Robyn Densmore, City of Georgetown and Russell Haddock, MCCi

The Georgetown Utilities System Records Management Project was a pilot project from 2015-2018. The project involved organizing records from a recently-acquired utility district. The records needed to be accessible for staff and the public, and also managed in compliance with the Texas State Library and Archives Commission rules. The project was segmented into three phases: Inventory, Digitalization, and Destruction. The project resulted in innovative processes and initiated multiple procedures that provided a structured, repeatable approach to managing records efficiently. Records were now searchable and retrievable in line with our organizational needs. The process of fulfilling Open Records Requests was accelerated. By effectively addressing the pain points of records management, Laserfiche offered a solution that saved time and immensely increased our productivity. We now have access to a systematic process to control records throughout their life cycle, enhancing the ability to provide records to those who need it, when they need it, and in the most cost-effective manner.

Future-proof Approaches for Management and Preservation of Long-Term Email Records - PDF of Presentation

Brian Thomas and Bonnie Zuber both from the Texas State Library and Archives Commission

It can be challenging to learn which government emails must be maintained and for how long, but providing access to email records within an agency is critical for conducting business smoothly and maintaining compliance with retention rules. It is equally important to provide access externally in order to fulfill public information act requests. Unfortunately, long-term (5+ years) access to email can be problematic as software evolves and stops supporting older proprietary formats. In this session, we will discuss the rules and retention periods which can apply to email, as well as digital preservation tactics and tools for maintaining access to email records for the long-haul.

Information Governance - Managing Content, Data and Electronic Records - PDF of Presentation

Greg Wilson, ASG Technologies

Employees, information systems and the explosive growth and complexity of data contribute significantly to organizational exposure. Records are scattered across business units in disparate repositories, on different platforms and in different formats. This problem is compounded by the deployment of departmental solutions. Given these challenges, how can organizations intelligently manage their information with reliability, predictability, and transparency for successful governance and compliance?   In our session, our subject matter expert will address:

  • How organizations can manage information by applying policies to content, data and electronic records in accordance with information governance rules
  • The value in using a federated system of record to aggregate and integrate information, instead of converting it, to make content manageable and admissible in court.
  • Options to treat all corporate information equally, manage records in place without migration, identify and associate related or supporting content, classify records and assign retention policies, and store and/or index content in a repository of record. 

We’ll also discuss the value of utilizing existing systems with a federated content services platform rather than trying to find one vendor to convert and manage all corporate content and data in one system.

Managing Your Agency’s Records: How the State Agency Coordinating Committee is Addressing Challenges in the Field - PDF of Presentation

Moderator: Christi Brisky, Department of Information Resources
Panelists: Karol Davidson, Texas Juvenile Justice Department.; Sarah Hendricks, Department of Public Safety; Jenny Singer, Texas Health and Human Services Commission; Wayne Whyte, Texas Department of Transportation

This panel will allow members of the SACC Records Management Subcommittee (“SACC RM”) to discuss challenges and opportunities for growth in records management. Records management is an ever-evolving field with unique concerns. The SACC RM is composed of representatives from a diverse group of state agencies, each at different stages of cultivating and perfecting their records management process. During this session, panelists will converse about:

  • Records management challenges and resolutions experienced by state agencies;
  • New difficulties faced by records management staff in light of an ever-changing field; and
  • The role of the SACC RM in developing guidelines for records management across the state. The audience will have the opportunity to ask questions.

Protecting the Bits?   Best practices and advice for the long-term preservation of electronic records

Mark Myers, Texas State Library and Archives Commission

Electronic records have a lifecycle that includes the creation, management, and use of the digital object. Preserving digital objects throughout this lifecycle presents unique challenges for records creators and users. Electronic records face challenges that have not been issues for the preservation of paper records, most notably the impacts of changing technologies and support for new media and data formats. Even records that only must be maintained for 5-10 years face threats that require record creators and managers to vigilantly address to ensure the long-term preservation of and access to electronic records. Digital materials cannot wait until they are transferred to the State Archives before the preservation process begins. Instead, agencies must take an active role in beginning the preservation process. In this presentation Texas State Library and Archives Commission senior electronic records specialist, Mark Myers, outlines the threats to digital materials and offers recommended strategies and best practices for long-term preservation and access. He will also discuss the benefits to the agency of transferring archival electronic records to the Texas Digital Archive.

Using Assessments to Engage Your Organization in Its E-Records Journey - PDF of Presentation

Lisa Cromwell and Amelia Johnson, Access Sciences Corporation

Program maturity for records management is a living thing. We believe assessments should always be in your toolkit to support program alignment and growth. As organizations navigate their information governance journey through operational and regulatory changes, challenges and successes should be viewed through a holistic lens that considers roles, responsibilities, tools, policies, processes, behaviors, and attitudes. Assessments can be the key to elevate your Records Management Program and advance your organization’s understanding of itself and where it wants to go.   An assessment is a powerful tool for continuous improvement that supports your ability to align your Records Management Program with the organization’s culture and goals. It will return rewards in ways that raise your visibility within the organization, promote your program’s value, plan initiatives that solve real business problems, and make the case for Program resources and funding. In this session, you will learn why holistic assessments will truly motivate and prepare your organization to take on the challenges of electronic records management, the 4 essentials for success, and hear illustrations from multiple organizations of various sizes and program maturity levels.

Your Next, and Possibly Your Last, EDMS Upgrade - A Cloud EDMS Discussion and Demo - PDF of Presentation

Tim Cone and Reza Dorrani both of Catapult Systems

With the huge growth in Cloud and Software as a Service (SaaS) products for Electronic Document Management Systems (EDMS), the system upgrade implementation model is changing. This presentation will discuss implementation challenges and opportunities when moving to a Cloud based EDMS.  The traditional model for EDMS system replacement has been the monolithic move to a new system every 8 to 12 years on average regardless of how fast your business needs change. Often, the system migrations or upgrades are expensive, disruptive to operations and pose significant adoption and organizational change challenges for new and tenured workers. In some cases, the change is driven by legislation or an aging out of support product which puts pressure on project schedules. In many cases, the implementation of a new system provides the business justification for many information management activities including, but not limited to, retention policy reviews, data consolidation and cleanup, taxonomy reviews, meta-data updates and data governance changes.  Cloud based systems are continuously changing and evolving to take advantage of new technology and meet changing business needs. Releases of new functionality are on-going continuously; there won’t be a new version because you’ll always be on the latest version. Once you’ve moved to your Cloud platform there will be few business incentives or technical reasons to upgrade to a new EDMS system. Moving to a cloud EDMS can be a great option as it can lower long run costs and limit work disruptions but it can also pose challenges for organizations that don’t plan for the cloud.  This presentation will discuss planning and implementation challenges and opportunities when moving to a Cloud based EDMS and uses SharePoint, O365 productivity tools and Azure Information Management capabilities to provide a live demo.

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CONFERENCE LOCATION, PARKING, TRANSPORTION & HOTELS

For facility information, visit Commons Learning Center. 10100 Burnet Road, Austin, TX 78758
Southwest corner of Burnet Road and Braker Lane, within the main complex of the J.J. Pickle Research Campus.

Note, there is no dedicated hotel for this event; however, there are many nearby choices. See “About us” on Commons Learning Center’s website for list of hotels, maps, and more.

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EXHIBITOR LISTING

Access Sciences

ASG Technologies

AT&T

Austin ARMA

Box

Carahsoft

Commvault

DocuLynx

Document Logistix

iBridge Group

Institute of Certified Records Managers (ICRM)

KPMG

MCCi

Neubus

PacoTech

Precision Products

Smarsh

Spectra Logic

Stars Information Solutions

Texas Department of Information Resources

TSLAC State Records Center

Veritas Technologies
 


EXHIBITOR REGISTRATION INFORMATION

This popular annual conference provides an excellent opportunity for your company to meet decision-makers from Texas government interested the management of electronic records, as well as related products and services. Attendees include 250-300 Information Resource Managers (IRMs), Records Management Officers (RMOs), and others involved in the overlapping issues of these disciplines.

Simple table-top exhibits will be available to conference participants during morning registration, the mid-morning break, lunch, and the mid-afternoon break.

The Texas Department of Information Resources (DIR) is organizing the exhibitor part of this conference. For questions about exhibiting, the primary contact is Joy Hall Bryant at 512-475-2346 or joy.bryant@dir.texas.gov.

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CONFERENCE CONTACTS

Registration & Attendees: Contact SLRM at 512-463-7610, rm_trng@tsl.texas.gov

Speakers: Contact Nanette Pfiester at 512-463-5477, npfiester@tsl.texas.gov

Exhibitor information: Contact Joy Hall Bryant at 512-475-2346 or joy.bryant@dir.texas.gov


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