e-Records Conference 2011:
Practical Solutions for Managing Electronic Records
Wednesday, November 9, 2011
The Commons Center at the J.J. Pickle Research Campus
University of Texas at Austin
10100 Burnet Road, Austin, Texas 78758
The Texas State Library and Archives Commission (TSLAC) and the Texas Department of Information Resources (DIR) co-sponsor this annual one-day conference for state agency and local government officials involved in the management of electronic records. This educational event seeks to improve electronic records management in Texas government through the use of statewide standards and best practices. The 2011 conference theme is Practical Solutions for Managing e-Records.
We are pleased to announce that this year's agenda includes the most requested topics from our survey of 2010 conference attendees:
8:00 - 8:30 AM - Sign-In (register online by October 26, 2011)
8:30 - 8:45 AM - Welcome and Opening Remarks
8:45 - 9:45 - Future-Proofing Digital Records Management: Emerging Concepts from Current Research
- Keynote speaker Patricia Galloway, School of Information, University of Texas at Austin, will discuss ideas for developing sustainable retention and archiving practices for government records. She will also introduce a new approach to the life-cycle treatment of records using open-source tools and shared public technical resources.
9:45 - 10:00 - Refreshments and Exhibitors
10:00 - 11:30 Session #1: Email and Shared Server Management
- Email Best Practices update: TJ Wasden, co-chair of RMICC's Best Practices Committee; Records Management Officer & Division Administrator, Records Management Group, Department of Family and Protective Services. TJ will present the goals and the findings to date of the Email Management Best Practices Workgroup.
- Case Study - Shared Server Management: Tim Nolan, Records Manager at the Texas Water Development Board. Tim will share how his agency is attempting to clean up a shared drive. This is a collaborative effort by IT and Records Management with top management support. The agency’s policies, procedures, culture, methodology, and lessons learned for managing shared drive information will be discussed during this presentation.
11:30 - 12:30 - Lunch and Exhibitors (lunch provided)
12:30 - 2:00 - Session #2: Imaging Best Practices
- Imaging Case Studies: Sarah Jacobson, Manager of Records Management Assistance at TSLAC and Erinn Barefield, Records Manager at TSLAC will present a case study of an in-house project to scan local government records. Chris Foster, Director of Records Management and Tracy Hansen, Director of Imaging Services at the University of North Texas will explain how implementing a vendor imaging product has improved their organization’s overall information management.
2:00 - 2:15 - Refreshments and Exhibitors
2:15 - 3:30 - Session #3: The Social Media Toolkit
- Jon Lee, policy analyst in the Enterprise Policy and Planning group at DIR, recently led a 32-agency workgroup in developing the Statewide Social Media Toolkit. Jon will discuss the purpose and content of this comprehensive resource for Texas agencies looking to launch or improve their social media initiative.
3:30 - 3:45 - Session #3: Wrap-Up
3:45 - 4:45 - Bonus Session: Higher Education (University) Roundtable
- Sarah Jacobson and Chris Foster, co-chairs of RMICC's Universities Records Management Committee, will provide a committee update and facilitate a roundtable discussion with Higher Education attendees.
Keynote speaker Patricia Galloway, Associate Professor at UT’s School of Information, teaches courses in records appraisal, electronic and digital records, and problems in permanent retention of electronic records. Prior to joining the UT staff, Pat worked at the Mississippi Department of Archives and History (MDAH), where she created MDAH's first automation program. She also directed a grant-funded project to create an electronic records program for the state of Mississippi.
Thomas "TJ" Wasden serves as Division Administrator of the Records Management Group within the Texas Department of Family and Protective Services (DFPS), where he introduced state-of-the-art processes and technology to speed the preparation, imaging, storage and timely retrieval of DFPS case files, especially those of Child Protective Services. He currently serves as co-chair for the RMICC Best Practices Committee and as spokesperson for that committee’s Email Best Practices workgroup.
Tim Nolan, Records Manager for the Texas Water Development Board, has been in the information management business since 1976. He began his career working in computer output microfilm (COM) as a computer operator. After working for Travis County, and then the City of Austin, he was employed by the Records Management Division of the Texas State Library and Archives Commission. In 2009 he moved to the Texas Water Development Board where he administers the records management program.
Sarah Jacobson is Manager of Records Management Assistance at the Texas State Library and Archives Commission. She currently serves as the co-chair of the University Records Management Committee, the RMICC subcommittee responsible for developing records management best practices within Texas’ public universities. Sarah is a member of DIR’s interagency Social Media Toolkit workgroup, and is team leader for the RMICC Social Media Best Practices workgroup.
Erinn Barefield is the Records Manager for the Texas State Library and Archives Commission (TSLAC). She began her career at TSLAC as an Administrative Services Records Liaison before moving to the State and Local Records Division as a Government Information Analyst. While working as an Analyst, Erinn organized and led a large in-house project to scan local government compliance files. She also currently serves on the Email workgroup of the RMICC Best Practices Committee. Erinn received Bachelor’s degrees in History and Art History, as well as a Master of Arts degree in History from Texas State University.
Chris Foster is the Director of Records Management for the University of North Texas and the UNT System, and a member of the UNT System Compliance Team. Prior to joining the UNT System in 2008, Chris was associated with the Texas Tech University Libraries in a variety of roles for six years. He currently serves as the co-chair of the University Records Management Committee, the RMICC subcommittee responsible for developing records management best practices within Texas’ public universities. Chris received his master’s degree in Information Science from the UNT College of Information and is currently a doctoral student in the UNT Interdisciplinary Information Science PhD Program.
Tracy Hansen, Director of Imaging Services for the University of North Texas and the UNT System, is responsible for the implementation and management of ImageNow, the university’s imaging system. Tracy has managed UNT’s imaging processes for over 7 years and led the migration from legacy imaging applications to ImageNow. Tracy received her bachelor’s degree from Texas State University in San Marcos.
Jon Lee is a Policy Analyst in the Enterprise Policy and Planning group at DIR. Jon has over seven years of professional and academic experience in eGovernment and transformative technologies for state and local government. Recently Jon led a 32-agency workgroup to develop the Statewide Social Media Toolkit, a comprehensive resource for Texas agencies looking to launch or improve their social media initiative. Jon is also a featured blogger on Govloop.com, a social networking site with over 45,000 government workers. He holds Bachelor's degrees from UC Berkeley in Legal Studies and Sociology, and a Master of Public Affairs from UT Austin with a focus in technology policy.
Opening Remarks: Regina Rousseau
Future-Proofing Digital Records Management: Patricia Galloway
Email Best Practices Update: TJ Wasden
Shared Server Management: Tim Nolan
Imaging Case Study: Sarah Jacobson and Erinn Barefield
Imaging Case Study: Chris Foster and Tracy Hansen
Social Media Toolkit: John Lee
The Commons Learning Center at the J.J. Pickle Research Campus, The University of Texas at Austin
10100 Burnet Road, Austin, Texas 78758
Free parking is available in the lots surrounding the building. Specific information and maps available at the Commons website. Please note: All conference participants must enter through the Burnet Road entrance, and obtain a temporary parking permit from the guard at the gate. The UT police may ticket vehicles without a permit displayed on the dashboard.
Registration is now closed. Please email firstname.lastname@example.org if you have questions or need assistance.
Cancellation Deadline - October 26, 2011
After this date, your agency will be charged for the conference whether you attend or not.
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
- 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 will be required to process your registration.
- RTI # : Included on the invoice, which will be issued after the conference.
- Federal Tax ID#: 3306-306-306-0013
Please email email@example.com, for more information, and type "E-Records Conference" in the subject line. Our Fax number is 512-421-7287.
Companies interested in participating in this great networking opportunity are encouraged to download the exhibitor registration form and follow the procedures listed on it. The cost to exhibit is $395 ($455 after 9/28/11). Simple tabletop exhibits, rather than full-scale tradeshow booths, are required.
The exhibit area will be available to conference participants during morning registration, the mid-morning break, lunch, and the mid-afternoon break.
For more information, please see the documents referenced below.
Exhibitor Invitation and Registration Forms
Download Exhibitor Invitation 2011 - PDF
Download Exhibitor Registration Form 2011 - Word
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 firstname.lastname@example.org. Backup contact is Arann Sheperd at email@example.com or firstname.lastname@example.org
If you need a copy of Acrobat Reader to view the PDF format, you can download it for free at the Adobe website.
Please email the Publications Specialist if you would like to request a copy of the conference handouts in an alternative format.