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e-Records Conference 2013:
Transitioning to Electronic Processes

Tuesday, November 5, 2013

The Commons Center at the J.J. Pickle Research Campus
University of Texas at Austin
      10100 Burnet Road, Austin, Texas 78758

 
#TXeRecords @TSLAC @TexasDIR

Conference MaterialsPresentations | Speaker BiosRegistration and Billing | Exhibitor Listing | Conference Contacts | Alternative Format


Conference Materials

Conference Binder | PDF (1285 KB) - Includes printed presentations for most sessions.

See Presentations below for individual copies of the presentations not found in the Conference Binder.

Staff of the Texas State Library and Archives Commission recapped each session of the conference session on our blog The Texas RecordClick here to view the full list of recaps, or you can access individual recaps in the Presentations section.

See photos from the event on TSLAC's Flickr account.

For the first time at the e-Records conference, the TSLAC Communications Office recorded two of the conference presentations.  You can view them on YouTube: Best Practices for Project Implementation and Social Media Update for State Government. (Note that other sessions were not video-recorded.)


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Presentations

Government Technology: What's Next | Recap

We are pleased to announce that State Representative Larry Gonzales (District 52, R-Round Rock) will be this year's keynote speaker. Representative Gonzales is a seasoned veteran of the Texas Legislature. This session he was a member of the House committees on Appropriations, Redistricting, Technology, and Local & Consent Calendars.

Electronic Posting of Municipal Meeting Notices | Recap

Jannette Goodall, CRM, City Clerk, City of Austin
Bob Guz, CRM, Records & Information Officer, City of Austin

The City of Austin, Texas has been engaged in implementing an enterprise electronic records management system that makes public records accessible via the City's website. This project includes building automated processes for posting meeting agendas, notices, and related documentation for the City Council, over 60 Boards and Commissions, and dozens of other bodies that rely on the City for posting their agendas and documents. Transparency, consistency, and compliance with Texas Open Meetings Act requirements are key project drivers. There are currently approximately 200K document views per month using this section of the City Clerk's website. In this case study, we will explore the process and challenges of implementing these systems. Participants will benefit from the City of Austin's lessons learned as they evaluate the implementation of their own automated posting systems.

From Shared Drive to SharePoint | Recap

Kay Steed, CRM, Records Management Officer, Employees Retirement System of Texas

Learn how one state agency moved unmanaged files from a shared drive into SharePoint with the goal of achieving records classification and disposition according to their certified records retention schedule.

Design and Development – Digital Construction E-Library | Recap

Jed J. Rogers, Records Manager, Infrastructure Division, Texas Parks and Wildlife Department

My vision and goal is the completion of a comprehensive digital library containing architectural drawings, plans, inspection reports, and all other records required for construction projects. The long term savings in time spent researching and finding paper documents will save the division countless manhours and costs over the next decade.

Best Practices for Project Implementation | Recap

Richard (Rick) Griffith, CEO, Image API

This session will provide an overview of project goals, identifying the success criteria, and meeting stakeholder expectations. We will examine in detail six big implementation concepts:

  1. Relationship between the customer and the business process
  2. Customer information requirements
  3. Reports
  4. Workflow Design
  5. Data Acquisition Strategy
  6. Governance and Standards

The discussion will be punctuated with real world examples of government implementations and an interactive part of the governance section called, “How to Stay Out of Jail.” The final section identifies “Victory” and strategies to manage and maintain a world class e-Records system.

Social Media Update for State Government | PDF (312 KB) | Recap

Jon Lee, Senior Policy Analyst, Texas Department of Information Resources (DIR)

In this short session, Jon will provide a summary of how Texas agencies and institutions of higher education are using popular social media websites. We’ll have a high level discussion about usage, content types, customer interactions, relationship building and other notable trends.

Processing, Storage, and Search of E-records | PDF (240 KB) | Recap

Edward Mann, Senior Storage Architect, ViON Corporation

The vastly increased demand for e-records has created a need for an entire dedicated IT infrastructure, beyond the mere scanning of documents. This work is process related in that it involves the movement of data between hierarchal islands of storage. Several factors are time related, e.g., the importance of a document often is highest at the ingest point and becomes less important over time. However, even though archived a document must be easily retrievable and move seamlessly between tiers of storage, be they fast disk or tape.

This talk proposes to discuss best practices that permit both e-record archiving and attendant algorithms that define document retrieval from an archive to an immediately accessible document. This includes evolution from file systems dedicated to file movement to entire systems designed for that purpose.

The important systematic components include, e-document ingest, storage movement of documents through tiers of storage, and search. Document protection will also be discussed within the framework of disaster recovery, encryption, and document immutability.

Preserving Access For Electronic Records | PDF (732 KB) | Recap

Kalani Kirk Hausman, Assistant Commandant, Texas A&M University

Retention standards for electronic State records can include extended terms, potentially rendering storage formats and media unavailable. This session will address strategies for both format management and media renewal for long-term electronic records access.

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Speaker Bios

State Representative Larry Gonzales

Larry Gonzales is serving his second term in the Texas House of Representatives, District 52, which is contained completely within Williamson County and includes the cities of Round Rock, Hutto, Taylor, and parts of Georgetown.

Rep. Gonzales is a 17-year resident of HD 52 and a seasoned veteran of the Texas Legislature, having worked nine regular legislative sessions before his election to the Texas House in 2010. As staff, he has worked for members of the Texas House, the Lt. Governor of Texas, and as an Assistant Vice Chancellor for Governmental Relations for the Texas State University System.

He currently serves on the House Appropriations Committee, Technology Committee, and Local and Consent Calendar Committee. He has also served on the House Select Committee on Redistricting and House Select Committee on General Revenue Dedicated Accounts.

His primary focus is the state budget, as well as public education and technology issues.

In his tenure as State Representative, Rep. Gonzales has earned several awards and recognitions from various organizations in Texas for his work. Such awards and recognitions include:

Texas Association of Realtors – Honor Roll, "2011 Legislative Hall of Fame”

Texas Retired Teacher Association – Best of Texas Legislature, "Honorable Mention”

Texas Retired Teacher Association – "Legislation of the Year"

Texas Public Employees Association - "Legislator of the Year"

Emerging Leaders Program”- 1 of only 50 state legislators nationwide to be nominated and attend

Rep. Gonzales is a 1993 graduate of the University of Texas at Austin with a B.A. in Government. He is currently working towards his Master’s in Public Administration (MPA) at Texas State University.

He and his wife of 18 years, Marie, have resided together in Round Rock since 1996. Marie is employed by RRISD and serves as an Assistant Principal at McNeil High School. Their two young children, ages 11 and 13, are enrolled in RRISD.

Jannette Goodall, CRM, City Clerk, City of Austin

Jannette Goodall, CRM, ERMp is the City Clerk for the City of Austin. Prior to her appointment as City Clerk, she was the City Records Manager since 2001 and has over twenty-six years of RIM experience. In addition to the City of Austin, her career has included working with the Illinois State Archives, University of Washington in Seattle and the Utah State Archives. She is a Certified Records Manager and a member of ARMA International. She is currently working on her Certified Municipal Clerk and Texas Municipal Clerk designations. She is also a member of the 2012-2013 IIMC Records Management Committee and serves as the Secretary for the National Association of Government Archivists and Records Administrators (NAGARA).

Richard Griffith, CEO, Image API

Richard (Rick) Griffith Richard (Rick) Griffith, Jr. was born in Philadelphia, Pennsylvania and grew up in Newtown, Pennsylvania. Rick attended Purdue University and did some graduate work at Temple University. Mr. Griffith founded Image API, Inc in 1993 and has 25 years of experience as a sales professional, project and business manager, and corporate officer within the records management and document conversion services industry. Mr. Griffith has managed more than 1,500 projects involving micrographics and electronic imaging services, and the design, development and implementation of computer-assisted retrieval (CAR) and electronic document management (EDMS) systems. Image API is headquartered in Tallahassee, Florida, with offices in Huntingdon Valley, Pennsylvania, and two offices in Texas, Midland and Austin.

Mr. Griffith has acquired a broad managerial and technical understanding of electronic imaging hardware, software and services, including application and database design and development, document conversion services (e.g., scanning, optical character recognition, indexing, coding and quality assurance), and support services (e.g., maintenance, documentation and training). A frequent lecturer on electronic imaging, Mr. Griffith possesses a broad understanding of all areas of electronic image production including scanning, optical character recognition (OCR), indexing, coding, and quality assurance.

His expertise, combined with his experience running production facilities, and his managerial insights, provide him with the unique combination of skills necessary to lead a successful high-technology conversion company.

Mr. Griffith is married to Carrie for 28 years and has three children, Rick, Jessica, and Peter. All are avid Philadelphia sports fans and enjoy fishing.

Bob Guz, CRM, Records & Information Officer, City of Austin

Bob Guz, CRM, ERMs, is the Records and Information Management Officer for the City of Austin, Texas. He is responsible for the Records Management program for the City, is a lead for the implementation of a City-wide electronic records management system, and has over 20 years of technical and records management experience. Mr. Guz's consulting and project management experiences include imaging and document management system development and records management program implementation. Previously, he was a program director with Iron Mountain Consulting Services and a technical project manager for First Consulting Group. He has also worked as an information and records management professional for SEMATECH, Texas Instruments, and NASA.

Kalani Kirk Hausman, Assistant Commandant, Texas A&M University

Kirk is a former ISO and IT Governance coordinator currently working at Texas A&M University. He is a professor teaching information governance and information assurance practices, and has been a consultant in international enterprise management projects. Kirk's IT credentials include: PMP, CISSP, CISA, CISM, CRISC, CGEIT, and other technology-specific certifications and licenses.

Jon Lee, Senior Policy Analyst in Technology Policy and Planning, Texas Department of Information Resources (DIR)

Jon has over 8 years of professional and academic experience in eGovernment and emerging technologies for state and local government. Jon has worked on several initiatives related to emerging technologies and their place in government, such as social media, mobile apps, open data, cloud computing, and collaboration software. Jon 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.

Edward Mann, Senior Storage Architect, ViON Corporation

Edward Mann has been in the high tech enterprise arena since 1993 as a course designer and teacher at Storage Technology Corporation (STK) in Colorado. He began his career as a systems engineer for STK's Federal Region in 1995 where he helped to implement one of the first large scale storage area networks at NASA Kennedy. Edward was awarded a number 1 systems engineer gold award, a bronze award, and three technical excellence awards while at STK. Other accounts of note include, Department of Energy, the Nuclear Regulatory Commission, and the FBI.

Edward moved on to Veritas Software in 1998 where his accounts included the U.S Postal Service, Department of Energy, The U.S. Census Bureau, Navy, and others.

Edward was the Chief Technology Officer for XSData Solutions in Florida and prior to working for ViON Corporation maintained his own consulting firm. During the period Edward taught Storage Area Networking, and presented at conferences world-wide. Edward also consulted with various businesses and helped further their storage requirements.

Edward is a continuing resource to ViON, presenting at varied venues including the Super Computing Conference.

Jed J. Rogers, Records Manager, Infrastructure Division, Texas Parks and Wildlife Department

Jed currently serves as the Records Manager for the TPWD Infrastructure Division. Prior to joining the division in December 2010, he spent nine years as a Government Records Consultant/Government Information Analyst at the Texas State Library and Archives Commission. Jed is a retired United States Air Force Reserve Officer. He trained military personnel and DoD civilian employees on classified information security, information management at various assignments.

Kay Steed, CRM, Records Management Officer, Employees Retirement System of Texas

Kay Steed Kay Steed is a Certified Records Manager with 24 years of records management experience in Texas state government. She began her career at TSLAC in the Library Development Division and served 5-1/2 years in the State and Local Records Management Division as a Government Records Analyst. She has also served as the Records Manager at the Texas Commission on Environmental Quality (TCEQ) and the Texas Department of Family and Protective Services (DFPS). She is currently the RMO at Employees Retirement System of Texas.

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Registration and Billing Information

 

This full day conference is still a bargain at last year’s prices.  Conference fee includes lunch giving you time to network and see what the exhibitors have to offer.

  • $85 registration fee is in effect

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

 

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 will be required to process your registration.
  • RTI #: Included on the invoice, which will be issued after the conference.
  • Federal Tax ID#: 74-6000126
  • State of Texas VIN#: 3306-306-306-0013

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

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Exhibitor Listing

We are pleased to welcome the following exhibitors.  Click on the company link to learn more about the exhibitors before coming to the conference.

Check back for updates as more exhibitors register.

 

Conference Contacts

Registration &
Attendees:

Contact SLRM at 512-463-7610, slrminfo@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, joy.bryant@dir.texas.gov

Alternative Format

Please email slrminfo@tsl.texas.gov if you would like to request a copy of the conference handouts in an alternative format.

Page last modified: December 17, 2013
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