e-Records Conference 2015 - Austin, Texas
Tuesday, November 17, 2015
Conference Materials, Photos, and Session Recaps
Conference Handouts | Download PDF
Final Presentation links not in Conference Handout:
- Updated slides for: Managing Public Records: Dull, Difficult, and Essential – Paul W. Taylor, Governing Magazine and e.Republic (Keynote) - http://www.slideshare.net/pwtaylor1/dull-difficult-and-essential-managing-public-records
- Rock, Bamboo, or Sponge: Techniques for Managing Change in the Knowledge Worker Ecosystem – Anne Tulek, Access Sciences Corporation: http://www.accesssciences.com/erecords-rock-bamboo-sponge. Enter email address and captcha information, click on Submit button
See some photos from the conference on the agency’s Flickr page: https://www.flickr.com/photos/tslac/albums/72157659093866543
Staff of the Texas State Library and Archives Commission will also be recapping each session of the conference on the State and Local Records Management Division’s blog The Texas Record.
About the Conference | Program Agenda | Presentation Descriptions | Biographical Information
Before the Conference (Learning Opportunities) | Conference Location, Parking, Transportation & Hotels | Registration Information for Attendees | Exhibitor Listing | Exhibitors Registration Information | Conference Contacts
It’s about managing those electronic records. Once again, the Texas State Library and Archives Commission (TSLAC) and the Texas Department of Information Resources (DIR) have joined forces to bring you another outstanding selection of speakers sharing case studies and presentations about:
- The necessity of managing public records
- Information on digital preservation progress in the Texas Digital Archive
- How one governmental entity is managing up to 70 million e-mails per month!
- Best practices and lessons learned in implementing various electronic records/document management systems
- Change management factors for your knowledge workers
- Why and how to manage social media as records
We had so many great sessions submitted this year that we’ve added two breakout sessions in the afternoon to bring you more content and options than ever before!
Don’t miss our keynote speaker, Paul Taylor, Editor at Large and Chief Content Officer for Governing Magazine and e.Republic, who will share WHY managing public records is critical for government. Hear the case studies and topical presentations that will share how other governments have addressed the volume, velocity and variety challenges of government’s electronic records. Take away ideas on how to take control of e-mail and social media plus lessons learned and implementation strategies for a variety of document or content management system projects. Whether you need ideas on how to tackle just one or many of these challenges, come join your colleagues for this timely event.
This one-day conference is for state agency and local government officials who are creating or managing electronic records. This educational opportunity seeks to improve electronic records management in Texas government by bringing together staff responsible for and interested in records management and information technology. It is also a great chance to network with other attendees who are working on some of the same electronic records management issues you face in your office. Join 250-300 government personnel, speakers and exhibitors for this exciting day.
This high-quality, low-cost event provides education, networking, and continuing education credit for IRM education. We will apply for ICRM credit pre-approval, too.
The conference is Tuesday, November 17, 2015 from 8:00 a.m.– 4:30 p.m.
Registration and Networking
Welcoming REMARKS – Mark Smith, Texas State Library and Archives Commission and Janet Gilmore, Texas Department of Information Resources
Managing Public Records: Dull, Difficult, and Essential – Paul W. Taylor, Governing Magazine and e.Republic (Keynote)
AM Break (Refreshments, Exhibits Open)
Introducing the Texas Digital Archive – Jelain Chubb and Mark Myers, Texas State Library and Archives Commission
Lunch (Lunch Provided, Networking, Exhibits Open)
eERDMS Program Overview: How the U.S. Department of the Interior (DOI) Manages 1M-70M Emails per Month in the Enterprise Content Management System – Carol Brock, CRM, IQBG, Inc.
PM Break (Refreshments, Exhibits Open)
Rock, Bamboo, or Sponge: Techniques for Managing Change in the Knowledge Worker Ecosystem – Anne Tulek, Access Sciences Corporation
Implementing an Electronic Document Management System - A Records and Information Management Professional’s Guide – Eric Stene, CRM and Alexander Webb, CRM, City of Austin
What Every Records Manager Must Know About Social Media – Anil Chawla, ArchiveSocial and Dustin Haisler, e.Republic
to 4:30 PM
KEYNOTE: Managing Public Records: Dull, Difficult, and Essential
Paul W. Taylor, Editor at Large and Chief Content Officer, Governing Magazine and e.Republic
The central theme of the opening keynote is that unique attribute of public records cannot be overstated: Government is the holder of the singular, authoritative record to which all others refer. As the universe of public records grows in volume, complexity, and variety, policy makers and practitioners are in an unenviable position of managing it all. They are at the nexus of open and big data at a moment when analytics and other technologies hold promise for unlocking both public and private value. The addition of new forms of records - social media, sensors, and both dash and body cams - challenges old practices and assumptions while bringing new urgency to long-standing public policy debates around privacy and security.
Introducing the Texas Digital Archive
Co-Presenters: Jelain Chubb, State Archivist, Texas State Library and Archives Commission AND Mark J. Myers, Electronic Records Specialist, Texas State Library and Archives Commission
In January, 2015, the Texas State Library and Archives Commission (TSLAC) received the official records of Governor Rick Perry’s administration, including approximately 7 TB (terabytes) of data. This transfer represents the first ingest of electronic records by TSLAC and forms the basis of the Texas Digital Archives (TDA), a repository designed for the long-term preservation of and access to the historic digital records of Texas State Government. State Archivist Jelain Chubb and Electronic Records Specialist Mark Myers will discuss the planning and development of the TDA, provide a brief demonstration of its functionality, and share the agency’s plans for accessioning the permanently valuable electronic records of other state agencies in the future.
eERDMS Program Overview: How the U.S. Department of Interior (DOI) Manages 1M-70M Emails per Month in the Enterprise Content Management System
Carol Brock, CRM, VP-Information Governance, IQBG, Inc.
This e-Government case study focuses on the Department of Interior's Strategy to manage its millions of emails in an enterprise -wide content management system featuring auto-classification for records management and positions the Department for digital preservation. This strategy is cloud-based and integrates 14 Bureaus/Offices, serving 98,000 users. The presentation shares the strategy used to build the program, lessons learned, and next steps to migrating legacy repositories into eERDMS. This effort supports FOIA, Privacy, Congressional Requests, Investigations, and e-discovery in real-time.
ECM Lessons Learned With Denton I.S.D: Streamlining and Improving Business Workflow and Records Management Practices
Co-Presenters: Jenequa Eldridge, Records Management Specialist, Denton Independent School District and Ashley Jackson, Director of Sales, DocuNav Solutions
Please join us for an educational tour co-presented by Denton I.S.D. and DocuNav Solutions. This session will feature Denton I.S.D’s process for converting student and accounts payable records into a secure, accessible and digitized repository. Along the way, the audience will gain valuable insight into considerations, best-practice recommendations, and process change management that inherently is addressed when deploying a district-wide electronic records management solution. Consider this:
- Electronic documents are more secure than paper-based files. Choose a system that allows you to convert paper files into electronic records while storing them in a central repository, offering users instant search & retrieval access.
- Find the right software/vendor that offers a suite of products and options; you don’t know how your business needs may change.
- Place high importance on integrating business process management and records management technologies. Automated workflow dramatically boosts efficiency by eliminating lost documents and streamlining access to supporting documentation.
- Auto-classify records, while simultaneously applying disposition schedules and retention rules, using metadata and other information on incoming records. This will result in a streamlined records management process throughout the document lifecycle.
- Integrate the ECM application with other systems, such as payroll or benefits, which require similar data and will benefit from the supporting documentation kept in the ECM - extending accessibility.
Properly implemented, an ECM software will convert paper documents to electronic records the moment the document enters the business. The software then simplifies and automates the routing of information to meet every need along the way. Ultimately, personnel will be focused on customer service so that they’re streamlining efficiency, boosting information control, and saving money.
Implementing an Electronic Document Management System - A Records and Information Management Professional’s Guide
Co-Presenters: Eric Stene, CRM, Corporate Records Analyst Senior, City of Austin, Office of the City Clerk and Alexander Webb, CRM, Corporate Records Analyst, City of Austin, Office of the City Clerk
Many organizations are moving to implement electronic document management systems to manage the electronic information that they collect and use in the course of business. As RIM Professionals, we can be a great resource to our organizations in the implementation of these systems. This session will cover how a RIM professional can use the Records Lifecycle to contribute during the planning and implementation of one of these systems. The concepts discussed can also be applied to any project that is adding controls to manage unstructured electronic content.
Rock, Bamboo, or Sponge: Techniques for Managing Change in the Knowledge Worker Ecosystem
Anne Tulek, President and CEO, Access Sciences
Implementing new processes and information management technologies in the knowledge worker ecosystem requires a deftness and skill commonly at odds with how the change is characterized. In this session, Anne Tulek will provide a framework for assessing your knowledge workers' readiness to change, and then will explore techniques for implementing and managing change. Through exploring case studies from Access Sciences, participants will be equipped to:
- Identify factors impacting the pace at which change can be implemented
- Describe profiles that help create a shared understanding of change
- List the key components of a change strategy
- Define key success factors for implementing change within the knowledge work ecosystem
What Every Records Manager Must Know About Social Media
Social media and online collaboration platforms create undeniable opportunities for public agencies to better communicate with and serve citizens. However, with this new type of opportunity comes a new type of records management challenge. Social media is realtime, interactive, and outside of the IT firewall. Yet it is increasingly becoming the primary channel for the types of public information and citizen feedback that create long-term records. Join us as we review real life case studies of agencies who have received discovery requests and public information requests for social media. Learn how records management professionals can collaborate with IT departments and government communicators to ensure that your agency can succeed with a records management strategy that also works for social media.
Carol Brock is a Certified Records Manager and the Records Management Expert for IQ Business Group. She is currently working with DOI to implement enterprise-wide content management with auto-categorization. She is the former Director of Information Assets for the US Government Accountability Office. She successfully spearheaded a NARA pilot project for simplified records scheduling and implemented an enterprise-wide electronic recordkeeping system for which she earned the National Archivist’s Achievement Award. She has 20+ years of Federal RM experience as a contractor, consultant, and Federal employee. Carol is also a Research Fellow at the University of Texas at Austin working on a Ph.D. in Digital Preservation. Carol is a founding member of the Federal Information and Records Management (FIRM) Council and is an active member of ARMA and AIIM. As a member of AIIM's C-30 Committee, she co-authored the EDM/ERM Integrated Functional Requirements. Carol is a frequent speaker on the topics of electronic records and document management technologies. In June 2010, Carol provided invited expert testimony, “Federal Electronic Records Management: A Status Report” on behalf of ARMA International before the Subcommittee on Information Policy, Census, and National Archives of the House Committee on Oversight and Government Reform.
Anil Chawla is the Founder & CEO of ArchiveSocial, a Durham, NC-based company that specializes in archiving social media for public records requirements. ArchiveSocial partnered with the State of North Carolina in 2010 to launch the world's first open, interactive archive of social media. Since then, ArchiveSocial has enabled more than 300 prominent government entities such as City of Dallas, City of Austin, and Travis County to ensure long-term transparency for government social media communications. The company was selected for the prestigious Code for America accelerator in 2013, and recognized as a 2014 Cool Vendor in Government by leading analyst firm Gartner. Anil has spent more than a decade developing innovative software solutions, and is a subject matter expert on social media records management. He has a B.S. in Computer Science from Georgia Tech.
Jelain Chubb joined the Texas State Library and Archives Commission in June 2010 as director of the Archives and Information Services Division and Texas state archivist. She oversees the commission’s public service areas: the Texas State Archives, the Reference and Information Center, the Texas Family Heritage Research Center, and the Sam Houston Regional Library and Research Center. As state archivist, she is responsible for ensuring that permanent records documenting Texas’ history as a colony, province, republic and state are preserved for future generations.
Jelain came to Austin after serving as state archivist of Ohio for the Ohio Historical Society, based in Columbus. She also served as administrative archivist for the Missouri State Archives, and held positions with the Kansas and South Carolina historical societies. A South Carolina native, she earned her bachelor’s degree in history and political science from the College of Charleston, and master’s degrees in library and information science and applied history with a specialization in archival administration, both from the University of South Carolina at Columbia. She is a Certified Archivist and Certified Records Manager.
Jenequa is the Records Management Specialist for the Denton Independent School District. She was instrumental in the establishment of the electronic records processes in the district's records management program. She is responsible for the management of the district’s physical and electronic records. She has a Certified Texas School Business Specialist (CTSBS) endorsement from the Texas Association of School Business Officials (TASBO) and has 8 years of experience working with records in public school setting.
Janet Gilmore serves as Director of Digital Government for the Department of Information Resources. In her role as Director of Digital Government, she provides oversight and management for Texas.gov, official state web site for the state of Texas. She also manages the DIR IT Services and ISO departments and serves as the DIR Information Resources Manager (IRM).
Ms. Gilmore joined the state in 2007 as Database Architect for the Enterprise Architecture division. She managed the re-procurement team for the Texas.gov contract in 2008-2009 and has managed the Texas.gov program and other Digital Government initiatives since that time.
Before working for DIR, Janet worked as an IT professional for over 25 years, including positions as an IT consultant, Project Manager, Database architect, programmer, developer and manager for development teams for the private sector. She began her technology career as a COBOL programmer and Project Manager for the Texas General Land Office.
Janet is a graduate of Texas Christian University and is certified as a PMI Project Management Professional (PMP).
Dustin Haisler is the Chief Innovation Officer for e.Republic. As the finance director and later CIO for Manor, TX, a small city outside Austin, Haisler quickly built a track record and reputation as an early innovator in civic tech. A member of Code for America’s original steering committee, Haisler pioneered government use of commercial technologies not before used in the public sector – including Quick-Response (QR) barcodes, crowdsourcing and gamification. In 2010 Haisler launched Manor Labs, a website that let residents submit their own ideas and vote other peoples’ ideas up or down. The most popular suggestions went to city officials for review and possible implementation. Haisler looked to the private sector to help broaden the adoption of these and other civic innovations, joining California-based Spigit as director of government innovation. While at Spigit, a company that makes crowd-sourcing and innovation management software, Hailser helped design and deploy innovation programs for New York City; Bogota, Columbia; and even part of the space program (through NASA’s Langley Research Center).
Notably, Haisler helped design and launch one of the first government open innovation programs in the United States in 2010, which received global recognition as a new model of citizen engagement and innovation. Among other first-in-nation innovations, Haisler architected a Crowdsourcing Master Land Use Plan (Harford County, MD) and patented a crowd-based business process (Crowd-as-a-Service). Named a Government Technology Top 25 Doer, Dreamer and Driver in 2009, his work has been featured in Wired, Fast Company, the Wall Street Journal, Inc. and the Today Show on NBC. An in-demand speaker, he has given two TEDx speeches – one on Disrupting Government (TEDxAustin) and the other on Disrupting Education (TEDxLivermore).
As Chief Innovation Officer, Haisler has a strategic role to help shape the company’s products, services, and future direction. Primarily, he leads e.Republic Labs, a market connector created as an ecosystem to educate, accelerate and ultimately scale technology innovation within the public sector.
Ashley Jackson is the Director of Sales for DocuNav solutions. She has been responsible for assisting Texas Cities, School Districts, and Government Entities in providing Electronic Records Management software solutions since 2002.
Mark J. Myers is the electronic records specialist with the Texas State Library and Archives Commission (TSLAC) and has over 15 years of experience in electronic records management and digital preservation. Mark started with TSLAC in June, 2014, and is building a data archive to preserve and make accessible the electronic records of state government, beginning with the records of Governor Rick Perry in 2015. Mark will also be providing advice and assistance to state government agencies for the long-term preservation of their electronic records. Prior to his work in TX, Mark was the electronic records archivist with the Kentucky Department for Libraries and Archives for 13 years. Mark has a bachelor’s degree in secondary education from the University of Kentucky and graduate work from Auburn University. He now lives in Austin, TX, with his wife and two children.
Eric Stene has 17 years records and information management experience and has been a Certified Records Manager since 2010. He is currently a Senior Corporate Records Analyst and the Records Center Supervisor for the City of Austin having worked at the City for more than 13 years. Eric worked in establishing the City records management program that provided a step by step method of implementation for City departments and worked in the implementation of digital records systems in City departments. His specialties include records inventories, creating records retention schedules, consulting services for City departments, coordinating offsite storage and training in all aspects of records and information management. Before the City of Austin, Eric was a Records Analyst with the Utah State Archives and Records Service. Eric gained expertise in managing records from many industries through his work in state and local government including environmental quality, public safety, public utilities, financial, and planning and development. Eric holds a Bachelor’s degree from Weber State University and a Master’s degree from Utah State University.
Paul W. Taylor, Ph.D., is the editor-at-large of Governing magazine. He also serves as the chief content officer of e.Republic, Governing’s parent organization, as well as senior advisor to the Governing Institute. Prior to joining e.Republic, Taylor served as deputy Washington state CIO and chief of staff of the state Information Services Board (ISB). Dr. Taylor came to public service following decades of work in media, Internet start-ups and academia. He is also among a number of affiliated experts with the non-profit, non-partisan Information Technology and Innovation Foundation (ITIF) in Washington, D.C.
Anne Tulek, Access Sciences President and CEO, has 25 years of experience helping organizations achieve their business priorities by improving how they use their information and technology. Her work has benefited clients around the globe and has spanned numerous industries including energy, chemicals, utilities, financial services, health care, manufacturing, retail, and consumer products. Since forming Access Sciences in 2004, Anne has successfully implemented innovative programs that provide the company with sustainable growth, direct relevance to client and market needs, and with quality assurance for clients who require the very best. She is a member of ARMA International, AIIM International, Greater Houston Partnership, Bio Houston, Rice Alliance, Houston Technology Center, serves a board member of the AIIM Southwest graduate with a Bachelor of Music Education from Sam Houston State University in Huntsville, Texas and received her Master of Business Administration in Marketing and Finance from the University of Texas at Austin.
Alexander Webb, CRM is a Corporate Records Analyst for the City of Austin, Texas with over 7 years of experience in the management of digital and physical records. He has consulted on the successful implementation of the City’s enterprise electronic records management system for several City departments. Alex is a Certified Records Manager and holds a Bachelor of Public Administration from Texas State University.
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:
- Records Management Services for Government Agencies (https://www.tsl.texas.gov/slrm)
- Learn about records management before coming to the conference. (https://www.tsl.texas.gov/slrm/training/index.html)
- Upcoming training
- Live webinars
- Face-to-face training (Austin and across Texas)
- Always available on your schedule
- Archived webinars
- Online training
- Sign up for updates posted in The Texas Record for all the latest news
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
The Commons Learning Center at the J.J. Pickle Research Campus, The University of Texas at Austin
10100 Burnet Road, Austin, Texas 78758. Parking is available in the lots surrounding the building.
Check the conference facility website about the location and a list of nearby hotels.
NOTE: You will be notified in your post-registration reminder emails about parking procedures.
*Registration for e-Records has CLOSED*
Please email email@example.com if you have questions or need assistance.
Cancellation Deadline & Substitutions - October 30, 2015
After this date, your agency will be charged for the conference whether you attend or not.
While registration is open, click on the registration link above.
To Cancel, click cancel and fill in a small number of required fields.
To register a Substitute, complete a new registration form and enter a Note about who this person is substituting for, then, Cancel the original attendee.
When registration is not open:
To cancel a registration, contact SLRM at firstname.lastname@example.org before the class 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.
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
- 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.
- 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 email@example.com for more information and type "E-Records Conference" in the subject line. Our Fax number is 512-936-2306.
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:
$495 by 8/31/2015
$565 for 9/1 to 10/17
$635 on or after 10/18/2015
(Note there will be a cancellation fee of 50% through 10/17/2015 and 100% after 10/17/2015).
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 2015
- Complete Online Exhibitor Registration for e-Records 2015 - Online Exhibitor Registration
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.
Registration & Attendees: Contact Beverly Deutsch at 512-463-7610, email@example.com
Speakers: Contact Nanette Pfiester at 512-463-5477, firstname.lastname@example.org
Exhibitor information: Contact Joy Hall Bryant at 512-475-2346 or email@example.com
Please email firstname.lastname@example.org if you would like to request a copy of the conference handouts in an alternative format.