E-RECORDS CONFERENCE 2016 - AUSTIN, TX FRIDAY, NOVEMBER 4, 2016
	AT THE INTERSECTION OF TECHNOLOGY AND RECORDS MANAGEMENT

About the Conference | Program Agenda | Presentation Descriptions, Handouts, and Speaker Materials

Biographical Information | Before the Conference (learning opportunities) | Conference Location |

Exhibitor Listing | Conference Contacts

 

#TXeRecords @TSLAC @TexasDIR

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ABOUT THE CONFERENCE

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:

• Data management
• Defensible destruction for paper in scanning projects
• Texas Digital Archive
• Process mapping
• SharePoint
• Digital workflow
• E-mail redaction

Last year’s breakout sessions were very popular.  So, this year you can choose from three breakout sessions for more content and options than ever before!

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 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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PROGRAM AGENDA

The conference was held Friday, November 4, 2016 from 8:00 a.m.– 4:30 p.m.

8:00 AM	Registration and Networking
8:30 AM	Welcoming Remarks – Stacey Napier, Texas Department of Information Resources and Mark Smith, Texas State Library and Archives Commission
8:55 AM	Update from the Statewide Data Coordinator – Ed Kelly, Texas Department of Information Resources
9:10 AM	Accessing the Texas Digital Archive – Mark Myers, Texas State Library and Archives Commission
10:10 AM	AM Break (Refreshments, Exhibits Open)
10:30 AM 1A	Case Study: Disposing of Paper Records After Scanning: Implementing Legally Defensible Policies and Procedures – Bob Guz, CRM and Katherine Cranford, CRM, City of Austin
1B	Vendor Neutral Data Management and Record Retention – David Cerf, StrongBox Data Solutions
11:45 AM	Lunch (Lunch Provided, networking, Exhibits Open)
12:45 PM 2A	Process Mapping as a Best Practice: A Vehicle for Implementing Technology and Shaping a New Culture – Sarah Thomas, University of Houston
2B	Showcase: Enterprise Information Management in SharePoint 2016 – Jason Dausey, DataPoint Solutions
2:00 PM	PM Break (Refreshments, Exhibits Open)
2:15 PM 3A	Records Management vs. #recordsmanagementrocks – Sarah Hendricks, Texas Department of Public Safety
3B	Digital Workflow Optimization and Automation – Kumar Rachuri, Adobe
3:30 PM	PM Break
3:45	Email Redactions Made Easy – Theresa Scott, Town of Flower Mound
4:30 PM	Conference Wrap-up

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PRESENTATION DESCRIPTIONS, HANDOUTS, AND SPEAKER MATERIALS

Many organizations are converting paper records to digital format for a variety of reasons. However, disposing of source documents after scanning requires a well-planned and legally defensible conversion process. Legislation, policies, procedures, training, and other documentation must be created and audited to ensure that the integrity, protection, accessibility, retention, and disposition of the records are properly addressed.

This case study will explore how the City of Austin developed a program to review, evaluate, and approve document conversion projects so that City departments may legally dispose of their paper records after scanning. Attendees will benefit from the City of Austin’s lessons learned as they consider implementation of their own digital conversion projects.

In this session, attendees will learn:

• The factors organizations should evaluate when starting digitization projects
• How to construct questionnaires to develop defensible digitization project procedures
• How to evaluate risk for long-term digital records management systems
• Methods to manage disposition of source documents 

One of today's greatest challenges in data management for any organization comes from vendor applications that cause data silos.   With extended data retention times and ever growing volumes, these can cause significant challenges in implementing workflows and compatibility between data storage environments. XML and open standards have provided an option to support managing data long term, but making this work with legacy systems still remains an issue.  This presentation will focus on the current difficulties related to proprietary management solutions, storage scale and permissions to work with any application. It will also discuss best practices to meet long-term retention goals.  We will focus on 2 specific customer uses cases:  1. How to meet 100 year data content retention.  2. How to support disparate site management while maintaining unique permissions across separate applications.

The University of Houston embarked on a project to update procedures, which resulted in abstract thinking, changing the team culture, and using innovative technologies to improve their processes. The team met regularly and deconstructed workflows by process mapping. Process mapping has led the team to question inefficient steps and engage in problem solving within the scanning of documents process. The University of Houston will discuss tools and techniques used with their team to map out scanning processes, identify issues, and how to build a more critical thinking team.

This session will showcase new and existing features of SharePoint 2016 surround enterprise content management. The session will cover topics as lists/libraries, views, content types, search, compliance and other new features. The ideal attendee will be individuals who have or have never used SharePoint. We will concentrate on not only showcasing the capabilities of the platform; but will incorporate pro-tips from the field using industry best practices.

Repetitive tasks – when performed by humans – are prone to error and inefficiency. Automation comes to the rescue by reducing mistakes, lessening the need for supervision, increasing efficiency and improving communication. This session takes a look at tools, technologies and strategies that are leading the way to greater productivity and digital transformation.

Ever had to scroll through hundreds of e-pages simply to find emails that need to be redacted in respond to Open Records Request?  It's 2016! Let technology do the work for you by finding those emails and applying the redactions. This session will demonstrate an Outlook App that does just that. No more hours spent clicking & redacting!

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BIOGRAPHICAL INFORMATION (alpha by last name)        

David Cerf is President and CEO at StrongBox® Data Solutions, Inc. With more than 30 years of experience in the IT industry, David is an accomplished author and speaker on topics surrounding data growth, storage and protection. He leads the SDS team to deliver new and innovative solutions to help simplify data management. Previously, David led strategy and business development at Crossroads Systems from 2005 to 2016 where he launched innovative products to solve big data preservation and protection. Prior to joining Crossroads, David served as Vice President of Sales and Business Development at NexQL, a leading provider of advanced database acceleration technologies. He was also a co-founder of 360World, a national provider of video and imaging solutions. In 1988, as the founder and managing director of the Dallas Business Incubator, he was responsible for the development and funding of more than 50 new high-growth startup companies.

Katherine Cranford, CRM is a Corporate Records Analyst for the City of Austin, Texas. She consults with City departments on electronic records management. Katherine was previously a taxonomist and knowledge management specialist for enterprise content management systems at Llesiant (Bloomberg BNA), Demand Media and Dell Computers. She holds a Masters in Information Science from the School of Information at the University of Texas.

 

Jason is a recognized expert on business automation, content management, collaboration strategies within SharePoint and its’ integrated suite of products. DataPoint Solutions technical team is led by Jason Dausey, who has consulted and architected over 50+ SharePoint installations, configurations and/or development efforts. He has extensive SharePoint integration and deployment experience with a wide range of implementations especially with large scale Federal government agencies and Fortune 1000 organizations. He has performed numerous of data migrations to SharePoint totaling over 5TB of data from various systems including; file shares, eRoom, earlier versions of SharePoint, Oracle 8G, and others. Jason has performed end user, training, and classroom training for many organizations in addition to his community speaking events at local and national conferences including SharePoint Saturdays, company-held events and other industry conferences.

Bob Guz, CRM, ERMs, is a Sr. Business Process Consultant for the City of Austin, Texas. He is responsible for the management of technology projects within the Office of the City Clerk, is a lead for the implementation of a City-wide electronic records management system, and has over 25 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.

Sarah Hendricks currently serves as a Project Manager with the Texas Department of Public Safety’s Enterprise Project Management Office.  She is also the agency’s main point of contact on matters involving agency records management.  During her 10-year career with the agency, she has been instrumental in standing up the agency’s Policy, Projects, and Portfolio Management Office, which consolidated enterprise-level projects under one office.  Ms. Hendricks has held a number of positions with increasing responsibilities dealing with varied subjects including Government Relations and Media.

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 2016. 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.

Kumar Rachuri worked for the great State of Ohio for eighteen plus years. During his long and fulfilling career as a public servant, he contributed his services across five different agencies in various executive roles as a CIO and as a Deputy Director. As a CIO, Kumar was recognized for his exemplary work as one of the Nation’s Top 25 leaders by Government Technology Magazine in 2011, a distinction given to innovative and visionary leaders as the “Doers, Dreamers, and Drivers” in the United States. Kumar’s contribution towards Ohio Shared Services as the Deputy Director of Growth and Strategy received accolades from notable organizations i.e. Gartner and Harvard Business Review. Eventually, leading them to write white papers of Ohio’s cutting edge implementation of business process re-engineering.  Making the transition to private sector Kumar continues his successful professional career at Adobe as the Director of State of Local Government Solutions. In this role, Kumar leads Adobe’s growth and development strategy of its government solutions footprint with a special focus in providing a solution oriented technology offerings solving public sector challenges.

14 years working in local government and 5 years as Town Secretary in Flower Mound, population 68,000. Before that she worked as Economic Development Director in St. Charles, IL.

 

 

Sarah Thomas is the Project Manager for The Department of Gift Management at The University of Houston. She designs and leads large complex projects for the department, including implementing a document imaging system and electronic record management policies. In addition, she analyzes gift management practices and works with the team to identify inefficiencies. Sarah also serves as a resource to research best practices in gift processing, records management, technology trends, team building, and project management. Sarah also has over 10 years of experience in non-profit management.

 

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BEFORE THE CONFERENCE (LEARNING OPPORTUNITIES)

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 

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CONFERENCE LOCATION, PARKING, TRANSPORTATION & HOTELS

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.

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Access Sciences

Adobe

AT&T

Austin ARMA

Box

Catapult Systems

DataPoint Solutions

Document Logistix

DocuNav Solutions

Information Builders

Institute of Certified Records Managers (ICRM)

MCCi

Neubus

Oracle

PacoTech, Inc.

Panasonic Office Products

Precision Micrographics & Imaging, Inc.

Precision Products, Inc.

Texas Department of Information Resources

Texas NIC

TSLAC State Records Center

 

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Registration & Attendees:  Contact Beverly Deutsch 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

About IGP pre-approval:

e-Records Conference 2016
Please use the following for your certificates and advertising for the IGP Pre-Approval Credits for your event.
Please be sure to include the logo.

 

Pre-Approval for IGP Recertification Credits: 5.5 Total Hours

3.0 General Hours

2.5 IT Hours

Pre-Approval Code:

ARMAIGP2016_00284

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