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Attendees: Scott Leonard, Letha Johnson, Justin Dragosani-Brantingham, Cynthia Laframboise, Pat Michaelis, Matt Veatch, KSHS; Doug Cruce, Judicial; Mary Grace, KITO; Steve Johnson, Dept. on Aging; Denise Moore, Insurance Dept.; Sheryl Williams, KU; Donnita Thomas, Department of Revenue.
Minutes of Previous Meeting: Minutes approved without change.
Review of KSTA Chapter 20:
Scott mentioned all of the changes he had done to KSTA Chapter 20. He included the Department of Defense certified Records Management Applications, based on the listing from their website. Trend is toward RMAs integrating with document management applications. Pat and Steve and Matt commented on a format change to group all DoD 5015.2- STD compliance together, or ones that deal with paper together, etc.
JCIT Presentation:
Scott and Pat covered the JCIT slide presentation. Recommendations: include a slide listing the objectives for the presentation, and bring handouts.
Web Records Management Task Force Update:
Web Records Management Task Force is coming along slowly—close to thirty pages done so far. Scott showed outline of Section 9 and asked for suggestions of people who can help write this section. Those who were targeted as helping to write the section: Trevor Swarm, KSHS, Adrian Guerrero, Board of Nursing, Rick Peat, KDOT, Duncan Friend, Scott and Matt. State publications in paper or electronic format debate keeps legislation on hold. There is a difference between publications and documents. Next meeting is September 25. ERC will review the draft when it is done.
KDOR E-Mail Archive:
Pat and Scott were very impressed with the KDOR email archive application. Revenue, behind an initiative from Tim Blevens, is attempting to implement the E-Mail Guidelines department-wide. A user in Lotus Notes can send a copy of e-mail to an archive and when the copy is sent the user is asked to categorize the message based on the divisional retention schedule. Within the archive, users can search e-mails or attachments to their own messages; data stewards can see division e-mails; and Donnita Thomas as data administrator can see all messages. Scott was impressed with e-mail guidelines compliance. Stan Jones designed it. Agency has proactive e-mail record retention policy, including purging of in/out boxes. It is not implemented yet, but it is developed. It has some attachment search limited capabilities. Steve said this is not as likely in GroupWise—Note is more flexible in terms of customized programming. When the KDOR system is more polished, Donnita is willing to provide a demonstration to ERC.
Other Business:
Scott mentioned three agencies working on electronic recordkeeping plans: Bureau of Epidemiology, Kansas State Fire Marshal, and KPERS. Scott anticipates reviewing some of them at next meeting. Steve asked if they have asked us for help. Scott said yes, that Justin and himself have been working with KSFMO. Also, the RKP template has been slightly revised to include new language regarding confidentiality and restricted access. Cynthia said that DOC needs some attention. Scott also recommended reading Effective Approaches to Managing Electronic Records and Archives. It is a collection of articles, written largely by professionals working in or with government archives. Kansas is noted on pages 154-155.
Next meeting:
Next meeting is Oct. 2, 2 p.m., West Conference Room.
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