Electronic Records Committee Meeting Minutes

October 10, 2002

Attendees: Scott Leonard, Letha Johnson, Justin Dragosani-Brantingham, Cynthia LaFramboise, Pat Michaelis, Matt Veatch, KSHS; Doug Cruce, Judicial; Terry Nuckolls, Attorney General's Office; Donnita Thomas, Department of Revenue; Kevin Stevens, Cowley County Network Coordinator (also representing the Kansas chapter of GMIS).

Minutes of Previous Meeting: Item 5 has misspelling, should read Groupwise-Notes. Otherwise, approved.

Legislative DMS Electronic Recordkeeping Plan: Tabled until the next meeting due to Terri Clark's absence. Pat made mention that this is a voluntary plan, as the legislature is not subject to the State Records Board.

Kansas State Fire Marshal's Office Electronic Recordkeeping Plan: Agency uses Firehouse software as an accessibility tool, meaning the electronic version is a convenience copy; the official record is the paper copy. The paper copy has a retention period of 5 years, and the schedule will be changed to read, “Retain electronic version only as useful.” Pat mentioned that should the software serve as an index to information, it then becomes a record and if that record has long-term use, then it should be scheduled/have a recordkeeping plan. At this time, short-term records only are accessed through the database, but information is not purposefully purged, and thus endures long-term though there is no mandate to do so and can be purged at any time post minimum retention. No electronic recordkeeping plan is required at this time.

Status of Other Agency Electronic Recordkeeping Plans: Current plans being worked on: Bureau of Epidemiology, KPERS. Cynthia received a call from Barton County regarding KBI's electronic imaging stating 2 years retain, but the local schedule for sheriff’s office indicates 5 years for misdemeanors, 20 years for felonies. The Barton County Sheriff’s Office wants to go paperless, and this would require an electronic recordkeeping plan. Cynthia could speak to Jane Nohr, Asst. Atty. Gen. assigned to KBI, 296-8402. Cynthia will also begin working with the Department of Corrections. D.O.C. incidentally just lost a big case stating it could not close some records it has been, specifically probation. The courts or legislature can close records.

JCIT Presentation Report: On Sept. 17, Pat testified before JCIT. Matt, Cynthia, Scott, and Justin observed. Pat covered ERC's efforts, and future possible projects, like budgets, and the legislature. Matt felt that the committee might not have absorbed what Pat presented.

Other Business: Scott handed out an article on the Texas Email Repository. This uses the OAIS model to manage email for Texas state government. This model may be applicable to ERC/SRB/Kansas state government. Scott mentioned good sources of information included in the article. Matt addressed state publications in electronic format.

Web Records Task Force continues to work on Section 9. It may have something present to ERC by the end of the calendar year.

Donnita stated that there are no new developments in KDOR's email archive.

Next meeting: Next meeting is Nov. 6, 2 p.m.

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