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Attendees: Scott Leonard, Justin Dragosani-Brantingham, Cynthia Laframboise, Matt Veatch, KSHS; Donnita Thomas, Stan Jones, Valerie Pitt, Department of Revenue; Terri Clark, Legislature; Steve Johnson, Ross McClain (guest), Dept. of Aging; Kevin Stevens, Cowley County KSGMIS; Sherry Williams, KU; Doug Cruce, Judicial.
Minutes of Previous Meeting: Approved without change.
Cowley County KORA Requests: Kevin mentioned that 1st American Real Estate Solutions wanted their deed/appraisal info. County uses a vendor Infinitek. 1st American paid the vendor to create an easy software application solution to get the info.
Status of Web-Based Records Management Task Force: Scott updated ERC on the document saying it will be reviewed. Its length will be about 40-45 pages. He hopes it can be reviewed in March. Also a group made up of Pat, Matt, Scott; Bruce Roberts and Denise Moore; Dave Larson and Terri Clark from Legislative Administrative Services; Marc Galbraith and Bill Sowers, State Library; and Jim Hollingsworth are developing a pilot project (KaSPER--Kansas State Publications Electronic Records) based on an MIT/HP product called DSpace. It is an open source software repository for long term electronic preservation, based on the OAIS model. For more, see www.dspace.org. KSHS webmaster has downloaded DSpace and is reviewing it. Timeline is full proposal for enterprise-wide application by August. Contact Scott with questions.
Demonstration of KDOR E-Mail Record Archive: CERA "Central Email Record Archive". KDOR added the icon indicating message has already been sent to CERA. It also added the button under new memo to send and copy to CERA. Send and file has an added drop down menu, which is filed, but not in CERA. Under send and copy to CERA, lists appear that are catered to the user, different on each computer. User identified by database that supports CERA. Organizational units and message categories compared and attached to one another. The lists have descriptions of each message category. Interactive date entry for retention is also implements, such as in the case of contracts. Generally speaking, the other categories will be automatic. Selecting a message category is required. Keyword entry is not required, but encouraged. Replies automatically assume features of original email.
Can open CERA from within LotusNotes by clicking on the custom icon. An added feature is accessibility. 1st level is associate. Just because you can see the category, does not mean you can view what messages are within that category. 2nd level viewing priviledges are open to records custodians within an organizational unit. 3rd level is the database administrator--which is Donnita. Donnita can see everything. Can search by message category, organizational unit, last day to retain, keyword, or messages the user archived. There was a need to be able to circumvent an email that is slated for destruction. Fiscal vs. Calendar year is not in the CERA. It is a default CY at this time. Keyword search has security issues, such as SSAN. The database administrator can change keywords, and a log of that change will be created. It will search within Excel, Word, PowerPoint. Can use quick search, but it is limiting. It is not required in order to make it less onorous, but it is a helpful tool.Added feature is the identification of all recipients. The archived email shows information such as to, subject, division, organizational unit, keyword, message category, retention period, date information, body of the message. It will NOT show how many times it is accessed, but will show if it is changed.
The CERA has the (help) manual attached to it. Each message category has the associate level and the admin level. Changes in the schedules or agency organization can be handled through the support databases. Security database was pre-existing and was utilized in this project.
Changes that have occurred in the design of the CERA application is that the send button no longer has a drop down menu for saving to CERA, but now has seperate send and send and save buttons. Under archiving information, scroll down list now exists versus radio buttons in the first version.
Security has been a big concern. Much attention has been paid to this, and it has been addressed a number of times.
Storage issues: non-records and retention of less than one year will not be kept.
Personnel related emails have some permanent status because retention begins after personnel have left KDOR. A different system in the future is a possibility.
The most difficult portion of the application in the pilot group thus far is just loading the application on the users' machine, not actually using.
Big questions: when does someone send something to CERA? Also, can we make the categories more accessible right there in the message? WAN based employees could get the CERA function, but there are employees in county offices that KDOR does not want to become the cities and counties repository. WAN includes all drivers license stations. Also included are treasurers and appraisers as far as email service. Provision for WAN email that has to be archived is to CC: it to their appropriate records custodian. CERA does have an email address that emails can go to (it is necessary to make CERA accept any email), but they will not contain any of the metadata, thus should enter via other means.
Other Business: KPERS 2nd electronic recordkeeping plan to be reviewed in March. Justin just got it from them today and Scott will e-mail it out for review.
Next meeting: March 5, 2003, 2 p.m, KSHS.
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