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Attendees: Doug Cruce, Judicial; Carey Brown, KITO; Steve Johnson, Dept. on Aging: Scott Leonard, Pat Michaelis, Cynthia Laframboise, Letha Johnson, Matt Veatch, Bob Knecht, Trevor Swarm, Justin Dragosani-Brantingham, KSHS. Guests: John Oliver, Leland Breedlove, KPERS.
Minutes of Previous Meeting: Approved without change.
Review of KPERS Electronic Recordkeeping Plan: Previous plan was seeking approval for retention schedule, but this new plan includes all agency electronic records. Attachment A of the Plan essentially says that if KPERS does keep records permanently and no longer needed in electronic format for retrieval access, would then go to hard copy format (paper or microfilm). Pat suggested remove “electronic format permanently in office storage”. On page 5 Roles and Responsibilities, Pat suggested including reference to an appendix of actual staff names and titles. Pat also commented that she could understand the plan—it made sense. Pat asked what amount of records were represented in this plan in ratio to overall agency records, and Justin commented about half (as far as scheduled records retention series). On page 9, the last paragraph includes a statement for life expectancy of optical disks, and Scott found that curious. Carey on page 8, “electronic records transferred to micrographic copy prior to being destroyed,” should read something like prior to the deletion of the electronic record. Steve asked how the token ring and ethernet talk to one another, and John said the token ring is not an issue, it will be gone within the week. 6 System Security second sentence should read something more like “no capability to modify documents once it is stored.” Steve asked if someone could modify the index, if not the document? John said yes. Steve asked about the security for that. John said that it cannot be accessed, but should someone technically proficient still find a way, the WORM technology preserves the documents. Images are placed on optical platter sequentially. John asked the group on page 7, documents will eventually be public information he doesn’t like the idea of telling where offsite storage is, so he wants to just say “offsite storage or local and remote, etc.” ERC agreed. Scott noticed that on the paragraph of optical system backup, he wanted to know if it is mentioned elsewhere in the document. John explained the backup process. ERC approved of the Electronic Record Keeping Plan as amended. ERC does not need the review the changes before State Records Board.
Demonstration of Kansas State Publications Electronic Repository Pilot (KSPER): Attempting to capture state publications issued in electronic format. Carey said that KSPER was a project in DOC (offender records), so Matt/Scott may want to rename it. Meeting tomorrow with the advisory committee including Bruce Roberts, Denise Moore, Tim Hollingsworth, Marc Galbraith, Bill Sowers, representative from KITO, and others. Trevor set up the software, which uses an MIT product called DSpace. KS legislation allows for the electronic version of state publications. DSpace allows for the long-term storage of documents that happen to be in a variety of formats. Administrators can set up a “Community”, and then place collections in that community. DSpace lists titles, authors, date of issue. Users can sign on for notifications, etc. They can also edit profiles, and sign on. Users can sumit publications, and each document has a unique identifier. This system uses handles, where the documents are stored locally, but the unique identifier is stored separately. It makes use of Dublin Core metadata. Format extent is the file size. Mime type is the format of the document. Downloaded documents cannot be resaved to the DSpace file. Metadata fields at this time can be skipped over; Steve would like to see that change in the future. A document can include more than one file. A series of interactive fields facilitate submissions. Information is saved after each page is submitted. It also has error checking. Administrators approve submissions and can alter metadata. Steve asked about charging for access to content, Pat replied that it should be open, free of charge, that it saves the state printing money, that most costs will be for ongoing technology, full enterprise-wide plan not yet in place. Steve suggested that attention be paid to developing recovering costs/business proposal.
There is little documentation on the software, but it is versatile and useful.
KSHS Shared Drive: Scott summarized the clean-up of KSHS servers: scope notes, pre-designed folder structure, creator/user rights, moving and deletions.
General Records Series Item for End-User License Agreements: State Records Board asked ERC to review a proposed General Schedule records series item. Scott will send it out to ERC for comment.
Status of Web-Based Records Management Task Force: Scott will send out the draft of the Web-Based Records Management Guidelines for review. He said that it is intellectually divided into policy-type related and technical related. We will discuss it at the next meeting.
Other Business: None.
Next meeting: April 2, 2003, 2:00 p.m. (West Conference Room, CHR, KSHS).
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