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Attendees: Scott Leonard, Cynthia Laframboise, Letha Johnson, Matt Veatch, Justin Dragosani-Brantingham, KSHS; Doug Cruce, Judicial; Steve Johnson, Dept. on Aging; Jenny Mehmedovic, KU; Kevin Stevens, Cowley County KSGMIS; Sherry Williams, KU; Terri Clark, Legislature; Cathy Nicholetti, KITO.
Minutes of Previous Meeting: Add Jenny Mehmedovic participated meeting via teleconference.
General Records Series Item for End-User License Agreement (EULAs): A draft record series description was shared, with a proposed retention period. The Committee discussed many issues around EULAs and suggested language and retention. The description will now read: “Documents proving the licensure and implementation of computer software programs by the agency.” Retention will be listed under Comments as: “Retain 5 calendar years after the contract or end user license agreement (EULA) has expired or after the software is no longer installed, then destroy.”
State Records Board Requirements for Electronic Recordkeeping Plan Implementation: The records management staff needs some guidance regarding when recordkeeping plans should be developed by agencies. Records Board asked ERC to come up with something. The group discussed whether there should be a minimum retention period guide (e.g., greater than 5 years, 10 years) or some other criteria such as amount/importance of electronic record keeping plan, ultimate disposition of data itself, considerations of records of enduring value, scope of authority, and volume of work. Jenny stressed the importance more on education/risk assessment. Matt’s recommendation: up to 5 years no, 5-10 at discretion of RM staff, 10+ mandatory. Additionally, Scott mentioned that a risk assessment may provide impetus for a plan despite or in addition to the year ranges and that the ultimate decision lies with the SRB. Matt concurred that the risk assessment is a good idea. Doug asked what triggers the risk assessment in the first place. Subjective. Scott asked if there was something out there he could look at/start with, and Matt suggested the Minnesota Trustworthy Information Systems guidelines. Discussion of requiring the risk assessment versus the record keeping plan. How to implement? Consensus: enduring value, required; records only in electronic form, plan required unless completed risk assessment shows otherwise; risk assessment recommended for all.
Review of Web-Based Records Management Guidelines: Dealing today with substantive issues only—Scott said send him your comments not discussed here today by middle of next week. Make sure that TPA/outsourced website creation/management must follow this policy (section 4.1). Kevin believes that the first two sentences under section 6 typify the document. Jenny would like to see a table of contents. Scott especially wants suggestions for headings on section 8.2. 8.2 originally had the formats included here, but he moved it to an appendix. A title should be added to Appendix B. The target is to get it to ITAB in June and ITEC in July, with an expected ITEC approval in October.
KSPACe Report: Name changed from KASPeR to Kansas State Publications Archives Collection (KSPACe). Trev has been working on customizing the DSpace software and Scott has been setting up communities and collections. A domain name has been registered (www.kspace.org). ERC members are invited to register and test site. KU’s Beth Warner is looking into implementation for that institution.
Other Business: None.
Next meeting: May 7, 2003, 2:00 p.m. (West Conference Room, CHR, KSHS).
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