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Present: Steve Johnson, Department on Aging; Donnita Thomas, Department of Revenue; Sherry Williams, University of Kansas; Terri Clark, Legislature; Mike Stewart, Secretary of State's Office; Cathy Nicoletti, KITO; Kevin Stevens, Cowley County (GMIS); Pat Michaelis, Matt Veatch, Scott Leonard, KSHS. Guest: Christy Harvey, Secretary of State's Office.
Minutes of Previous Meeting: Minutes approved.
Electronic Recordkeeping Risk Analysis Draft: Scott reported that he and Cynthia had met to discuss the Minnesota State Archives electronic records risk assessment document. Scott stated that the current process for assessing the need for an electronic recordkeeping plan is working fairly well for agencies engaged in traditional records management activities (records scheduling or transferring records to the State Records Center). He suggested that it might be appropriate to use the existing IT project plan framework to assess the need for an Electronic Recordkeeping Plan (ERKP) in agencies not engaged in records management activities. Matt, expressing concern that such an approach would address only new systems, commented that a separate risk assessment tool might help agencies assess their pre-existing electronic records. Kevin suggested developing a marketing brochure for electronic records management that would include a risk assessment tool. Steve Johnson asked about including electronic records management in Legislative Post-Audit activities. Pat and Matt commented that previous discussions had been held with Post-Audit but that little had come of it. Terri asked about having an accessKansas representative on ERC. Scott said that he thought one was to come but hasn't yet. Steve observed that agencies ultimately were responsible for their own records. Scott agreed and stated that he had had discussions with accessKansas on their potential role as an electronic records management facilitator and educator, especially in the area of web-based records. The group seemed to agree that a risk assessment tool would be a useful document.
KSPACe Budget Proposal: Scott directed the group's attention to a
document outlining KSPACe year 1 goals and a budget. Steve mentioned Xiotech
Magnitude, a company on state contract that makes a RAID mass storage
system ($50K). The system holds 32 drives per box (drives vary in size).
Could have one box downtown and one at KSHS. Steve will provide Scott
with more detailed numbers on the Xiotech product. Aging, KDOT, and KDHE
all are using it.
Server: Need usage estimates. How many people will hit the server
during the busiest week of the year; how many at a time; what will they
be downloading; how long is each session. Steve suggested that whatever
gets purchased be expandable. Donnita suggested asking accessKansas for
usage stats. Terri said she had usage stats for the last 8 months on statutes
searches through accessKansas. Terri suggested asking accessKansas for
assistance in specing out a server. Donnita said that she could provide
information on who is using Dept. of Revenue reports. Kevin indicated
there is an email list through KAC that issues legislative alerts.
Software: May need Java development software tools.
People: Steve thought two would be enough: a system administrator
and a database administrator/programmer.
Secretary of State's Office: SOS ERKP approved in July 2002. Mike affirmed that the agency had implemented the ERKP and will continue using as written.
Future ERC Projects: Deferred.
Other Business:
1. Dept. of Revenue email archive: The system has been rolled out
and there are 5,000 - 6,000 records in the system. Users have accepted
the system with little pushback. Donnita said that she planned to do some
additional education on use of the system. Mike indicated that SOS had
gotten the source code from KDOR and were hoping to implement it. Donnita
indicated that any state or local agencies running Lotus Notes were welcome
to the Central Email Record Archive (CERA) system.
2. Scott pointed out the KSPACe article in NAGARA's Crossroads.
3. ERKP template is now available on the KSHS web site.
4. Scott reported that he had distributed the Web-based Records Management
Guidelines to ITAB for review. He hopes to get ITAB endorsement in June
and ITEC approval in October. Kevin asked how the guidelines would get
implemented. Pat commented that it was essentially up to each agency but
suggested that ERC might want to consider ways to encourage implementation.
Next meeting: July 2, 2003, 2:00 p.m. (West Conference Room, CHR, KSHS).
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