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Attendees: Doug Cruce, Judicial; Terri Clark, Legislative Services; Mary Grace, KITO; Scott Leonard, Cynthia Laframboise, Pat Michaelis, Matt Veatch, Justin Dragosani-Brantingham, KSHS; Donnita Thomas, KDOR; Steve Johnson, Department on Aging.
Minutes of Previous Meeting: Accepted as submitted.
KSPACe Update: The testbed is back up and running. Not much to see yet, but the URL was assigned last year and re-registered domain name. Scott attended the DSpace users conference last month in Boston. While there an individual with Hewlett-Packard approached him regarding our project. Pat, Matt, Scott & Trevor Swarm had a conference call with HP reps last Monday. The conference call was to discuss hardware with them and they are to offer a proposal. HP was supportive and was willing to do an environmental assessment on KSHS’s storage center. The budget for the hardware is $40,000. HP is confident it can provide a solution, including evaluating the KSHS “data center”. Hardware will go here and not over at INK, and may go into same area DISC has already prepared. Steve Johnson stressed planning strategies on long-term location and support/staff for the project. Pat would like to see a DISC partnership housed here as the ideal situation. Discussion ensued centered around the legislative trend to go paperless which in itself has its own cost, i.e. electronic format costs and support/lack thereof. Money may also come from NHPRC to test it as an archival solution.
Risk Assessment Tool Project: Matt, Doug, Cynthia, Jenny Mehmedovic, and Scott are the team working on the project. Three drafts were provided as handouts: a low-risk/high-risk illustration, questions/details to consider, and document outlining legal risks of lost of records. Minnesota has a law that provides penalties for mismanagement of government data. Agencies could use the illustration as a quick assessment, then look at the questions/detail document, and then use the third for further evaluation. A discussion of applicable restrictions laws followed. Suggestions included making some revisions to public and internal access restriction distinctions; include some of item 8 under item 10; the last two questions in item 7 move to item 8. The document may need to be written in language appropriate to records officers and/or IT specifically—the current language is geared toward IT. The restriction/business practice question needs to be put back into the document. Discussion ensued regarding data vs. format migration/preservation. Legal document should be an appendix and not a stand-alone document.
Other Business: Scott is editor of NAGARA's newsletter, Crossroads. He shared a piece on KDOR's e-mail archive. Someone from Alaska contacted Donnita for more info.
Next meeting: June 2, 2004, 2:00 p.m. Executive Conference Room, CHR, KSHS.
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