Welcome to the CoSA Member Web Conference July 25, 2013

1. Welcome to the CoSA Member Web ConferenceJuly 25, 2013 We want to know what’s going on in your state/territory! Use the chat box on the right to provide a brief description of what’s happening in your state/territorial archives. To connect to the audio portion of the conference, dial 1-805-360-1000, then enter conference code 714129# at the prompt. Please press *6 to mute/unmute your phone.

2. Webinar Etiquette • Mute your phone by pressing *6 • DO NOT put your phone on hold • Raise your hand if you’d like to speak • Identify yourself when speaking • Use the chat box for questions/comments This is… CoSA Member Web Conference – July 25, 2013

3. Today’s Agenda • Welcome • CoSA Update • Advocating for Electronic Records Part II: Tailoring the Message to Your AudienceSERI Advocacy & Awareness Subcommittee • Future CoSA Web Conferences CoSA Member Web Conference – July 25, 2013

4. CoSA Update • 2013 CoSA-SAA Joint Annual Meeting • Let us know you’re coming: http://www.surveymonkey.com/s/2013_annual_meeting_attendance • List of CoSA events and registration information available on CoSA’s website: http://www.statearchivists.org/meetings/2013/index.htm • Replevin Agreement Signed with Manuscript Society • Dues Reminder • Recap of SERI Introductory Institute • Remember to complete the post-webinar survey CoSA Member Web Conference – July 25, 2013

5. Advocating for electronic records Part II: Tailoring the Message to Your Audience

6. Why Different Messages? “One size fits all” not an effective strategy Think about: • With whom are you speaking? • What are you seeking? • How can you help them? • What is their “native language?” CoSA Member Web Conference – July 25, 2013

7. Legislature Matt Veatch Kansas State Historical Society

8. Legislature • Legal/constitutional reasons to manage and preserve electronic records • Records = Foundation of republican form of government • Transparency, accountability, public trust • Protect legal rights of citizens • Cost savings • FOIA requests • E-discovery • IT consolidation – ERM and DP as an enterprise service • Standards and best practices • OAIS, TRAC, PREMIS, PAIMAS • Generally Accepted Recordkeeping Principles • ERM & DP are well established disciplines • Real world examples • Historic digital media props – punch cards, mainframe tapes, floppies, Zip drives, CDs, hard drives, flash drives, etc. • Electronic records horror stories – preferably from other states or federal government! • Examples of important born digital records in your state (e.g. vital statistics, land records) CoSA Member Web Conference – July 25, 2013

9. Administration Internal or high-level Rebecca Wendt California State Archives

10. Administration We have to do this • Institutional mission • Legal requirements • Regulatory requirements • We live in a digital world • They’re public records SERI CoSA

11. Administration We should do this! • Best practices • Cost savings/benefits/efficiency • Ease of access • Higher usage • Maintain accountability SERI CoSA

12. Administration If we don’t do this… • Risk of loss/Risk of inaccessibility • Government transparency diminishes • E-discovery is a difficult and hair-raising experience SERI CoSA

13. Administration It’s a good thing • Digital continuity (AKA Preservation) • We can find it! (AKA doing our jobs) • Other people can find our stuff (AKA Access) SERI CoSA

14. Administration Examples • Obsolete media/formats • Lost information • Accessibility

15. Records creators Government agencies, donors, etc. Kelly Eubank Head, Digital Services Section State Archives of North Carolina

16. Records creators • Good e-records management: explain the costs & sell the benefits • Discuss obsolescence and migration • Give them ammo • Stress the legal implications • Invite Early Collaboration http://www.flickr.com/photos/blude/2665916336/

17. CoSA Member Web Conference – July 25, 2013 Records creators • What is your niche & how can you help? • Increase efficiency, touch files less often • Cut down on costs—labor and resources • Make friends with IT folks

18. IT departments Barbara Teague Kentucky Department for Libraries and Archives

19. IT departments • Be aware of current hot topics that concern IT • Understand definition of records/data • Emphasize statues, regulations, standards, and facts • Enterprise issues/cost savings • Long-term preservation/short term savings CoSA Member Web Conference – July 25, 2013

20. IT departments • Learn about existing systems and whether they can be adapted for preservation purposes • Assist in existing structures, boards, advisory groups, with information about electronic records • Be aware of NASCIO and other outside organizations that have credibility with your IT department • Lots of IT turnover: Take advantage of sharing your message repeatedly!! CoSA Member Web Conference – July 25, 2013

21. Other groups The public, users Kathleen Roe New York State Archives

22. Other Groups: Users, “The Public” Connect to real issues and examples for them • Ensuring access for personal needs • Transparency • Accountability • Good government • Email/social media CoSA Member Web Conference – July 25, 2013

23. Involving Users and the Public Have actions for them to take: Contacting legislators or government officials to raise issues Supporting legislation Editorials CoSA Member Web Conference – July 25, 2013

24. conclusion

25. Parting Tips • Do your background work • Start the conversation • Aim for low-hanging fruit first • Be flexible and adapt • Successful messaging leads to allies CoSA Member Web Conference – July 25, 2013

26. Questions and comments CoSA Member Web Conference – July 25, 2013

27. Future CoSA Web Conferences Thursday, August 22, 2013 CoSA Annual Meeting Highlights Followed by … Thursday, September 26, 2013 SHRAB Town Hall Focusing on American Archives Month CoSA Member Web Conference – July 25, 2013

28. Stay connected and informed! CoSA website: http://www.statearchivists.org CoSA Resource Center: http://rc.statearchivists.org CoSA Blog: http://statearchivists.wordpress.com CoSA Facebook Page: www.facebook.com/CouncilOfStateArchivists SERI Facebook Page:www.facebook.com/SERIproject CoSA Member Web Conference – July 25, 2013