Welcome to the CoSA Member Web Conference March 28, 2013

1. Welcome to the CoSA Member Web ConferenceMarch 28, 2013 TELL US WHERE YOU ARE! Click on the mark button above, then click on your state/territory Next, type your name and state/territory into the chat box on the right side of the screen. 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. Today’s Agenda • Welcome • CoSA Update • Electronic Records AwarenessSERI Advocacy & Awareness Subcommittee • Q & A • Future CoSA Web Conferences CoSA Member Web Conference – March 28, 2013

3. CoSA Update • Washington BriefingPowerPoint slides posted on CoSA website • Importance of State Archives document • Georgia Archives letterCopy of letter posted on CoSA website • Issues & Awareness Task Force work CoSA Member Web Conference – March 28, 2013

4. CoSA State Electronic Records Initiative:Advocacy and Awareness Getting started: You and your stakeholders

5. What this webinar is – and isn’t • Today’s topics: • Advocacy goal(s) • Dealing with stakeholders • More to come in future webinars: • Developing your message • Delivering your message • Advocacy tools • Developing your support base CoSA Member Web Conference – March 28, 2013

6. Step 1: Define your goal • These are not goals: • We need more staff • We need more equipment • We need more money Why do you NEED these? CoSA Member Web Conference – March 28, 2013

7. Goals need to be specific • Address a specific need or action • Target the specific audience • Outcomes that produce specific benefits • Answer “why” CoSA Member Web Conference – March 28, 2013

8. Basic goal We will establish a plan and program for managing the electronic records produced by our state agenciesto ensure that the permanently valuable records are identified and preservedto allow appropriate access bygovernment officials and the public. CoSA Member Web Conference – March 28, 2013

9. Goal for an existing program We will document in writing the decisions and practices being used to manage the archival electronic records in our state to ensure that our staff now and in the futurehave the information needed to support the continued preservation of and access to these records. CoSA Member Web Conference – March 28, 2013

10. Records-specific goal We will work with the governor's office at the beginning of an administrationto develop policies and procedures for managing emailso that records designated for permanent retention can be transferred to the archives at the appropriate time for preservation and access in accordance with legal requirements of our state. CoSA Member Web Conference – March 28, 2013

11. Step 2: Identify your stakeholders • Management • Decision-makers • Affected/involved groups involved in/affected by electronic records issues CoSA Member Web Conference – March 28, 2013

12. Step 2: Identify your stakeholders • Your own agency management • Direct supervision in the Archives • Levels of organizational hierarchy • Related agency officials like • Legal counsel • Attorney General • Auditor • IT staff • Fiscal staff CoSA Member Web Conference – March 28, 2013

13. Step 2: Identify your stakeholdersKey decision makers in your government • State legislature and legislative committees • Influential government agencies • e.g. administrative regulations • Funding agencies • Key officials • Governor • Secretary of State • Chief Information Officer • Attorney General • Auditor CoSA Member Web Conference – March 28, 2013

14. Step 2: Identify your stakeholdersInvolved/affected groups • Agency staff who create/use e-records • Agency staff who use e-information • Professional organizations/issue organizations • Good government/transparency groups • Citizens CoSA Member Web Conference – March 28, 2013

15. Step 3: Assess your stakeholders • Influence • Knowledge • Willingness/interest • Permissions needed to approach them CoSA Member Web Conference – March 28, 2013

16. Step 3: Assess your stakeholdersRole and extent of influence • Is it • Programmatic • Fiscal • Legal • Political • Is their approval • Mandatory • Good to have • Likely to influence others • Incidental CoSA Member Web Conference – March 28, 2013

17. Step 3: Assess your stakeholdersWhat they know, what they need to know • Technical knowledge • Functional understanding • Political context • Fiscal implications • Legal implications CoSA Member Web Conference – March 28, 2013

18. Step 3: Assess your stakeholdersWillingness and interest • Attitudes toward technology • Openness to change • Innovator or status quo • Subject interest • Constituent service CoSA Member Web Conference – March 28, 2013

19. Step 3: Assess your stakeholdersPermissions • Who needs to know or approve • Contact • Review of message • Status of contact CoSA Member Web Conference – March 28, 2013

20. And in summary • Success takes • Planning and forethought • Time • Persistence • No foolproof methods, but ways to improve your chances. CoSA Member Web Conference – March 28, 2013

21. Questions and comments CoSA Member Web Conference – March 28, 2013

22. Future CoSA Web Conferences Thursday, April 25, 2013 Nitrate Film: Standards and Challenges Followed by … Thursday, May 23, 2013Topic TBD CoSA Member Web Conference – March 28, 2013

23. 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 – March 28, 2013