2012 Seattle E-Records Forum Program
8:15-8:30…Welcome & Opening Remarks
Jerry Handfield, State Archivist, Washington State Archives
8:30-9:45…Email Management: Lessons from the Front Line
Municipal records managers Jennifer Winkler, City of Seattle, and Kyle Stannert, City of Bellevue, will share lessons learned from supporting agency implementation of email management solutions. They will provide practical tips focused on the following: collection of business requirements, support of end users faced with new tools and awareness of their responsibility for email management, implementation of records retention policy within email archiving solutions, and the migration of content from one system to another. Records Policy Analyst, Casey Coleman, will follow with an overview of NARA’s ongoing email management project, which focuses on the ability of Federal agencies to capture and manage email as records during their work processes.
Speakers: Casey A. Coleman, Records Policy Analyst, National Archives and Records Administration; Jennifer Winkler, City Records Manager, City of Seattle, Washington; Kyle Stannert, Public Records Manager, City of Bellevue, Washington.
10:00-11:30…Web and Social Media: A New Challenge
Discussing the past, present, and future of website preservation, Adam Miller, Sr. Crawl Engineer for the Internet Archive, will start this session with an introduction to the architecture of the web, including how it can be preserved and reproduced. He will discuss the approaches taken by the open-source web crawler Heritrix to handle existing challenges and his approaches to integrate web browsers into the Heritrix pipeline. The creation of records retention schedules for web and social media content on both the federal and state level will be addressed by Galen Wilson, Senior Records Analyst, National Archives and Records Administration, and Russell Wood, State Records Manager, Washington State Archives. Wilson serves as Team Leader on the NARA project to create a General Records Schedule for web and social media records. Wood and his staff have identified, defined, and scheduled the retention and disposition of web and social media records for state and local government agencies in Washington during the last few years.
Speakers: Adam Miller, Sr. Crawl Engineer, Internet Archive; Russell Wood, State Records Manager, Washington State Archives; Galen Wilson, Senior Records Analyst, National Archives and Records Administration.
1:00-2:00…Keynote: Electronic Government Research: Current State and Major Challenges in the Years Ahead (presented by Dr. Hans Scholl, Associate Professor, University of Washington, Information School)
Electronic Government Research (EGR) has developed from its early beginnings at the end of the 20th century to a bustling interdisciplinary and international research stream with over 5,000 peer-reviewed publications in the English language alone. Moreover, governments at all levels and in all branches have successfully been using Information and Communication Technologies (ICTs) to better serve citizens and businesses and make governments more responsive, transparent, and flexible. Dr. Scholl will present a high-level overview of the current state of EGR. Following that, the major new challenges to EGR are presented: Democratic government of the 21st century is believed to head towards even more agility, leanness, responsiveness, accessibility, openness, and participation than its predecessors in the 20th century. At the same time, democratic government has to cope with new challenges and trends, which are unprecedented in their potential impacts (positive and negative) on society at large. These challenges are intertwined and interact. The talk will cover the interacting challenges of market regulations and deregulations, the third industrial revolution, sustainable levels of government spending and debt financing, the evolution of smart government, and the emergence of new models of participation. Information and communication technologies seemingly play a pivotal role in enabling the emerging shape of 21st century democratic government. They also appear to be instrumental in addressing and coping with the new challenges and trends. Consequently, electronic government research needs to fully engage in studying these complex phenomena and help both theory and practice understand the choices and potential outcomes.
2:15-3:45…Records Management in the Cloud: State and Federal Views
Scott Roley, Senior Records Analyst, National Archives and Records Administration, will describe NARA Bulletin 2010-05, Guidance on Managing Records in Cloud Computing Environments and present an overview of the major issues relating to records management in the cloud. Additionally, current data on agency cloud initiatives as reported pursuant to the recent Presidential Memorandum – Managing Government Records will be presented and an overview of the cloud-related goals included in the Records Management Directive required by this Memorandum will be covered. Oregon State Archivist, Mary Beth Herkert, will then share her recent and ongoing experiences with creating and implementing a “records management in the cloud” system. In 2009, Oregon came up with a statewide solution to provide effective and affordable electronic records management service to all state and local government entities. The solution employs "a software as a service" model where a private sector vendor provides the hardware and software for the management of public agency records. Thus was born the Oregon Records Management Solution (ORMS). This session will explore actual working solutions and talk about lessons learned and where we are going from here.
Speakers: Scott Roley, Senior Records Analyst, National Archives and Records Administration; Mary Beth Herkert, State Archivist, Oregon State Archives.
4:00-5:00…Digital Archives: Build It and They Will Come
Having ingested and preserved over 110 million state and local government records since 2004, staff members of Washington State Archives, Digital Archives share their experiences, lessons learned, and what lies ahead for the Digital Archives. June Timmons, Chief Applications Architect, and Dan Waterbly, Senior Application Developer, will discuss the creation of tools that enable government agencies in Washington to transfer archival electronic records as “self-service” transactions, including an automated ingestion application, Archive This!; the Holding Electronic Records Tank (HERT) for records that are not supported for item level retrieval; and an online indexing application, the Web Indexing Portal, used by volunteers around the world. They will also discuss various file formats and the challenges they present. Carol Shenk, with the Seattle City Clerk’s office, will join the discussion to share information on her project of preserving Seattle City Council’s and associated Committees’ meeting audio files and then transferring them to the Digital Archives using Archive This!. Seattle City Clerk’s office is a partner agency with the Digital Archives, and Shenk transfers the audio files after preparing them for preservation and access using the Digital Archives’ guidelines.
Speakers: June Timmons, Chief Applications Architect, Washington State Archives, Digital Archives; Dan Waterbly, Lead Developer, Washington State Archives, Digital Archives; Carol Shenk, Information Officer, Legislative Department, Office of the City Clerk, Seattle. WA