OVERVIEW: Since early 2020 the State of Oregon has been operating largely as a virtual workplace, leveraging a complex network of software environments to continue to serve the people of Oregon during one of the most disruptive events in the last century. While many legacy systems, housed on-site and accessed via VPN, continue to be heavily used, the State is increasingly moving to cloud-based integrated solutions such as Microsoft 365.
These new environments enable smoother, quicker, and more efficient work and collaboration, but also present huge new challenges surrounding the management of data and records. How do we leverage new tools like classification, final versions, and retention within this environment? Just how does one execute a retention schedule when everything is interconnected? How do we ensure the security of protected information while removing barriers to access elsewhere? These are just some of the questions faced by Oregon’s M365 implementation team. Through nearly two years’ worth of discussion, compromise, and collaboration the team has begun to develop a roadmap for navigating this new wilderness.
In this presentation, State Records Manager Kris Stenson and Chief Data Officer Kathryn Darnall Helms will talk about developing a partnership between records management and data governance through the M365 implementation, the tough decisions made along the way, and the plan for ensuring effective and secure Records and Data Management in the years to come. Topics will include the process for identifying major retention groups, access and external sharing concerns, and systems of record.
GARA CERTIFICATE COMPETENCIES: "Retention and Disposition" OR "Electronic Records and Information Management"
PRESENTERS: Kristopher Stenson, State Records Manager, Oregon State Archives, and Kathryn Darnall Helms, Chief Data Officer, State of Oregon