1. Welcome to the CoSA Member Web Conference July 25, 2013 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. 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.

2. Webinar Etiquette 1. Mute your phone by pressing *6 2. DO NOT put your phone on hold 3. Raise your hand if you’d like to speak 4. Identify yourself when speaking 5. Use the chat box for questions/comments CoSA Member Web Conference – July 25, 2013 2 This is…

3. Today’s Agenda 1. Welcome 2. CoSA Update 3. Advocating for Electronic Records Part II: Tailoring the Message to Your Audience SERI Advocacy & Awareness Subcommittee 4. Future CoSA Web Conferences CoSA Member Web Conference – July 25, 2013 3

4. CoSA Update 1. 2013 CoSA-SAA Joint Annual Meeting a. Let us know you’re coming: http://www.surveymonkey.com/s/2013_annual_meeting_attendance http://www.surveymonkey.com/s/2013_annual_meeting_attendance b. List of CoSA events and registration information available on CoSA’s website: http://www.statearchivists.org/meetings/2013/index.htm http://www.statearchivists.org/meetings/2013/index.htm 2. Replevin Agreement Signed with Manuscript Society 3. Dues Reminder 4. Recap of SERI Introductory Institute 5. Remember to complete the post-webinar survey CoSA Member Web Conference – July 25, 2013 4

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 6

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 8

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 CoSA SERI

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

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 CoSA SERI

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) CoSA SERI

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

17. 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 Records creators 17 CoSA Member Web Conference – July 25, 2013

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 19

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 20

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 22

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 23

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 25

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

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

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 28