1. Welcome to the CoSA Member Web Conference March 28, 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. 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. TELL US WHERE YOU ARE!

2. Today’s Agenda 1. Welcome 2. CoSA Update 3. Electronic Records Awareness SERI Advocacy & Awareness Subcommittee 4. Q & A 5. Future CoSA Web Conferences CoSA Member Web Conference – March 28, 2013 2

3. CoSA Update 1. Washington Briefing PowerPoint slides posted on CoSA website 2. Importance of State Archives document 3. Georgia Archives letter Copy of letter posted on CoSA website 4. Issues & Awareness Task Force work CoSA Member Web Conference – March 28, 2013 3

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 5

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 6

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 7

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

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 future have the information needed to support the continued preservation of and access to these records. CoSA Member Web Conference – March 28, 2013 9

10. Records-specific goal We will work with the governor's office at the beginning of an administration to develop policies and procedures for managing email so 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 10

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 11

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 12

13. Step 2: Identify your stakeholders Key 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 13

14. Step 2: Identify your stakeholders Involved/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 14

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

16. Step 3: Assess your stakeholders Role 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 16

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

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

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

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 20

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

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

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 23