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John - thanks for the history lesson.  Good to know that Virginia hasn't changed much since I left government service over 10 years ago. :>)

Speaking of VITA - a session that is of interest to me (and possibly other state agencies) is the relationship between LVA, VITA, APA and other related agencies.  I am thinking more of the lines of a panel discussion.  VITA, for example, supports many state agencies in the Richmond area - VITA was established around the time I left VDOOT.  And based what I have read there is a love/hate relationship between VITA and other state agencies.  But I believe VITA has some influence how organizations design and implement electronic recordkeeping/data systems.  Although we have our own IT organization (like other universities) we model some of our policies and standards with theirs.

Regarding the APA - no one wants to go through an audit.  I've been through my share (including one well known a few years ago) and I would rather have had a root canal.  But I have also found, from my experience in the private sector, auditors can be our friend by bring attention to recordkeeping issues.  I worked closely with our auditing departments in developing checklists; LVA (along with a group of RMs) could guide APA in this process.  In the short term the idea would mean more work for me. But I see possible benefits in the long term.  One of our biggest challenges in the RM community is getting our organizations to recognize the importance of records management.  My experience at VDOT - when APA spoke management listened, for the most part anyway.

My thoughts are my own.

Bruce L. White, MBA, CRM, PMP
University Records Manager
Dept. of Information Technology Services
Old Dominion University
Perry Library, RM 3000D
Norfolk, VA Norfolk, VA 23529
Tel: 757-683-7017
[log in to unmask]<mailto:[log in to unmask]>
http://www.odu.edu/about/compliance/records


From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Breeden, John
Sent: Wednesday, February 05, 2014 12:49 PM
To: [log in to unmask]
Subject: Re: Need assistance with session content - What it means to be a records officer

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Ginny wrote: I agree with Bruce that "A general discussion regarding privacy laws and FOIA exemptions would also be helpful."  I have had to educate myself on the requirements of the Virginia Government Data Collection and Dissemination Practices Act (GDCDPA) which used to be called the Virginia Privacy Act.  This Act, along with FOIA, greatly impacts our recordkeeping policies and procedures, yet I have not seen any training offered.  The FOIA training that is provided every year is very informative and I would like to see similar training for the Virginia GDCDPA."

Unfortunately, the Commonwealth of Virginia does not approach records in a cohesive way.  LVA has responsibility for advising and assisting agencies to comply with the VPRA and the Freedom of Information (FOIA) Advisory Council does the same for FOIA (even though there are separate definitions for records in the enabling legislation for both!!)  and both organizations do a fine job of coordinating with each other, conducing joint training and directing folks to the proper place to get training and support.  Unfortunately, the General Assembly, in its infinite wisdom, has left the GDCDPA as an orphan, other than the guidance VITA provides to those state agencies that have to comply with their standards.
John

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