Good afternoon from Virginia Beach! I have been the Records Manager for the city since 2007 and our program has been in place since 1989. We are probably one of the few, if not the only records program, that has records management responsibility for not only city departments, but our school district and all of our court operations. If there is anyone else out there doing this – please let me know! We have three of our own records centers but also utilize commercial off-site storage. Currently we have approximately 41,000 boxes in inventory, process approximately 1,100 file retrievals each month and of course, handle other records functions such as box transfers and destructions.

Sadly, Virginia Beach still works in a paper world too. Much like Bruce White’s operation, we deal mostly with the retention of paper. I am working with my IT department to develop an ERM plan and hope that such an application will become a reality in the not too distant future. We actually did a study several years ago that recommended we implement an ECRM solution. However, due to the financial commitment, this has not happened.

My angst and the things that keep me up at night are how to manage records in shared drives and SharePoint. Currently, we have no policy in place to cover how departments should structure their shared drives, their SharePoint environments and handle retention/disposition of that content - it’s ad hoc. Hence the need for the ERM plan! Another thing that I would like more information/training/knowledge sharing on is managing social media content – how are others across the Commonwealth handling this explosion of information? And of course, email is always a sore subject; our city does not archive and our current policy is to print and save - which brings us right back to that paper issue!

I guess I could be considered one of the lucky ones as Records Management is my only job – not an added on or “other” duty as required. Our program is dedicated to managing city records for the entire enterprise - but we still have a long way to go.

Thanks to Jessie and the entire Records Analysis division at LVA for the opportunity to share.

Susan Marziani, Public Records Manager

City of Virginia Beach | Department of Public Libraries | Records Management Division

2424 Courthouse Drive | Building 18 | Virginia Beach, VA 23456

O (757) 385.8908 | F (757) 385.5812 | E [log in to unmask]

From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Walters, Caroline (cw8de)
Sent: Thursday, February 06, 2014 12:16 PM
To: [log in to unmask]
Subject: Re: Need assistance with session content - What it means to be a records officer

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

In response to the VITA information – I learned earlier this week that VITA along with other IT folks in state agencies will be holding a one-day conference on information security sometime in April. Shirley Payne, VP for Information Security, Policy & Records at UVa – and also my boss – is the conference chair. She had a meeting yesterday and I should be able to share a link to the conference information soon.

Caroline

Caroline J Walters, CRM

University Records Officer

Information Security, Policy & Records Office

University of Virginia

Box 400898

Charlottesville, VA 22904

(434) 243-9162

[log in to unmask]

www.virginia.edu/recordsmanagement

From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of White, Bruce L.
Sent: Thursday, February 6, 2014 10:33 AM
To: [log in to unmask]
Subject: Re: Need assistance with session content - What it means to be a records officer

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

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]

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

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

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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