2022 SAA Records Management Section Virtual Colloquium – Call for Submissions!

For Records and Information Management month (April), we are seeking proposals for 5-7 minute presentations on the topic of records management. The colloquium will be scheduled for the later half of April working with presenters availability. If you are interested in presenting or participating please complete the following survey questions regarding the colloquium no later than March 4th, 2022. We will notify presenters the week of March 14, 2022.

The event will be free!

Send any questions or concerns to saarecordsmanagement@gmail.com or committee chair, Krista Oldham (koldham@library.tamu.edu)

Please find the survey here: https://docs.google.com/forms/d/e/1FAIpQLScfSqdD598WZUR-hLrl7a5mV1VbR_VbtS6UDv6aO8jW0Mgacw/viewform?usp=sf_link

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Building Alliances Pt. 3, Implementation and Leveraging Microsoft 365 (M365) to Manage Your Organizations Records

Building Alliances – Part 3, Implementation and Leveraging Microsoft 365 (M365) to Manage Your Organizations Records. Join us January 21, 2022, 1:30-2:30pm E.S.T.

Register in advance for this meeting:

https://ksu.zoom.us/meeting/register/tJwkc-6urjotE9IJiT3HDbwLCOm7Ez3lQueg

Ryan Leimkuehler, University Records Manager at Kansas State University and David Brown, Archivist and Head of Records Management Services as the U.S. Securities and Exchange Commission will continue their discussions on how to establish Archives and Records Management Programs through the formation of strategic cross organizational alliances. Our January discussion will focus upon successfully deploying M365 in your organization and utilizing it functionalities in support of records management.

M365 provides various platforms and a powerful suite of tools with the potential to significantly improve how your organization collaborates and utilizes information. The implementation of M365 transforms how information is created, shared, organized, managed, and retrieved within Microsoft platforms such as SharePoint Online, MS Teams, OneDrive, and Exchange Online.  

M365 can be a confusing landscape with multiple options to complete tasks and little official guidance about when and where to adopt new capabilities. That is why it is essential to understand how to utilize the tools and features to improve collaboration and work processes while promoting compliance through the management and control of information.

Ryan has been in M365 environment for five to six years while Dave is relatively new to the platform. They will discuss and share their organization specific experiences and then will welcome questions and discussion points from attendees.

Building Alliances Pt. 2, Connecting with Your Information Technology Department – Coffee Chat Teaser

Building Alliances – Part 2, Connecting with Your Information Technology Department. Join us March 19, 2021, 2-3pm E.T.

Register in advance for this meeting here: https://ksu.zoom.us/meeting/register/tJctcu-gqDwoH9VpGJ2fNgeLni6R9upJMpp4

Ryan Leimkuehler, University Records Manager at Kansas State University and David Brown, Archivist and Head of Records Management Services as the U.S. Securities and Exchange Commission will continue their discussions on how to establish Archives and Records Management Programs through the formation of strategic cross organizational alliances. Our March discussion will focus upon fostering a productive mutually beneficial relationship with your organization’s information technology staff.

Our discussion will begin like this:

Dave: Establishing an effective records management program can be achieved in a myriad of ways which are often specific to the organization where you work. However, if your goal is to institute a dynamically proactive 21st century records and information management program that is not continually reacting to new technologies and systems after they have been added to your organization’s enterprise architecture, then you must foster a collaborative partnership with your organization’s information technology staff.

Ryan: The perspective I will bring to the discussion will focus on how you move your program from a fledgling records management program to one that builds relationships and has mutually beneficial collaborations. Dave is right, and I wholeheartedly support him, that a modern records program needs to be aligned with the interests and needs of the IT department. This is also a two way street. I have been a part of reactionary records management when our University went on Covid-19 lockdown and all employees were pushed to working from home and started the use of Microsoft Teams and OneDrive. Through these reactions, I was able to start the process of embedding myself in IT committees, working groups, and policy/procedure discussions. While the pipelines and procedures are not perfect now we are in a much better position to adapt to the new technology that will inevitably arrive.

From here, the discussion could go in many directions depending on the interactions of our colleagues. Some questions we will consider are:

·         What is the context of your relationship with IT in your institutions?

·         Who are your key partners in IT?

·         How do you develop a relationship with IT?

·         What can you expect (the twists and turns of maintaining an RM/IT collaboration)? 

Building Alliances – Coffee Chat Teaser

Building Alliances – Part 1, Where to Start? Join us January 8, 2021, time 1:00pm Central Time Register for the event here: https://ksu.zoom.us/meeting/register/tJAkcuirqzgvGtFkHPGooCNqJPEw-NW36N31

Ryan Leimkuehler, University Records Manager at Kansas State University and David Brown, Archivist and Head of Records Management Services as the U.S. Securities and Exchange Commission will hold a series of discussions on how to establish Archives and Records Management Programs through the formation of strategic cross organizational alliances. The goal of these discussions is to be interactive with our colleagues and the format is an initial discussion by Ryan and Dave that over the course of an hour expands to include those who have joined the event.

A typical discussion would go like this:

Dave: I think that one’s ability to forge cross organizational alliances is just as essential to successfully building and maintaining an archives and records management program as your professional knowledge and expertise. What do you think of that statement?

Ryan: I think it is critical that we form alliances and build bridges wherever possible. Just anecdotally, I have heard stories of records managers who can do very little outside of their core area because they are either not trusted or not understood across the organization. In my case with Kansas State University, a lot of this groundwork was already established, but I knew I needed to strengthen the ties and relevance to other areas outside of the University Libraries. To meet these ends we formed the Records and Information Management Committee (RIMC) and identified key offices across campus who should be represented such as: the office of the registrar, general counsel, faculty representation, office of research, human capital services, open records officer, and IT. Through this group, we established a foothold in critical offices and our work in developing retention schedules and improved efficiencies/training has justified our existence for other offices not represented on the records committee. I also developed a training program so we can meet offices ‘where they are’ and move them to ‘where we want them to be.’ So far it is Shared-Drive Clean-Up training and Records Management 101 with various on demand trainings upon request such as email management. Without this committee and our training activities, I do not believe we would be nearly as effective as we are right now and in full disclosure, we have a long way to reach every office on campus.

Dave: When starting a job in a new organization, for me, the two most important things to know about your records and information management program (RIM) are: 1) where you are; and 2) where you want to go. These two data points are your guideposts to how you are perceived and identifies the key organizational collaborators you need to engage to either enhance or change the perception of your program.

Ryan: I agree that those two data points are important in determining next steps in any RIM program. When I came onboard KSU I knew that I was the first records manager for the university. I also had some prior knowledge of the organization in my role as government records archivist for the Kansas Historical society. We collaborated on starting the process of updating their retention schedule that was passed in the 90’s and never updated since. So with that knowledge going into my position I knew I needed to leverage the Records and Information Management committee (RIMC) and develop a training program to justify our relevance and value we could offer to offices we worked with.  In the three years I have been at KSU we have updated most of the previous retention schedule and brought many unofficial retention schedules and policies up to date and made them official by working through the State Records Board.

An inventory of personal skills is also useful for a department of one, like myself, or of your team. In my case I know I am comfortable teaching/training and thus the training program made sense for me to pursue early on. I also know that I have various soft skills that are useful in repairing damage done or building new bridges.

From here, the discussion could go in many directions depending on the interactions of our colleagues. Some possible topics might be:

  • Who are the likely allies for you to target?
  • How do you repair any damage done to your program prior to your arrival?
  • Are there alliances you can build outside of your organization?
  • Have you had challenges dealing with some administration or departments who do not see our value? how can I change their minds?