Potomac Forum The Forum of Choice for Government & Industry Training Since 1982

The Forum of Choice for Government & Industry Training Since 1982

Managing Government Records (RM) Training Workshop XIV

Agency Self Assessments are in to NARA -- How Can You Improve Your Scores?

Tuesday, June 20, 2017

On site registration will be available at the Willard. Online registration is now closed.

Keynote Speakers


Don Rosen

Director of Records Management Oversight and Reporting
National Archives and Records Administration (NARA)


Arian Ravanbakhsh

Supervisory Records Management Policy Analyst

Office of the Chief Records Officer (OCRO)
National Archives and Records Administration (NARA)




Guest Speakers


Matthew Olsen

Chief Privacy and Data Sharing Officer

Executive Director, Office of Privacy & Information Management (PIM)

U.S. Department of Health and Human Services (HHS)


Mark Patrick

Chief, Information Management Division, The Joint Staff Secretariat

Department of Defense (DOD)


Tim Kootz

Records Management Division Chief

Office of Information Programs and Services, Bureau of Administration

U.S. Department of State


David Alspach

Office of the Secretary

U.S. Department of the Interior


Cheryl Smith, CRM 

Information Governance Specialist, NetSmith, Inc. 

Formerly RM Strategist as a consultant for the Governmental Accountability Office’s Electronic Records Management System. 


Mark Mandel, CRM, CIP

ECM/RM Solution Architect

Open Text Public Sector Solutions

Former Chief Records Officer & Archivist, District of Columbia


Carol Brock, CRM

Public Sector Industry Strategist & Information Governance Expert, OpenText

Former Director of Information Assets, Records Officer, & Deputy Privacy Officer, U.S. Government Accountability Office (GAO) and Strategic Consultant on the Department of the Interior’s Leadership Team for the e-Mail, Electronic Records and Document Management System (e-ERDMS).

Tuesday, June 20, 2017

Meeting Location: 
Willard InterContinental Hotel

Willard Intercontinental Hotel
1401 Pennsylvania Avenue N.W.
Washington 20004
United States

Metro Center (Red, Orange, Blue Lines). Use the exit marked “12th & F Sts” to exit onto F St., then continue straight two blocks and cross 14th St.


With the recent headlines regarding government email retention and e-discovery, it is important to understand how the NARA/OMB regulations and  deadlines will impact your agency. This one-day Potomac Forum Workshop will focus on the activities mandated by the NARA/OMB Records Management Directive. Key executives from NARA and government agencies will discuss the directive and its implementation. Detailed review and analysis of the directive will be presented to help agencies better understand what they need to do, how to do it, and how to get the funding necessary to be successful. The recent Agency Submissions to NARA are discussed along with scores and suggestions for improving Agency Scores.

What You Will Learn: 

  • What happens now that the 2016 deadline has passed
  • What needs to be done to comply with the provisions of OMB M-12-18
  • How the relationship between NARA and Federal agencies have and will change
  • How the role of technology will evolve in the achievement of OMB M-12-18’s goals
  • What this initiative will mean for Federal records management in the short and long term
  • What the components of a sustainable Records Management program will be in this new environment
  • A better idea of the commitment of time and resources needed to comply with the Directive
  • How the Senior Agency Officials can and are making a difference in improving the management of government records
  • NARA Requirements for managing email – lessons learned from recent IRS news event - Complying with the Law - the Federal Records Act and what it means for email and other records losses  
  • Newly Added:  The November 2014 Records Management Legislation and what it means to Agencies and Records Managers
  • and more...
  • Specific agency actions to be completed in response to the Directive by 2019
Why You Should Attend: 

  • To gain a clear understanding of OMB M-12-18
  • To assist you in getting the best start on the many changes OMB M-12-18 will bring to your agency
  • To learn key funding strategies to help your agency implement solutions to meet its objectives
  • Hear from other government officials about the practical aspects of complying with the Directive
  • Ensure success of your Records Management Program as you implement the Directive
  • Lessons Learned since the publication of the Directive
  • Understand the NARA requirements for email management – avoiding embarrassing non-conformance

Understand email retention regulation, policy, and legislation

Who Should Attend: 

  • CIOs and the Staff including technical staff involved with Records Management
  • Senior Agency Officials (SAOs) charged with responsibility for the implementation of solutions for their agency
  • IGs and Staff
  • Government Records Managers
  • All those with responsibility for initiating and carrying out the reforms mentioned in the President’s Records Management Directive
  • Professionals responsible for managing information resources on an enterprise-wide basis
  • Those needing to understand latest NARA policy and guidance
  • Contracting, Procurement and Acquisition Management Professionals
  • Program Managers Who Must Understand Records Management in Government
  • Government executives who want to understand email retention and records management regulation, policy, and legislation.

Industry Partners


This workshop will combine keynote presentations by NARA, lectures on implementing the Directive, real world examples, and discussions to provide a thorough, enjoyable day of learning.




Registration and Continental Breakfast


Welcome and Logistics for the Day


Art Chantker

President, Potomac Forum


Keynote Presentation 1:

Keynote:  NARA Plans for 2017 and beyond and a high-level overview of NARA project portfolio. High-level overview of 2016 reporting results.

Don Rosen, Director of Records Management Oversight and Reporting (NARA ACO), National Archives and Records Administration (NARA)



Keynote Presentation 2: NARA Panel / Questions & Answers

This session will provide a deeper dive into agency reporting and an introduction to the Maturity Model. NARA speakers will share the trends and areas of concern that may require agency attention; as well as the implications of these trends for M-12-18 2019 success criteria.


- Don Rosen, Director of Records Management Oversight and Reporting (NARA ACO), National Archives and Records Administration (NARA)

- Arian Ravanbakhsh, Supervisory Records Management Policy Analyst, Office of the Chief Records Officer (OCRO), National Archives and Records Administration (NARA)




Refreshment Break



How to Meet the Objectives of M-12-18 to Support the Mission and Save Money

  • This session illustrates how agency top priorities are impacted by an effective approach to managing information.
  • Best practices for addressing enterprise deployment of records management for email and other content is addressed, highlighting mistakes to avoid in order to reduce rework.
  • Significant cost savings and efficiencies are realized if the strategy and deployment for M-12-18 are in sync with agency priorities.


Mark Mandel, CRM, CIP, ECM/RM Solution Architect, OpenText Public Sector Solutions



Hosted Working Luncheon with Report Out


Attendees will be asked to discuss a specific Records Management Topic related to OMB M-12-18. A luncheon table representative will be asked to summarize the discussion and "Report Out" to the workshop attendees.  Lunch is served at the beginning of the period. 



Report Out from Luncheon Assignment and Class Discussion


The designated "Report Out" representatives will brief the results of the working lunch discussion and the class will discuss with assistance of the instructor.



M-12-18 & Digital Transformation:  Lessons Learned and Best Practices Panel

  • Lessons learned from recent headlines
  • Best practice recommendations
  • Key experiences from agency records officers
  • What is working, what is not



Mark Mandel, CRM, CIP, ECM/RM Solution Architect, OpenText Public Sector Solutions



- Matthew Olsen, Chief Privacy and Data Sharing Officer, Executive Director, Office of Privacy & Information Management (PIM), U.S. Department of Health and Human Services (HHS)

Carol Brock, CRM, Public Sector Strategist & Information, Governance Expert, OpenText

- Tim Kootz, Records Management Division Chief, Office of Information Programs and Services, Bureau of Administration, U.S. Department of State

- David Alspach, Office of the Secretary, U.S. Department of the Interior



Refreshment Break



Holistic Records Management


Mr. Patrick will discuss records management as a subset of a holistic approach to managing all of an organization’s data. Whether electronic, paper, or resident in the minds of its employees, an organization’s business information must be instantaneously accessible so senior leaders can make data-driven decisions at the speed their jobs require. This is a journey of many steps - some involving people, process, and technology.


Comparisons will be drawn between the DoD Joint Staff’s journey and your own organizations’ making this a highly impactful session for information, records, knowledge, IT, and legal professionals alike.


- Mark Patrick, Chief, Information Management Division, The Joint Staff Secretariat, Department of Defense (DOD)



Records Schedule Modernization Strategies to Support Electronic Record Keeping and Lessons Learned

  • Simplified functional records schedules are essential to the success of electronic records management.  This presentation provides the features and benefits of big bucket schedules. 
  • Processes for creating modern schedules are presented.  In addition, implementation challenges and pitfalls to avoid will be covered along with success factors for determining your results. 


Cheryl Smith, CRM , Information Governance Specialist, NetSmith, Inc. 



Wrap-up and Q&A



Workshop Adjourns


  Post Workshop Discussions with Instructors on Specific Individual Topics


Registration Information: 

  Early Bird Registration Fee AFTER JUNE 10
Government Employees:
(Federal, State or Local Government Issued ID)
 $ $695 
Special Reduced Rates in Support of Government Budget Reductions
 $ Now $795
Industry and Contractors:
(Including contractors on-site and in direct support of government agencies).
($795 = 13% Registration Fee Reduction)
 $ Now 895


Team Rate: Send a team to learn together. Register two or more employees from the same office at the same time and the second person onwards registers at $200 off the current rate.


Registration Includes: Presentations, Workshop Notebook, Continental Breakfast, All Day Refreshments and Hosted Luncheon

Keynote Speaker: 

Don Rosen

Director of Records Management Oversight and Reporting
National Archives and Records Administration (NARA)


Donald Rosen is the Director of Records Management Oversight and Reporting at the National Archives and Records Administration. In this position, he leads multiple teams in providing records management oversight to federal agencies. Prior to this position he served as the the Director of Policy, Analysis and Enforcement within the same office where he was responsible for the development of ERM policies and guidance including the Managing Government Record Directive.
Prior to joining NARA in 2008, Don spent 15 years in the private sector working with both Federal and commercial clients on a variety of records and information management engagements. He holds a Masters degree in Technology Management from the University of Maryland and Bachelors degree from George Mason University.

Arian Ravanbakhsh

Supervisory Records Management Policy Analyst

Office of the Chief Records Officer (OCRO)
National Archives and Records Administration (NARA)


Arian D. Ravanbakhsh currently serves as Supervisory Records Management Policy Analyst in the Office of the Chief Records Officer at the National Archives and Records Administration. Since 2006, he has worked on, and now leads, the Policy and Program Support Team (ACPP). This team is primarily responsible for overseeing the implementation of the Managing Government Records Directive (OMB M-12-18) and developing NARA records management guidance for Federal Agencies.


Previously, he served as a NARA appraisal archivist working with the records of several agencies including the U.S. Navy and the Nuclear Regulatory Commission. Prior to coming to NARA in 2000, Mr. Ravanbakhsh worked for ten years at the Maryland State Archives, eventually becoming the Director of Geographic Services.


He has served on the Board of Directors of NAGARA and as a member of the Society of American Archivists, ARMA International, and the Mid-Atlantic Regional Archives Conference. He holds a B.A. in Political Science from Washington College in Chestertown, MD.

Guest Speakers: 

Mark Mandel, CRM, CIP, BPMm, ERMm


EIM Architects


Mark Mandel is Principal of EIM Architects, Enterprise Information Management Consulting.  He has 40 years of experience in the information management industry and is a frequent speaker at industry events. Mr. Mandel is past president of the National Capitol Chapter of AIIM and the Northern Virginia Chapter of ARMA, and also served on the Board of Directors of AIIM International.  


Mr. Mandel is the former Chief Records Manager and Archivist for the District of Columbia. Mr. Mandel recently retired from OpenText after six and a half years serving primarily Federal clients, and has worked in the past for Sallie Mae and Unisys, among others.  He is an expert in records management, document management, business process management and FOIA.


Mr. Mandel brings a wealth of real world experience to the records management community, offering best practices for solution architecture, implementation methodology, funding, and change management.


Matthew Olsen

Chief Privacy and Data Sharing Officer

Executive Director, Office of Privacy & Information Management

U.S. Department of Health and Human Services (HHS)

Matthew Olsen has held positions across the information management spectrum within the federal government over the last 15 years. His work includes privacy, the Freedom of Information Act (FOIA), and records management. He is currently the Acting Chief Privacy and Data Sharing Officer for the U.S. Department of Health and Human Services, where his emphasis is on maintaining and improving privacy and information management practices across the Department.


Matthew has also held previous positions at the Social Security Administration (SSA), Peace Corps, the Office of Management and Budget, and the National Archives and Records Administration.

Carol A. Brock, CRM

Certified Records Manager
Records Management Strategist
OpenText Public Sector
(Former Director of Information Assets, GAO)


Carol was a member of the core management team steering the U.S. Department of the Interior’s enterprise-wide content management system with auto-categorization serving 98,000 users in all 50 states from a FISMA-moderate cloud in full-compliance with federal regulations and guidance. 


She was the former Director of Information Assets for the U.S. Government Accountability Office. At GAO, she successfully spearheaded a NARA pilot project for simplified records scheduling and implemented an enterprise-wide electronic recordkeeping system for which she earned the National Archivist’s Achievement Award.


She has 20+ years of Federal RM experience as a contractor, consultant, and Federal employee. Carol is also a Research Fellow at the University of Texas at Austin working on a Ph.D. in Digital Preservation. 


Carol is a founding member of the U.S. Federal Information and Records Management (FIRM) Council and is an active member of ARMA and AIIM.  As a member of AIIM's C-30 Committee, she co-authored the EDM/ERM Integrated Functional Requirements.


Carol is a frequent speaker on the topics of electronic records and document management technologies.  In June 2010, Carol provided invited expert testimony, “Federal Electronic Records Management:  A Status Report” on behalf of ARMA, International before the Subcommittee on Information Policy, Census, and National Archives of the House Committee on Oversight and Government Reform.


Tim Kootz

Records Management Division Chief

Office of Information Programs and Services, Bureau of Administration

U.S. Department of State


Bio coming soon!

David Alspach

Office of the Secretary

U.S. Department of the Interior


Dave holds a Bachelor of Science degree in Management Information Systems from Bowling Green State University and a Master's in Business Administration degree from the University of Dayton.  Dave has over twenty years private sector experience in various Information Technology and Customer Services roles implementing and supporting global and enterprise applications. 


Since joining the Federal workforce in 2010, Dave has held positions responsible for Capital, Planning, Privacy, Paperwork Reduction Act, and Records Management.  In 2012 Dave became the Officer of the Secretary Records Officer for DOI and in 2016 was promoted to the Departmental Records Officer position.  During this time Dave has been an integral part of development and implementation of DOI's Electronic Records Management Program and has led the development of DOI's innovative Departmental Records Schedule initiative.  Dave is also a 2017 graduate of the Excellence in Government Fellows Program at the Partnership for Public Service.

Mark Patrick

Chief, Information Management Division
Joint Staff Secretariat
Department of Defense (DOD)


For more than nine years Mark Patrick has overseen the Records Management Program of the Joint Staff and Combatant Commands on behalf of the Chairman of the Joint Chiefs of Staff. His 40-person division manages the official corporate record archive for the “Top Five” of the Joint Staff—the Chairman and Vice Chairman of the Joint Chiefs of Staff, the Assistant to the Chairman, Director and Vice Director. The Information Management Division portfolio includes research for current business, e-discovery, Enterprise Content Management policy, the Freedom of Information Act program, Automatic Declassification, policy and forms program management.

Cheryl Smith, CRM

Senior Records Manager

Customer Value Partners


Cheryl Smith has over 35 years’ experience in records and information management, quality assurance, and program management, including 25 years supporting Federal government customers. She is a Senior Records Manager with Customer Value Partners (CVP), supporting a digital transformation project at the Department of State. Prior to that she was Information Governance Specialist at NetSmith, Inc.  She supported the U.S. Government Accountability Office as RM Strategist for their enterprise electronic records management program, and she assisted with development of their simplified big-bucket retention schedules. She has also worked with several executive branch agencies to help them develop new policies and update their out-of-date retention schedules for electronic records. She is a Certified Records Manager (CRM), a Certified Information Professional (CIP), and has an MS in Library Science from Drexel University.  She is the President of the Metro Maryland ARMA Chapter and is on the Executive Board of the National Capital Chapter of AIIM.

Cancellation Policy: 

Confirmed registrations who cancel within 3 business days of the program will be subject to a $250 cancellation fee. Registrations cancelled after the program starts are subject to the full registration fee. Substitutions can be made at any time. In the event a particular training workshop is cancelled, the liability of Potomac Forum, Ltd is limited to refund of any prepaid registration fee.

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