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The Forum of Choice for Government & Industry Training Since 1982

Records Management in Government Training Workshop VI – Complying with the OMB/NARA M-12-18 and The Fast-Approaching 2016 Deadline For Managing Email Electronically

Managing Government Records Directive Updates: Lessons Learned and Best Practices

Thursday, August 21, 2014

 

**Online registration for this workshop is closed as of 1:20pm on August 20th. Onsite registration will be available as space permits at the Willard Hotel starting at 7:30am on Thursday August 21st. Please send any questions to info@potomacforum.org.**

 

Organizational Co-Sponsors:

 

Maryland ARMA Logo AIIM Logo

ARMA International

Metro Maryland Chapter

www.arma-metromd.org

AIIM International
National Capital Chapter

www.nccaiim.org

 

 

Recent headlines regarding the deletion of records email at the IRS highlight the importance of records management of email in electronic format.  These headlines underscore the importance of managing email according to policy, using industry best practice.

 

This One-Day Workshop will provide the attendee with information to better understand what needs to be done by government agencies to comply with the Presidential Records Management Memo. Agencies will learn from NARA, Agency Records Officers, and Industry Experts. Attending this training can save your agency significant time and effort in implementing an effective records management program and meeting the OMB/NARA imposed deadlines.

 
On August 24, 2012, OMB Acting Director, Jeffrey D. Zients and David S. Ferriero, Archivist of the United States jointly issued M12-18: MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES AND INDEPENDENT AGENCIES, SUBJECT: Managing Government Records Directive. 

 

 

 

 

The following is with formal permission from ARMA International
Full Article is available at: http://www.arma.org/r1/news/washington-policy-brief/2014/07/08/irs-e-mail-controversy-gives-boost-to-electronic-records-reform

 

 

Arma International

 

Jul 08, 2014
 
Revelations regarding the unauthorized disposal of e-mail records at the Internal Revenue Service have created new momentum for efforts to reform records management policies and practices in the federal government.
 
Testifying before the House Oversight and Government Reform Committee on June 24, David Ferriero, archivist of the United States, highlighted the work being done by government agencies to meet electronic recordkeeping deadlines and to demonstrate compliance with federal records management statutes and regulations.
 
“The effective management of e-mail is a central, animating issue for the National Archives and the government as a whole as we work to meet the requirements of [the Managing Government Records Directive],” Ferriero said. The National Archives and Records Administration (NARA) and the Office of Management and Budget had issued that directive in August 2012 as a means to implement a presidential memorandum from November 2011 which started an effort in the executive branch to reform records management policies and practices.
 
 
               
This workshop is the fifth in the series on the Managing Government Records Directive. This Workshop will focus on what has happened recently:
 
  • General Records Schedule Updates
  • Open Government Plan 2014 – 2016 Draft
  • New Capstone Resources and Video
  • New Federal Records Officer Network
  • Automated Electronic Records Management Plan 
 

This Potomac Forum Training Workshop provides an in-progress update on the lessons learned in implementing the memo, what needs to be done to comply and how records management has improved based upon the implementation of the memo.  The one-day format maximizes the information presented in a minimum time away from the office.

 

Learn best practices for managing email electronically, meeting the requirements of IT, legal, records managers and business users as a component of a larger Information Governance program.

 

 

NARA Keynote:
 

Donald Rosen
Director, Policy Analysis and Enforcement
Office of the Chief Records Officer
NARA

 

Guest Speaker:

 

Jason R. Baron, Esq.

Drinker, Biddle & Reath LLP
(Former  Director of Litigation, National Archives and Records Administration)
 
SPECIAL PRESENTATION by Jason Baron:
The Archivist’s Directive & Email Management: How You Can Avoid the Next Agency Scandal Over Missing Email
  • What NARA is informing agencies with respect to email management  in light of the Archivist’s Directive and the 2016 mandate for email;
  • How NARA’s new Capstone policies can be implemented efficiently
  • What The Key Lessons Are To Learn From Recent News Headlines on the Subject of Missing Email
 

 

Additional Guest Speakers:

 

Cheryl Smith,CRM
Vice President and Senior RIM Consultant

NetSmith, Inc.

 

Mark Mandel, CRM

Records Management Solution Architect

OpenText

 

James Willson-Quayle

Director of Directives, Records Management and Declassification
Department of the Navy
 
Mark Patrick
Chief, Information Management Division
Joint Chiefs of Staff
Department of Defense 
 
Ron Swecker
Program Manager
U.S. Department of Transportation
 

 

Thursday, August 21, 2014

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 β€œ12th & F Sts” to exit onto F St., then continue straight two blocks and cross 14th St.

Overview: 

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.

 

Goals of this workshop are:

  • Provide attendees with a clear idea of the changes envisioned in the Directive,
  • Strategies to obtain funding for solutions
  • Help understand the role of the Senior Agency Official (SAO) in setting agency priorities and achieving program success
  • Describe the developing roadmap that will lead to realizing these changes, and
  • Describe the steps individual records managers can do now to align their work with the records management future the Directive envisions.
  • Specific Agency Actions to be Completed by December 2013 and the out years
  • Establishing a community of interest for Records Management.
What You Will Learn: 

  • What needs to be done to comply with the provisions of OMB M12-18

  • How the relationship between NARA and Federal agencies have and will change

  • How the role of technology will evolve in the achievement of OMB M12-18’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 news events.

Why You Should Attend: 

  • To gain a clear understanding of OMB M12-18

  • To assist you in getting the best start on the many changes OMB M12-18 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

Who Should Attend: 

  • Government Records Managers
  • Senior Agency Officials (SAO’s) charged with responsibility for the implementation of solutions for their agency
  • All those with responsibility for initiating and carrying out the reforms mentioned in the President’s Records Management Directive
  • CIO's and the Staff including technical staff involved with Records Management
  • 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
  • IGs and Staff
  • Program Managers Who Must Understand Records Management in Government
  • Industry Partners
     
Format: 

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.

Agenda: 

7:30AM Registration and Continental Breakfast
8:30AM Welcome and Logistics for the Day
Art Chantker, President, Potomac Forum, Ltd.
8:45AM

Keynote Address: NARA Update

  • Progress to date on OMB 12-18
  • NARA Working Group on RM Automation
  • New Capstone Draft Guidance
  • Upcoming Milestones

 

Donald Rosen
Director, Policy Analysis and Enforcement
Office of the Chief Records Officer
NARA
9:45AM

Email Best Practices - NARA Email Requirements and What Agencies Need to Know to Meet the Requirements (Avoiding Embarrassing Non-conformance)

Mark Mandel, CRM, CIP OpenText

 

10:45AM Refreshment Break
11:00AM

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

 

Cheryl Smith,CRM
Vice President and Senior RIM Consultant
NetSmith, Inc.

12:00PM

Hosted Working Luncheon with Report Out  
Attendees will be asked to discuss a specific Records Management topic related to OMB M12-18   A luncheon table representative will be asked to summarize the discussion and “Report Out” to the workshop attendees.

1:00PM

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.

1:30PM

The Archivist’s Directive & Email Management: How You Can Avoid the Next Agency Scandal Over Missing Email

  • What NARA is informing agencies with respect to email management  in light of the Archivist’s Directive and the 2016 mandate for email;
  • How NARA’s new Capstone policies can be implemented efficiently
  • What The Key Lessons Are To Learn From Recent News Headlines on the Subject of Missing Email

 

Jason R. Baron, Esq.
Drinker, Biddle & Reath LLP
(Former  Director of Litigation, National Archives and Records Administration)

 

2:30PM Refreshment Break
2:45PM

Panel of Experts: Next Steps in Directive Implementation

  • NARA Working Group Activities
  • New Guidance for Email, Transfers, Electronic Record Formats
  • Best Practice Recommendations

 

Moderator: Mark Mandel, CRM, OpenText

 

Panelists:

 
Jason R. Baron, Esq.
Drinker, Biddle & Reath LLP
(Former  Director of Litigation, National Archives and Records Administration)

 

James Willson-Quayle

Director of Directives, Records Management and Declassification
Department of the Navy
 
Mark Patrick
Chief, Information Management Division
Joint Chiefs of Staff
Department of Defense 
 
Ron Swecker
Program Manager
U.S. Department of Transportation
 
3:30PM

Key Strategies for ERM Funding

  • Alignment of NARA/OMB M-12-18 with Agency IT Priorities
  • Email Best Practices
  • Agency Strategic Plan

 

Mark Mandel, CRM, CIP
ECM/RM Solution Architect, OpenText

4:30PM

Wrap up and Q&A

4:45PM Workshop Adjourns

Agenda Subject to Change

Registration Information: 


Government Employees: $995 (Federal, State or Local Government Issued ID)
Reduced Registration Fee: $895

 

 

 

Government Registrations are given First Preference!
Government Team Discount Rate: Send a team to learn together. Register one employee and the second person from the same department registers at 50% of the current rate.  
 

 

Industry and Contractors: $1,095 (Including contractors on-site and in direct support of government agencies).
Reduced Registration Fee: $995

 

 

Registration Includes: Presentations, Workshop Notebook with presentations, Continental Breakfast, Hosted Working Luncheon at the Willard, and AM and PM refreshment Breaks.

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.

Guest Speakers: 

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.

Jason R. Baron, Esq.

Drinker, Biddle & Reath LLP
(Former  Director of Litigation, National Archives and Records Administration)
Frequent Speaker on Media (CNN, MSNBC, NBCNews, NPR) and Quoted in The New York Times, Wall St. Journal, Washington Post, TIME Magazine, etc.)

 

Jason R. Baron serves as Of Counsel in the law firm of Drinker, Biddle & Reath, in their Information Governance and eDiscovery Group in Washington, D.C.  He also co-chairs the recently formed Information Governance Initiative, a consortium and think tank devoted to advancing information governance.  Mr. Baron was recently elected to be Chair-elect of the D.C. Bar E-discovery Committee. 

 

Previously, Mr. Baron served between 2000 and October 2013 as Director of Litigation for the National Archives and Records Administration.  He formerly held the positions of trial attorney and senior counsel in the U.S. Department of Justice, where during the 1990s he acted as lead counsel in landmark litigation involving the preservation of White House e-mail.  He has served as Co-chair on the steering committee of The Sedona Conference® Working Group on electronic document retention and production, and has served as an editor-in-chief on three Sedona commentaries.  Mr. Baron was a founding co-coordinator of the U.S. National Institute of Standards and Technology TREC Legal Track, a founding co-organizer of the “DESI” (Discovery of ESI) workshop series devoted to search issues, and a Visiting Scholar at the University of British Columbia. Mr. Baron is currently an Adjunct Faculty member at the University of Maryland, where he teaches e-discovery in the graduate College of Information Studies.  He also has served on a number of advisory boards, including on the Board of Directors of ARMA International, and is a member of the Georgetown Advanced Institute on E-Discovery. 

 

Mr. Baron was recognized as an ediscovery “trailblazer” in The American Lawyer’s August 2013 issue on the “Top 50 Big Law Innovators of the Last 50 Years.”  He was the 2011 recipient of the prestigious international Emmett Leahy Award, recognizing his career contributions in the field of records and information management.  He also is the 2013 recipient of the Justice Tom C. Clark Outstanding Government Lawyer award, given by the Federal Bar Association.  During his time in public service Mr. Baron received numerous other awards, including from the Justice Department, the Archivist of the United States, the National Security Council, the Department of Health and Human Services, and the Social Security Administration.  He also received a Fed 100 award from Federal Computer Week in 2008 for his e-discovery related advocacy.  Mr. Baron received his B.A. degree, magna cum laude, from Wesleyan University, and his J.D. from the Boston University School of Law.  

James Willson-Quayle, Ph.D.

Innovation Manager,
Office of Strategy and Innovation,
Deputy Under Secretary of the Navy

 

James Willson-Quayle works in the Office of Strategy and Innovation for the Deputy Under Secretary of the Navy.  Over the past 13-plus years he has held leadership roles in several records management programs, both in the federal government and the private sector, and most recently served as the Director of Records for the Department of the Navy.   Prior to that he was the Director of Politics and Values for the George Washington University.  He holds a Ph.D. from the London School of Economics and Political Science.

 

Mark Patrick

Chief, Information Management Division

Joint Chiefs of Staff

Department of Defense 

 

For more than five 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.

Ron Swecker

Program Manager

U.S. Department of Transportation

 

Ron Swecker joined the Department of Transportation in early 2007 and currently serves as the Director of the Departmental Records Management Office. In this role, he focuses on transforming Records and Information Management by actively engaging stakeholders within the RM Community and encouraging the collaboration of all impacted disciplines. He is actively engaged in Federal-wide RM initiatives and groups including the Federal Records Council. Additionally, he is the Founder and Co-Chair of the Federal Records Management Network (FRON) and the Chair of the DOT-wide Records Management Working Group.

Instructors: 

Mark Mandel, CRM, CIP, BPMm, ERMm

Principal

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.

 

Comments from Students: 

 

The overall workshop was very good.  It was informative and what I have learned can be taken back and applied to my office.
Records Management Specialist
Civilian Department
 

Excellent – I got a number of good ideas and suggestions.
Well worth the investment.

Regulation Council
Civilian Administration

 

One of the best trainings I have been to.
Records Manager
Navy Center

 

Very well done
Deputy Commissioner for Legislative and Congressional Affairs
Civilian Agency

 

The overall workshop was great.  I learned a lot of valuable information on to help me in my current position and provide additional guidance for my organization
Records Management Officer and Team Lead
DOT Agency

 

… for anyone who needs to follow the directive for records management
Admin Specialist
Civilian Commission

 

Outstanding!
Management and Program Analyst
DOT Agency
Very Well organized.  Job well done!
DoD IG Specialist

 

Great!
Assistant Records Manager
Small Agency Commission

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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