Records Management: The Future is Not What it Used to Be
Presentation to the NASS Records Management Forum, Seattle, WA, May 1, 2015
Published on: Mar 3, 2016
Transcripts - Records Management: The Future is Not What it Used to Be
NASS Digital Records Forum – Seattle – May 2, 2015
the future is not what it used to be
Records Management as a state CIO Priority
2008 2009 2010 2011 2012 2013 2014 20152007
NASCIO - Document/Content/Records/E-mail management (active, repository, archiving)
How the Environment (and Conversation) is Changing
NEW PLATOFORMS + TOOLS
OLD + GROWING PROBLEM
Increasing Capacity GOVERNING Gooks
The work of government is
The people of government
The systems of government
are a mess
High Volume, High Velocity, High Variety
Big Data and Open Data
Open data is part of that variety.
It is data that can be freely used.
Everything Will Be Predictive Perceivant.
WindyGrid + the SmartData Project Chicago CIO Brenna Berman
Undoing the Bad Habits of the PC State of Washington
Private, Public, and Hybrid Clouds State of Washington
Getting Out of the Infrastructure Business Government Technology
Video and Audio: Indexable, Searchable + Retrievable
Going Social in Public
Social Mentions as Public Records
"Record" means a book, letter, document, paper,
map, plan, photograph, film, card, tape, recording,
electronic data, or other documentary material
regardless of physical form or characteristics that
is prepared, owned, received...
Utah’s Legal Code (63G-2-103)
State of Utah
Policy Guidance from Utah State Archives
“Content on a social media site that relates to
transactions of government business is a record and
must be managed accordingly.”
“Manage emails and other communications sent or
received via social media sites according to existing
policies on email management.”
“Many existing schedules apply to records on social
State of Utah
These Kind of Records include Social Mentions
“Any and all documents that relate to…”
“All reports of the incident…”
“All emails and communications between…”
How Much Do You Archive?
Tweet =126 characters
Metadata = 2,308 characters
Important details such as user IDs & timestamps
Critical for authenticity in legal situations
Frequency: How quickly can you capture new content
before it is lost or deleted?
Comprehensiveness: Do you have all of the records you
need? Are the records complete? What about metadata?
Authenticity: How is the data stored? Can you prove that
it is an accurate record? Will it hold up in court?
Context: How easily can you locate the relevant records?
Can you actually make sense of them when needed?
Dateline: Jefferson City
Flickr: Steve Warren
DAYS THAT MISSOURI WAS A WORLDWIDE
Cybersecurity = risk management.
Security incidents are inevitable.
Fund and support.
Plan PR mitigation.
Elected and Appointed Officials
What You Can Do
Connecting CivicTech to Government eRepublicLabs.com
If You Don’t Build It, Someone Else Will Opportunity space
Civic Crowndfunding citizinvestor
Open Data and Transparency Alabama.gov
Participatory Budgeting pbnyc.org
Government is Not Where Citizens Are
Six Ways to Hack Yourself Erepubliclabs.com
Shift Your Mindset: Help your agency, your community function
as a startup by leveraging lean business principles to promote
Be A Voice of Reason: Understand the true cost of technology &
innovation, and encourage leadership to not always invent new
solutions that can be solved with something that has already
Experiment Often: Don’t be afraid of experimentation and will
encourage frequent tests to ensure that they are meeting their
Measure & Adapt: Encourage frequent measurement &
adaptation to cut inefficient spending and waste.
Paul W. Taylor
Chief Content Officer
Editor at Large
Presentation available at