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Home > 2008 Records Management Conference

South Carolina Department of
Archives and History
Archives and Records Management Division
Records Management Conference
Tuesday, April 29, 2008

About the Conference

The conference will have concurrent sessions repeating in the morning and afternoon along with tours of both the Archives & History Center and the State Records Center. Session topics include:

• Basic Records Management
• EDMS and Digital Imaging
• Microfilm Best Practices
• Disaster Mitigation
• Digital Media
• Digitization of Historic Documents and Records

All sessions will be conducted by Archives staff and include recommended best practices and explanations of Archives requirements.

Agenda

8:30-9:30 Registration

9:30-10:00 Plenary Session

• Welcome
• Opening Remarks
• Archives and Records Management Issues and Activities

10:00-11:00 Concurrent Sessions:

• Basic Records Management for State Agencies - This session covers basic records management practices for state agency and state supported college and university personnel including information on the South Carolina Public Records Act, records inventory, using records retention schedules to manage active and inactive records, and legally destroying records.
• Basic Records Management for Local Governments - This session covers basic records management practices for county, municipal, school district, and special purpose district personnel including information on the South Carolina Public Records Act, records inventory, using records retention schedules to manage active and inactive records, and legally destroying records.
• Electronic Document Management Systems (EDMS) and Digital Imaging - These are two effective and essential tools for all levels of government to better serve our citizens. The State of South Carolina has made it easier by awarding state contracts that permit us to hire select service bureaus that provide EDMS and imaging services or purchase from select vendors the hardware and software to do-it-yourself. The requirements for retention and disposition of records created and maintained using EDMS and digital imaging are not any different than those for using paper, microfilm or any other system. There are, however, challenges in meeting the records management and preservation requirements for the electronic public records created and maintained. Dealing with these challenges upfront is best, but if not done at first the challenges still must be faced. Hear what you must be doing to manage your electronic records to satisfy the mandated requirements.
• Discourage Disasters by Hindering Hazards - Disaster mitigation is the result of the actions you take today to help prevent, alleviate, or diminish the potential effects of a disaster situation. As part of any disaster planning, you must address the hazards your office may face. By putting emphasis on hindering those hazards or mitigating potential threats you can prevent future problems. Are your records at risk? Are there steps you can take to eliminate or reduce that risk? In this session we’ll be discussing risk reduction as an integral part of your disaster planning process and be sharing ideas on how you can help hinder hazards and discourage disasters.

11:00-11:15 Break

11:15-12:15 Concurrent Sessions:

• Digital Media: Selection, Storage Facilities, and Access Procedures - Electronic records must be stored on media that enable state and local government to meet long-term operational and legal requirements. Your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as you need them. This session, based upon the Electronic Records Management Guidelines developed by the South Carolina Department of Archives and History, will provide an overview of digital media storage options to help you choose appropriate media and physical storage space for your electronic records and develop related access procedures.
• Digitization of Historic Documents and Records - Is digital imaging right for you? Should you digitize those older documents and records? Digital imaging is increasingly demanded by the public for access to documents and records. Many agencies and local governments also view digital imaging as a solution to many of their own problems. This session will present some of the issues involved in the digitization of older historic documents and records to include cost, suitability, staff commitment, and access. Use the experiences gained by State Archives staff to better determine if digital imaging is right for you.
• Microfilm Best Practices - This session will look briefly at the early beginnings of microfilm and highlight current technology and practices, including electronic images to Archive Writer 16 mm film for security purposes. Other topics include proper completion of transmittals for transferring security microfilm to the State Archives, film duplication for office purposes, and proper film storage.
• Archives and History Center tour - Tour the SC Archives and History Center where over 300 years of state and local government records are maintained and made available to researchers.  Take a guided tour through the public parts of the facility including the reference and exhibit rooms and get a behind-the-scenes look at the stack areas and the microfilm, digitization, and conservation lab.

12:15-1:15 Lunch

1:15-2:15 Concurrent Sessions (See Session Descriptions above)

• Basic Records Management for State Agencies
• Basic Records Management for Local Governments
• Electronic Document Management Systems (EDMS) and Digital Imaging
• Discourage Disasters by Hindering Hazards

2:15-2:30 Break

2:30-3:30 Concurrent Sessions (See Session Descriptions above)

• Digital Media: Selection, Storage Facilities, and Access Procedures
• Digitization of Historic Documents and Records
• Microfilm Best Practices
• Archives and History Center Tour