FreeDoc® Winter Records Forum 2021

Re-imagining Records and Information Management (RIM)

February 10th & 11th, 9am - 4pm Virtual Webinar Forum Just $49 (Includes Both Days)

Agenda

FreeDoc® Winter Forum 2021	February 10th	February 11th
Session 1: 9:00 AM – 9:50 AM (PST)	Rethinking how to Manage Electronic Records Leslie Turner, CRM Ever notice in conversations about managing information that you might use the same word or similar language, but it turns out to mean something completely different? Records professionals and IT often have the same goals, but talk about it differently. This session is all about defining your terms, and getting on the same page when it comes to managing agency public records.	ECM: A Survey of Must-have features and functions Bill Saffady, PhD Software evolves with new capabilities to meet customer requirements. Cloud-based configurations offer an alternative to on-premises installation for customers interest in a fast, low-cost start-up. Optional add-on components expand the technology’s scope and integrate with related information management applications and services. This session describes the features and functions organizations should consider when selecting ECM products, with a software survey covering core functionality and special capabilities of market-leading ECM.
Session 2: 10:00 AM – 10:50 AM (PST)	Cost Management – Office Space Planning & Remote Work Peter Frix, CDIA Remote work is spotlighting personal productivity and office space planning as the new frontier for enterprise operations. During times of tight budgets, agencies can make small moves to see big wins. This session studies the financial expense of enterprise methods to share and store information. Learn how small steps with cloud-based ECM transforms operations for better space planning, personal productivity and agency compliance.	Space Planning with ECM This business case shows how ECM is used to lessen physical expenses and achieve greater effectiveness with less employee fatigue. Throughout the illustration, steps to automate compliance for auditing and retention are discussed. Contract Management with ECM Automated routing for editing, review approval & management of contracts. This session shows how methods, once considered ‘leading edge’, have become standardized.
Session 3: 11:00 AM – 11:50 AM (PST)	COVID response to remote working, and the Business Case for ECM Bill Saffady, PhD Since the 1950s, records management has made significant contribution to efficient and economical management of office space, an important component of an organization’s operating costs. The closure of offices in response to the COVID-19 pandemic has created another opportunity for records managers to contribute to cost-effective space management. With many offices empty or underutilized, government agencies, companies, and non-profit organizations are reevaluating the suitability and cost of their physical workplaces. If remote working continues, an organization can get rid of unneeded space or avoid the cost to reconfigure or expand its existing space to comply with public health requirements. For this to occur, however, remote workers must have reliable online access to the records they need to do their jobs. Enterprise content management provides that capability. This session will discuss the role of ECM as an enabling technology for remote working and a cost-effective investment for organizations that want to reduce their office footprints.	Financial Automation with ECM Smart Invoice Capture and Forms combine to improve the Accounts Payable process and support Credit Card and Bank Statement reconciliation. Additional examples illustrate the efficiency and time savings from assembling pre-submittal documentation needed for back-up & review before the check-run.
Break
Session 4: 2:00 PM – 2:50 PM (PST)	The Elephant is Still in The Room – Email & More Leslie Turner, CRM Emails appeared in our workspace in the 90’s. Thirty years later we’ve got email elephants sitting on our servers. When the pandemic struck, agencies were forced to provide remote work environments. Now those elephants have multiplied to become herds! Plus, recordings of remote meetings (i.e., Teams and Zoom) have taken the place of in-person sessions. This session reviews some of the approaches to manage volumes, with tips and strategies to avoid those elephants taken up space in the room!	Records Management and the DoD 5015 Standard Leslie Turner, CRM What is the Department of Defense (DoD) 5015.2 standard and why is it important? Often seen as “just a records management standard”, this session introduces the standard and describes the different functions it covers, as part of software development. For example, security, portability, data interoperability and more. There’s a reason fewer than 20 vendors are DoD certified. All it takes is effort. Don’t be fooled by imitations! Vendors must PROVE these functions when tested BEFORE award of the DoD5015.2 certification.
Session 5: 3:00 PM – 3:50 PM (PST)	RIM in a Post COVID World – The Future is NOW Leslie Turner, CRM The world as we knew it has been completely changed by the COVID pandemic, and “business as usual” is not usual anymore. History shows that this type of event can be an opportunity to re-examine and re-evaluate. What lessons have been learned? What can your RIM future look like as we adjust to a different way of working, and move forward?	Managing Records Requests with ECM See how Forms and Workflow programmatically manage the disclosure process (PRR). Make PRR a predictable and systemic task to support better compliance, with less staff fatigue. Options include automated gathering of performance metrics for JLARC reporting.

Certification Credits

Select your professional certification from the tabs below to view continuing education credits pre-approved for Winter Forum 2021.

ARMA
Information Governance Professional (IGP)

Preapproved for a total of 7 CEU hours of ARMA IGP credit.

IIMC
Certified Municipal Clerk (CMC)

The FreeDoc Winter Forum is eligible for 1 CMC Experience or 1 MMC Professional Contribution point per 6 educational hours offered. Attendees will need to provide proof of session attendance with their IIMC paperwork.

WAPRO
Certified Public Records Officer (CPRO)

FreeDoc Winter Forum 2021 Sessions are approved for credit as follows:

D000122	Rethinking how to Manage Electronic Records	0.75 CEC
D000123	The Elephant is Still in the Room – Email & More	0.75 CEC
D000124	ECM: A Survey of Must-have features and functions	0.75 CEC
B000186	Managing the PRR Process – Forms and Workflow	0.75 CEC

NAGARA
Government Archives and Records Administration Certificate (GARA)

2021 Winter Records Forum has been pre-approved by the GARA Subcommittee for seven (7) possible GARA Study Hours, with each session worth one study hour!

ICRM
Certification Maintenance Points (CMP) for CRA/CRM

Winter Forum 2021 is approved for 10 CMPs from ICRM good towards CRA or CRM certifications.

Speakers

Leslie Turner, CRM, CPRO, ERM, IG – Consultant, FreeDoc

Joined FreeDoc® Consulting in 2017
Program Specialist & Records Consultant, WA State Archives, 2006 – 2017
Washington State Common Records Retention Schedule (CORE) consultant
Public Records Manager, WA State Department of Ecology, 2002 – 2006

William Saffady, PhD – Consultant, FreeDoc

Joined FreeDoc® Consulting in 2017
Former Professor of Library Sciences, Vanderbilt University
Author of over 100 publications on Records & Information Management
International expert on Enterprise Content Management systems

Peter Frix, CDIA, CERIM – Consultant, FreeDoc

FreeDoc® President
Certified Electronic Information Records Manager
Certified Document Imaging Architect
26 years industry experience

“I’m so excited FreeDoc® is offering this forum again. I was impressed last year and I am confident I’ll be blown away again. That you’ve gotten pre-approval for training credits with ICRM and WAPRO is really appreciated!”

– Kirsty Jones, CRA, CPRO Records Officer – Clyde Hill Police Department

“I just wanted to thank you again for the wonderful forum – the charging stations, the materials, the food! The unlimited tea and water was amazing! You can tell that your team really put some thought into the forum and how to make the day educational, fun, and inspiring. You all set the bar high for other forums/conferences.”

– June Brown (former) Records Management Officer – Washington State Department of Revenue