Public. President s Letter. VAGARA EXECUTIVE BOARD PRESIDENT Maralee Weeks

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1 Public August 2018 The newsletter of the Virginia Association of Government Archives & Records Administrators President s Letter Greetings VAGARA Members and Friends, The VAGARA Board is working hard through these dog days of summer! Vacations have occurred and conference planning is progressing nicely. Jessie Graham, program chair, is lining up great speakers and Nancy Tyler, Margie Tacci, and Chris Koch are busy making arrangements for everything else to fall in place. I am excited to see what s ahead. The Board has had another officer change. Kimberly Salyers, Treasurer, resigned her position on the board in June when she resigned from her current employer and moved out of state. We wish Kim well in her future endeavors. We were very fortunate to have Jessica Burgess accept the Treasurer position after Kim s departure. Jessica was introduced in the last newsletter, when she volunteered to help with the website (which is not a board position). The board conducted a review of the treasurer s books and accounts before turning them over to Jessica. We are pleased to report that all accounts were balanced and in good standing. The Board is working on modernizing the language of VAGARA s governing documents. For instance, instead of having to mail the agenda two weeks before a meeting, we are now able to provide the agenda electronically before the meeting. We will finalize the updates and share them on the website. Members should review these changes prior to voting on the final version at the annual business meeting. We look forward to seeing everyone at the conference and as always, please reach out to any board member if you have questions, concerns, or suggestions. Maralee Weeks, President INSIDE THIS ISSUE President s Letter. 1 Membership Update...2 Annual Conference Information Member/Vendor of the Year Nomination....4 Connis O. Brown Scholarship...5 VAGARA EXECUTIVE BOARD PRESIDENT Maralee Weeks weeksmc@staffordschools.net VICE PRESIDENT x. 251 SECRETARY Nancy E. Tyler netyler@fcps.edu TREASURER Jessica Burgess Jat2s@virginia.edu HISTORIAN Jessie Graham Jrg8h@virginia.edu MEMBERS AT LARGE Marilyn T. Johnson mjohnson@co.kinggeorge.state.va.us Noble Payne paynen@chesterfield.gov Margie C. Tacci x margie.tacci@herndon-va.gov Nicki Taylor x. 125 ntaylor@culpepercounty.gov MEMBERSHIP COORDINATOR x251

2 PAGE 2 VAGARA Membership Update Currently we have 159 individual memberships, three vendors, and nine Honorary Members. Records Management awareness is growing and this year s conference theme reminds us that it is everyone s responsibility. Regardless of your type of agency, ensuring legislative and regulatory compliance, managing risk and litigation, supporting enhanced productivity and streamlined processes, and safeguarding your organization's vital information, including historical records, are all parts of records management. VAGARA offers support, education, open exchange of information/best practices, and building of friendships for a nominal annual membership fee of $ So invite someone you know to join us! WEBMASTERS Nancy E. Tyler netyler@fcps.edu Jessica Burgess Jat2s@virginia.edu NEWSLETTER EDITOR Jessie Graham Jrg8h@virginia.edu Please contact me with any questions or concerns. Thank you for your continuing participation and support of VAGARA. Have a great summer and hope to see you in October. Vice President and Membership Coordinator The 34th Annual Conference is almost here! Everyone is busy securing speakers, taking care of exhibitors, raffle items, registration, and hotel details. The Sheraton Virginia Beach Oceanfront is excited to be hosting us for our 34th Annual Conference and we are looking forward to working with them to bring you a rewarding experience! If you have questions or would like to volunteer your services at the conference, please contact Chris Koch kochc@chesterfield.gov, Nancy Tyler netyler@fcps.edu, or Margie Tacci margie.tacci@herndon-va.gov. Registration is OPEN! Please visit to register, see the draft program, and get hotel information. This year s theme is Records Management is Everyone s Responsibility, and the board hopes to provide speakers that will give the VAGARA audience real tools to promote success in the areas of training, policy and workflow development, communication, and leadership.

3 PAGE 3 Featured Conference Topics and Speakers NARA Initiatives to Address Changing Federal Records Management Roles and Responsibilities Lisa Haralampus Director, Records Management Policy and Outreach, National Archives and Records Administration When They Don t Care: Practical Steps when Records Management Isn t a Priority for Others Dan Elam Vice President, Contoural Training Ideas Showcase: Real World Training Resources Martha Hazelgrove Dept. of Juvenile Justice, Jessie Graham - University of Virginia, Samara Carter George Mason University Records Workflows: A Journey of Continuous Improvement Tracey Beaver GIS Records Analyst, Prince William County Service Authority Elevating Your Records Management/Archives Program through Effective Communications Tod Chernikoff Resilient Leadership Madelyn Blair Calling All Exhibitors! Noble Payne is the Exhibitor Chair for the upcoming conference in October. The exhibitor location at the Sheraton Oceanfront Hotel has beautiful views of the boardwalk and ocean. It will be a great place to meet friends and potential clients! Please contact Noble at paynen@chesterfield.gov to get information on registering for the conference. Gift Baskets and Raffles at the Conference The gift baskets and raffle items available at the conference are all donated by VAGARA board members. The basket/raffle proceeds go toward scholarships for VAGARA members with a financial hardship who would like to attend the conference. A reminder for 2018 conference attendees you must be present to win.

4 PAGE 4 Member and Vendor of the Year Nominations Each year the VAGARA board solicits nominations for the outstanding Member and Vendor of the Year to honor at our annual conference. Nominations for 2018 VAGARA Member of the Year Members nominated for the award must meet a minimum of three (3) of the five (5) criteria: Leadership: recognized as a prominent figure for developing and/or coordinating presentations, meetings, seminars, workshops, or classes associated with the fields of Records Management, Archives, Information Science, or other related fields; is currently or has been a CRM or a leader in a professional organization associated with the fields of Records Management and/or Archives. Activities Participation: is currently, or has been, an active member of an organization by participating in activities; making contributions that have helped to promote, strengthen, and improved the organization; makes a difference by supporting and promoting the organization to others. Scholarship: is currently, or has, demonstrated quality speaker presentations, led training sessions and/or classes, written articles, contributes or has contributed to the newsletter, is a member of a SIG (Special Interest Group) or participated in their meetings; contributes to professional standards by enhancing learning opportunities for fellow professionals and/or members. Original Contribution: recognized for contributing original work that supports the fields of Archives and Records Management, e.g., developing a records management manual for an agency or locality; publishing books, pamphlets or monographs that augment a particular field of study, successfully introduces new technologies into the workplace; develops an information policy that affects an agency, organization, or government entity. Working Contributions: recognized for contributions made in the fields of Archives and Records Management in areas such as developing records retention schedules; establishing a vital records program, creating an active records program; establishing an archival program; forms management, reports, correspondence controls, reformatting program; establishing reprographic controls for an organization, and/or developing an electronic records program. Working Contributions: recognized for contributions made in the fields of Archives and Records Management in areas such as developing records retention schedules; establishing a vital records program, creating an active records program; establishing an archival program; forms management, reports, correspondence controls, reformatting program; establishing reprographic controls for an organization, and/or developing an electronic records program. Vendor of the Year Vendors nominated for the award must have made significant contributions in support of VAGARA s mission by promoting and contributing to the fields of Archives and Records Management. Any member of VAGARA may nominate a member and/or a vendor. Please send your nomination and reasons that support the criteria above to Dianna at. No special form is required. The winning Member and Vendor will be announced at the 34 th Annual conference in Virginia Beach. Nominations must be received by Friday, September 7.

5 PAGE 5 Connis O. Brown Scholarship Need help attending the 34th Annual VAGARA Conference? Apply for the Connis O. Brown Scholarship! The Connis O. Brown Scholarship fund was established by VAGARA in February 1989, to recognize and support those individuals who desire to advance their knowledge of the records management profession and the principles of VAGARA through the educational offerings at the annual conference. An applicant for the Connis O. Brown Scholarship must be a VAGARA member in good standing having professional affiliation in the archives, records management, or information systems field. Applicants must not have been awarded the Connis O. Brown scholarship during the previous two years. Priority will be given based on financial need, professional development and continuing education. To apply for the 2018 scholarship, click this link: Applications should be addressed to Angela Diggs, Scholarship Committee Chair and sent electronically to angiediggs.528@gmail.com. Applications must be received by Friday, August 24.