conference schedule

Wednesday, October 23

2:00 - 4:30 PM	Exhibitor Set-up	Ballroom - Salon C
4:30 - 5:30 PM	Early Registration	Cottage Row
4:30 - 7:30 PM	Exhibits Open	Ballroom - Salon C
6:00 - 7:30 PM	President's Reception Sponsored by	Ballroom - Salon C

Thursday, October 24

7:30 - 8:45 AM	Registration and Exhibits	Cottage Row, Ballroom - Salon C
7:30 - 8:45 AM	Breakfast Buffet Sponsored by	Ballroom - Salon A/B

8:45 - 9:00 AM	Welcome and Introductions Jessie Graham, President	Ballroom - Salon A/B
9:00 - 10:00 AM	Keynote Address: The Library of Virginia at its Bicentennial Dennis T. Clark, Librarian of Virginia	Ballroom - Salon A/B
	Dennis Clark, the new Librarian of Virginia, will reflect on the 200th anniversary of the institution while sharing his vision for its future as an archival agency, educational institution and reference library.
10:00 - 10:10 AM	Ambassador Introduction - CivicPlus	Ballroom - Salon A/B
10:10 - 10:55 AM	Rethinking Virginia's Civil War Past John Mancini, former president of AIIM and author of Immigrant Secrets	Ballroom - Salon A/B
	My wife's great-grandfather, Caleb Sowers served in the 24th Virginia Infantry (the Floyd Riflemen) for almost the entire U.S. Civil War. He enlisted shortly after the Civil War began, and served until just a few days before the surrender at Appomattox — he was captured at a crossroads battle outside of Petersburg called Five Forks (there is still an exit off I-85 for Five Forks). He was a drummer, and was in a number of notable battles, most notably Pickett’s Charge at Gettysburg. I will use the story of how I uncovered Caleb's story as a vehicle to reflect upon the ethical issues we often encounter as archivists and records managers when thinking about archives and records from a past with which we are no longer comfortable. Increased awareness of the critical role that archives - and the people to whom we entrust their care - play in how history is recorded and how our current activities will be viewed by future generations. This issue is particularly challenging given the explosion of digital information and the complex issues associated with AI.
10:55 - 11:15 AM	Coffee Break with Exhibitors	Ballroom - Salon C
11:15 - 11:20 AM	Partner Introduction - Gimmal	Ballroom - Salon A/B
11:20 AM - 12:15 PM	The New World of Information Governance: Digital Transformation, Process Automation and AI Kurt Thies, Gimmal and Craig Kelso, Texas State Library and Archives Commission	Ballroom - Salon A/B
	In today's rapidly evolving technological landscape, digital transformation is a pivotal force reshaping the public sector, particularly in government records management. This presentation explores how government agencies are leveraging technology to automate their processes, enhance service delivery, and improve governance of information. Designed for government records managers, it offers insights into the integration and implications of digital transformation, data privacy, process automation, and artificial intelligence (AI) in managing public records, emphasizing compliance with data privacy and data minimization requirements.
12:15 - 1:45 PM	Lunch Buffet Sponsored by	Ballroom - Salon A/B

	During lunch, we'll hold the annual business meeting and awards. Members are encouraged to review the meeting documents ahead of time. Proposed changes to the constitution and bylaws will be discussed.
1:45 - 2:00 PM	Exhibits	Ballroom - Salon C
2:00 - 2:05 PM	Partner Introduction - Donoma	Ballroom - Salon A/B
2:05 - 3:05 PM	Freedom of Information Act (FOIA) and Records Panel: Serving Citizens and Avoiding Trouble Megan Rhyne, Virginia Coalition for Open Government, Joshua Heslinga, Virginia Information Technologies Agency, and Robin Wallace, City of Staunton	Ballroom - Salon A/B
	Government everywhere has experienced a rise in requests for records under FOIA. The panel will address common scenarios and how government can and should approach records requests, providing insight on how government can not only fulfill its legal obligations but better serve citizens and avoid problems. There is an important ongoing relationship between records management and FOIA, and thinking about the approach that public bodies take, the technology used, and the roles of FOIA and records officers can help improve results for both public bodies and requesters.
3:05 - 3:25 PM	Coffee Break with Exhibitors	Ballroom - Salon C
3:25 - 4:10 PM	The Hidden Impacts of Paper-Based Records Management Kelly Plourde and Kathryn Corp, Scribbles Software and Holly Cobb, Hampton City Schools	Ballroom - Salon A/B
	School and district operations staff are more than familiar with the amount of money spent on paper in their offices. But what if we told you in addition to that, there are significant costs to families, students, staff, and school reputations lurking below the surface? This session will reveal these previously unknown costs to educational communities. We'll also share anecdotes from one records management leader in your own neck of the woods about how and why she and her district are moving away from paper and toward a more sustainable, secure, and accessible solution for everyone. Lastly, we'll provide tools to attendees so they can conduct an audit to examine how these hidden costs may impact their agency or locality.
4:10 - 5:10 PM	Networking Session	Ballroom - Salon A/B
	Join your colleagues for a facilitated networking activity.
5:10 - 5:30 PM	Closing and Exhibitor Prize Drawing	Ballroom - Salon A/B
	Dinner on your own

Friday, October 25

7:30 - 8:45 AM	Registration	Cottage Row
7:30 - 8:45 AM	Breakfast Buffet	Ballroom - Salon A/B
8:45 - 9:40 AM	Microsoft 365: A Case Study of Retention at the University of Virginia Caroline Walters, University of Virginia	Ballroom - Salon A/B
	This session will review of the implementation of Microsoft 365 (M365) and the use of retention labels and other retention options as well as discussion of the differences in retention functionality between E3 and E5 licenses. Attendees will take away knowledge of how UVA is using retention labels and retention policies in M365 and learn what access was needed and thought processes were used to make the project a success
9:40 - 10:40 AM	New Pathways in Outreach Glenn Smith, Teshawna Threat, Emily Johnson, Chad Owen, Library of Virginia	Ballroom - Salon A/B
	The Library of Virginia Records Management Section has pivoted significantly toward virtual options in training and outreach in 2024, with new staff, new ideas, and new platforms. Recorded training sessions, informational blogging, open town halls, and a revamp of the entire organization's web site are among the strategies attempted for this year, along with a general shift away from in-person to virtual training sessions. LVA analysts will discuss the concepts, execution, and lessons learned from these efforts and how they can hopefully be scaled up or down to suit the needs of VAGARA members in their own organizations. RM Section Manager Chad Owen will moderate for the panel.
10:40 - 11:00 AM	Closing and Raffles	Ballroom - Salon A/B

Program Changes

The session Preserving Public Health: The Critical Role of Health Regulatory Record Retention has been removed from the schedule at the request of the speakers.