conference schedule

Disclaimer: The schedule is not yet finalized. Times and presentation descriptions are subject to change.

Wednesday, October 21

2:00 - 4:30 PM	Exhibitor Set-up	Redwood/Dogwood
4:30 - 5:30 PM	Early Registration	Pre-Function Area
4:30 - 7:30 PM	Exhibitors Open	Redwood/Dogwood
6:00 - 7:30 PM	President's Reception Sponsored by Quality Associates, Inc.	Redwood/Dogwood, Patio

Thursday, October 22

7:30 - 8:45 AM	Registration and Exhibitors	Pre-Function Area, Redwood/Dogwood
7:30 - 8:45 AM	Breakfast Buffet Sponsored by IQBG	Grand Oak Ballroom A/B

8:45 - 9:00 AM	Welcome and Introductions Matt Logie, President	Grand Oak Ballroom A/B
9:00 - 9:50 AM	Keynote Address: Records Management in the Age of AI Dr. Moya Hill, Dr. Moya Hill Solutions LLC	Grand Oak Ballroom A/B
	This keynote will focus on two areas that are deeply relevant to the records and information management field. The first is Records Management in the Age of AI, looking at how records and information management professionals are now at the center of AI, how a strong file plan supports AI accuracy and governance, and why proper records and information management is foundational to responsible AI use. The second is the Unified Information Governance Model. This model brings together all seven information governance disciplines — FOIA, privacy, records management, cybersecurity, risk management, training and culture, and legal and compliance — into one connected system for managing and governing information. Attendees will learn how this unified structure strengthens the work of records and information management professionals, why they sit at the center of information governance, and how their role forms the foundation for every governance decision an organization makes.
9:50 - 10:00 AM	Ambassador Introduction - Quality Associates, Inc.	Grand Oak Ballroom A/B
10:00 - 10:55 AM	Modernizing Retention Schedules for Electronic Records Management Maxine Pluto, Records Management and Information Officer, Virginia Housing Development Authority	Grand Oak Ballroom A/B
	As agencies continue migrating records into electronic repositories such as SharePoint and Microsoft 365, vague retention triggers such as “after last action,” “after event,” or “after superseded/obsolete” create significant challenges for automation, defensible disposition, and lifecycle governance. This session will discuss the importance of clearly defined cutoff events and measurable retention triggers in modern electronic records management environments.
10:55 - 11:15 AM	Coffee Break with Exhibitors	Redwood/Dogwood
11:15 - 11:20 AM	Partner Introduction - IQBG	Grand Oak Ballroom A/B
11:20 AM - 12:15 PM	Electronic Records Management: The Robot Revolution Emily Johnson, Records Management Analyst, Library of Virginia	Grand Oak Ballroom A/B
	The Robot Revolution is upon us! Technology has always been among us - from the invention of the printing press to the advent of the computer - but many agencies are struggling to stay afloat amidst the rapid influx of new technology we are seeing today. AI, emails, and "regular" electronic records are here to stay. This presentation will tackle how we can manage these records while maintaining compliance with the Virginia Public Records Act (VPRA). We'll discuss what rises to the occasion of a public record, the e-records policies agencies should develop, key partners to ally with, and how to train staff members to become confident e-records managers.
12:15 - 1:45 PM	Lunch Buffet Sponsored by PSL	Grand Oak Ballroom A/B

	During lunch, we'll hold the annual business meeting and awards ceremony beginning at 12:45 pm. Members are encouraged to review the meeting documents ahead of time.
1:45 - 2:00 PM	Exhibitors	Redwood/Dogwood
2:00 - 2:05 PM	Partner Introduction - PSL	Grand Oak Ballroom A/B
2:05 - 3:05 PM	Ephemeral Applications Use in Government Entities Teshawna Threat, Records Management Analyst, Library of Virginia	Grand Oak Ballroom A/B
	The growing use of ephemeral applications and disappearing-message platforms presents unique challenges for government agencies. This session explores the risks of ephemeral communications, including impacts on records management, transparency, cybersecurity, legal compliance, and information governance. By attending this session, participants will understand what ephemeral applications are and how they are being used within government environments, recognize the implications of disappearing messages on records retention, discovery, audits, and Freedom of Information Act (FOIA) requests, and learn practical strategies for developing policies, governance frameworks, and employee guidance related to ephemeral messaging platforms.
3:05 - 3:25 PM	Coffee Break with Exhibitors	Redwood/Dogwood
3:25 - 4:25 PM	'We're not in the library business': The Very Special Collections of Colonial Williamsburg's Rockefeller Library Emily Guthrie, Abby and George O'Neill Executive Director of the John D. Rockefeller Jr. Library, The Colonial Williamsburg Foundation	Grand Oak Ballroom A/B
	"What should be done with rare and original documents when we get them?" asked Colonial Williamsburg president Kenneth Chorley in his 1956 oral history. Providing his own reply, he continued, "You stick them down in the archives where nobody ever sees them. We're not in the library business." Contrary to Mr. Chorley's assertions, Colonial Williamsburg has been in the library business since the 1930s. Known today as the John D. Rockefeller Jr. Library, the Foundation's libraries and archives continue to play an essential role in the ongoing development and documentation of Colonial Williamsburg. Carefully curated, preserved, and shared with many researchers over the years, the special collections include unique documentation of everyday life in Tidewater Virginia from the 17th to the early 19th centuries, while a vast corporate archive documents Williamsburg's restoration and continuing story from 1926 to the present. This talk provides a brief history of the Foundations libraries and archives, and spotlights four of the Rockefeller Library's greatest hits: Arthur A. Shurcliff's "Boxwood Book"; the Elizabeth Hayes Notebook; the eighteenth-century letterbooks of Robert Carter III; and a copy of Hartmann Schedel's 1493 Liber Chronicarum (The Nuremberg Chronicle).
4:30 - 4:45 PM	Closing and Exhibitor Prize Drawing	Grand Oak Ballroom A/B
	Dinner on your own

Friday, October 23

7:30 - 8:45 AM	Breakfast Buffet	Grand Oak Ballroom A/B
8:00 - 8:45 AM	Registration	Pre-Function Area
8:45 - 9:45 AM	From Inventory to Automation: Operationalizing a File Plan Matt Logie, PLUS Data Governance Lead, Fairfax County	Grand Oak Ballroom A/B
	This session will cover the work done in Land Development Services of Fairfax County to develop an operationalized file plan. Reviewed in this discussion will be hurdles and experiences inventorying agency records, developing a policy, implementing a program with an operationalized file plan. Audience takeaways: Best practices for developing a records management program; Strategies to develop innovative solutions to address records management when buying additional software isn't an option; Strategies for overcoming the struggles of having records stored in multiple applications, network drives, and physical location.
9:45 - 10:45 AM	Records Management: Analysts' Work Behind the Scenes Teshawna Threat, Emily Johnson, Chad Owen, and Eric Harris, Library of Virginia	Grand Oak Ballroom A/B
	The Library of Virginia’s Records Analysis Services section is actively working behind the scenes to streamline processes, strengthen compliance as a state agency, and support transparent, effective records management across agencies. Over the past year, the LVA records management analysts have focused on making the LVA Records Management webpages ADA-compliant, leading to updates in the format of forms and schedules. They will share insights into their decision-making process, including plans for updating and retiring outdated schedules. The team also looks forward to discussing how collaboration with records officers and professionals—through initiatives such as focus groups—can help keep schedules current and responsive. In addition, they are excited to express their support for the celebration of the upcoming year’s Records Management Month with local and state agencies.
10:45 - 11:15 AM	Closing and Raffles	Grand Oak Ballroom A/B