OVERVIEW: The Right of Way Division at the Texas Department of Transportation coordinates the acquisition of land to build, widen or enhance highways. As a state agency dealing with the acquisition of real property across all 254 counties in Texas for over a century, the volume of records we maintain is substantial and how we create and manage records has evolved over time. In the Right of Way Division, an Information Management Team has been established and it is this team's responsibility to develop and maintain procedures to ensure we remain compliant with state records retention policies.
In this presentation, three members of the Information Management Team will discuss the development and maintenance of the Right of Way Division's Records and Information Management Program.
This includes:
- Developing and maintaining records and information management standards and policies that can be applied across a state agency
- Collaboration across geographically dispersed teams
- Change management as best practices continue to evolve
- and the tools we use to manage records and remain compliant, including OnBase and GovQA
A highlight of this presentation will be an introduction to the Right of Way Division's District Records Consolidation Project. The purpose of this project is to ensure that physical Right of Way records that currently reside at 25 different TxDOT District Offices across the state are processed according to the state's records retention policies.
Anyone in the government archives and records administration profession will benefit from the Texas Department of Transportation sharing the experience they've had in developing records management best practices at TxDOT, including developing and maintaining their records and information management program in the Right of Way Division, developing standards and policies that can be applied across a large state agency (especially related to ROT: redundant, obsolete, and transitory records), and collaborating across the state to ensure compliance with records retention requirements.
GARA CERTIFICATE CORE COMPETENCY AREA: "Program Establishment and Administration"
TARGET AUDIENCE: State
FOCUS AREAS: Records Management, Technology/Tools
PRESENTER(S): Kelsey Peduzzi, Management Analyst/Information Management Team Lead, Texas Department of Transportation, Patrick Mclynch, Special Projects Coordinator, Texas Department of Transportation, Lori Williamson, Records Coordinator, Texas Department of Transportation