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                 June 20‐22, 2011 

                   The Classic Center 
                      Athens, GA 
                       Sponsored by: 
            The Georgia Records Association 
                     Georgia Archives  
                The University of Georgia’s  
           Carl Vinson Institute of Government 
                  Funded in part by a grant from the  
  National Historical Publications and Records Commission (NHPRC) 
Make plans to join us for the 2011 GRA annual conference June 20-22, 2011. The conference
will be held at the Classic Center within walking distance of the Hilton Garden Inn in beautiful
downtown Athens. This will be an exciting conference and will include the roll out of the new
GRA certificate program. Additional information about the new certificate program and how you
can participate will be provided at the conference.

A special preconference day on June 20 is planned for all new attendees. Newcomers who
are interested in participating in the GRA certificate program should make plans to attend
the workshop as well as the conference. We look forward to seeing you in Athens in June.


A block of rooms has been reserved at the Hilton Garden Inn, 390 East Washington Street,
Athens, GA. Make your room reservation directly by calling (706) 353-6800. The conference
special guest room rate for single/double occupancy is $109.00 per night plus state and local

The room block will close on June 10, 2011, or when all rooms are blocked, whichever comes
first. When the block closes, the special rate will not be honored, and room availability cannot be
assured. Please be sure to bring your tax exemption forms to be tax exempt. The current rates are
7% sales tax and 7% hotel/motel tax.

Individual reservations must be guaranteed by a credit card but will not be charged until time of
checkout. Reservations also may be guaranteed with payment of cash or check for the first
night’s lodging plus tax seven days in advance. Check-in time is 3:00 p.m., and checkout is at
11:00 a.m.

Tax Exemption

To be tax exempt from hotel and state sales tax, a state, city, or county check or credit card must
be presented at check-in along with your state, city, or county exemption certificate displaying
the tax exemption number. The check for lodging should be made payable to The Hilton Garden

Cancellation/Refund Policy for Hilton Garden Inn

In order to receive a refund, the hotel requires 24 hours notice to cancel a reservation. If you
depart early during your stay, you are subject to a one-night room and tax charge.

Conference Registration

The 2011 GRA annual conference will include a one day preconference workshop on Monday,
June 20, for new attendees. All new attendees should plan to attend the workshop. The
registration fee for the workshop and the conference is $195. The fee includes instructional costs,
materials, breaks and some meals.
Individuals who have previously attended GRA conferences and, therefore, do not need to attend
the preconference workshop, should plan to register for the conference only. The conference fee
of $130 includes instructional costs, materials, breaks, and some meals.

Confirmation will be sent to you upon receipt of registration.

Please register online at and pay by credit card (the only
payment method available online).

Or, you may mail the completed registration form with a check made payable to The University
of Georgia to:

       Carl Vinson Institute of Government
       The University of Georgia
       Attn: GTED Registrar
       201 N. Milledge Avenue
       Athens, GA 30602-5482

Payment of fees must be received prior to enrollment in the conference.

Conference Cancellation and Refund Policy

Written notice of cancellation must be postmarked/dated no later than May 29 to receive a full
refund of registration fees. Written requests postmarked/dated between May 30 and June 6 will
be assessed a 25% administrative fee, and requests postmarked/dated after June 6 are not eligible
for a refund. Registrants who fail to attend, cancel, or send a substitute are liable for the full
registration fee. Substitution of personnel is encouraged over cancellation. To cancel
registration or send a substitute, please send notification to Judy J. Wilson at or by fax at (706) 542-2176.

Special Needs

If you require special services, facilities, or dietary considerations, please contact Judy J. Wilson
at (706) 542-9525 or via email at

For More Information Contact

Judy J. Wilson
Telephone: (706) 542-9525

Directions and Hotel Information

Attire for the conference is business casual.
Course Descriptions
Active and Inactive Records Management: An Overview
The course provides an overview of the purpose, concepts, and activities of managing government
records. A high-level overview appropriate for those in managerial positions, the course focuses on the
new, twenty-first century challenges in the government records environment and how to address them.

Legal Foundations of Records Management
The course will focus on the Georgia Records Act, the Georgia Open Records Act, and the responsibility
of records managers under each law. Also, discussion will include coverage of the complex privacy and
security related issues raised by the acts and will provide an overview of materials and methods that can
be used in making a records management program fully compliant with the law.

Records Scheduling and Implementation for State Agencies and Local Governments
What do you do with information and records that you no longer need for business purposes? How you
schedule your records determines the basis for meeting your agency’s operating, fiscal, and legal needs.
How do you ensure the proper disposition of your agency’s records? The course includes the legal
requirements for scheduling records and provides an overview of the common schedules for state and
local government records issued by the Office of Secretary of State. The course also will cover the key
elements of a records disposition program including the proper destruction of temporary records, transfer
of records to offsite storage, and the transfer of permanent records to the Georgia Archives.

Records Management Program Development
What are the state’s records management requirements? Why are they important? How do they apply to
agency records? How effective is your agency’s Records Management Program? The course covers the
concepts and practices involved in developing successful records management programs and subsequent
evaluation of those programs. It demonstrates how record-keeping requirements for creating and
maintaining records can improve the economy and efficiency of agency operations. You will learn how to
market and promote your program including the development of a training program for all levels of
agency staff.
                           GRA Annual Conference
                           Preconference Workshop
                                June 20, 2011


8:30-9:30 a.m.    Conference Registration

9:45-10:00        Welcome/Opening Session

10:00-12:00       Active/Inactive Records Management

12:00-1:00 p.m.   Planned Lunch

1:00-2:30         Active/Inactive Records Management (continued)

2:30-2:45         Break

2:45-5:00         Active/Inactive Records Management (continued)

                  Dinner on Your own
                               GRA Annual Conference
                                  June 21-22, 2011


Tuesday, June 21

8:00-9:00 a.m.       Registration/Buffet Breakfast

9:00-9:15            Welcome

9:15-10:15           CONCURRENT SESSIONS

                     A. Legal Foundations of Records Management
                     B. Records Scheduling and Implementation

10:15-10:30          Break/Vendors

10:30-12:00          CONCURRENT SESSIONS (continued)

12:00-1:00 p.m.      Planned Lunch

 1:00-2:30           CONCURRENT SESSIONS (continued)

 2:30-2:45           Break/Vendors

 2:45-4:15           CONCURRENT SESSIONS (continued)

Wednesday, June 22

7:00-8:00 a.m.       Registration/Buffet Breakfast

8:00-10:00           CONCURRENT SESSIONS

                     A. Records Scheduling and Implementation
                     B. Records Managing and Program Development

10:00-10:15          Break/Vendors

10:15-12:00          CONCURRENT SESSIONS (continued)

12:00-1:00 p.m.      Planned Lunch

1:00-3:00            CONCURRENT SESSIONS (continued)

3:00-3:15            Evaluation/Closure

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