Management (ER)
Electronic records management guidelines and practices are necessary to address the problems associated with managing electronic records; the recordkeeping and accountability concerns that arise in the context of electronic government; the preservation of electronic records with enduring value; and the appropriate disposition of electronic records with short-term value.
This subject category may include a variety of topics, such as file formats and file naming; electronic records management strategies; electronic document management systems; digital media; storage facilities and procedures; e-mail and web content management; metadata; methodologies to evaluate systems and procedures; database management; records technologies; planning/designing records systems; electronic and digital signatures; etc.
This section lists each of the Management documents:
| Document Title | Document Description | Document Size (measured in KBs) |
|---|---|---|
| The Management and Preservation of Digital Media – NC | This best practices document serves to provide guidance to both the creators of electronic records and the custodians of trusted digital repositories, including information technology support staff, who wish to maintain the information electronically over time. 13 pages. 2008. North Carolina State Archives. | 148 KB |
| Computer assisted retrieval systems | locate documents or images that are recorded on all mediums. This leaflet explains the advantages and disadvantages of using a CAR system to manage micrographics. 5 pages. South Carolina Department of Archives and History. | 123 KB |
| E-Records Inventory Checklist – PA | The purpose of this checklist is to provide assistance in identifying where electronic files may exist. Also includes a checklist as to which e-mails need to be “filed” and which e-mails may be “tossed.” 1 page. Pennsylvania Historical and Museum Commission. | 59 KB |
| Electronic Document Management System Technologies – GA | Electronic document management technology provides the tools needed by records management professionals to manage the electronic documents created by an agency’s business processes. By using a combination of technology, policy, and procedure, an agency can control the “setting aside” process that results in a record. 4 pages. 2008. Georgia Archives. | 196 KB |
| Electronic Records and Records Management Practices | This handbook is addressed to the creators and users of electronic records and emphasizes the crucial role of records maintenance and disposition in managing electronic records. Special attention is devoted to the disposition of electronic records with emphasis place upon the inventory process, the application of retention schedules to electronic records, and the final disposition of electronic records. 39 pages. 2006. Florida Department of State. | 1558 KB |
| Electronic Records Management: Checklist of Requirements – GA | Electronic records management requires the records officer to work with agency staff in a life-cycle management process. It also requires the participation of every staff member, technology support staff, and the approval of top management. This publication lays out the core issues that must be addressed to ensure the capture and maintenance of reliable electronic records. 6 pages. 2008. Georgia Archives. | 177 KB |
| Electronic Records Recommendations for Public Records Commission – TN | This document contains detailed recommendations for uniform technical standards, procedures, and guidelines concerning the retention and disposition of electronic records in the State of Tennessee. Includes project methodology and recommendations on multiple subjects, including but not limited to: digital recordkeeping framework, unstructured data, meta data, file formats, and email. 58 pages. 2008. Submitted to State of Tennessee Public Records Commission. | 387 KB |
| General Records Retention Schedules for Data Processing and Electronic Records of State Agencies and Institutions – SC | These general retention and disposition schedules give South Carolina state government agencies and state-supported colleges and university the legal authorization to retain and dispose of common non-permanent data processing and electronic records. The schedules will allow these government agencies and institutions to dispose of electronic records of non permanent value regularly and legally. 14 pages. South Carolina Department of Archives and History. 1996. | 195 KB |
| General Schedule for Electronic and Related Records – KY | The increased use of electronic records raises the question of how government agencies should apply records management standards to electronic records and electronic record-keeping systems. This “General Schedule for Electronic and Related Records” covers the records common to agencies with electronic data processing systems. 18 pages. Kentucky Department for Libraries and Archives. | 163 KB |
| Guidelines for Choosing Records Management Software | Evaluating, selecting and purchasing records management software depends on several factors. Knowing what you need, how the system will be used, and how much it will cost to acquire and maintain, are factors that must be considered when purchasing software. This publication will help you choose the appropriate records management software for your organization. 11 pages. 2002. New York State Archives Government Records Services. | 132 KB |
| Managing Digital Projects for Preservation and Access | Managing digital projects is a complex process that involves legal issues, image quality, file formats, software, and more. This leaflet includes guidelines for managing a digital project. 4 pages. 2000. National Park Service Conserv-O-Gram. | 49 KB |
| Planning Digital Projects for Preservation and Access | Preserving digital files involves managing an ever-changing infrastructure of hardware, software, file formats, and storage media. This leaflet reviews basic concepts, outlines the steps in digital work, and reviews elements of documentation and quality control. 4 pages. 2000. National Park Service Conserv-O-Gram. | 64 KB |
| Wyoming Electronic Records Guidelines | These Electronic Records Guidelines are provided to assist Wyoming state agencies and political subdivisions in the management of their electronic information. The Wyoming Public Records Act applies equally to both traditional forms of records and to those records which are created and managed electronically. These guidelines are continually being updated and added to as the best practices for the management of electronic records evolves. Uploaded June 20, 2008. URL: http://wyoarchives.state.wy.us/retain/erecordsguide.htm | 1203 KB |
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