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Electronic Records Program Scope Statement


Introduction
The purpose of this document is to define the scope of the electronic records program of the South Carolina Department of Archives and History and to outline the major functions and activities of the program. The department has a statutory responsibility, outlined in the Public Records Act of 1973 (Code of Laws of South Carolina, 1976, Sections 30-1-10 thru 30-1-140, as amended) to play a leading role in the management of all state and local government records, regardless of format. A major part of that role is ensuring the identification of, preservation of, and access to the archival records of state and local government. Up to now, our approach has involved identifying and preserving archival records after they are no longer administratively valuable to the government agency. In contrast, the successful management of electronic records, particularly those with enduring value, will require a different approach. To ensure preservation and future access, we can no longer wait until the end of a record’s life cycle to appraise its value. We must work with agencies in advance to identify needed archival documentation at the time new systems are developed or existing ones are updated.

Program Scope
The primary goal of the electronic records program at the South Carolina Department of Archives and History will be to ensure the preservation of and access to the archival records of state and local government. To accomplish this goal, we will focus our staff energies on helping state agencies and local governments identify electronic records that need to be maintained and made accessible to meet administrative and archival requirements. As a natural by-product of this process, we will also help them to identify and properly dispose of electronic records not of enduring value.

It is our belief that, in the majority of cases, the best method for ensuring the accessibility of electronic records over time is for them to be maintained in the agencies that create or manage them. As technology changes and evolves, records creators are in the best position to ensure that records of enduring value are maintained and migrated successfully across changes in software and hardware platforms. This is not to say that the South Carolina Department of Archives and History will not be taking custody of any archival electronic records. But, because of the wide range of systems, it will be impossible for us to maintain all archival electronic records without becoming a museum of obsolete technology. Because of resource limitations, we will need to be highly selective in what we can physically acquire. As a general rule, the Archives will only be able to accept archival electronic records from an agency under one of the following three circumstances:

The agency becomes defunct and no other agency is identified as the successor to its function.

  1. The Archives has entered into a formal agreement with the agency to take custody of the electronic records.
  2. Electronic records of long term or archival value are in danger of loss due to negligence, deterioration, theft, or unauthorized disposal or destruction.

The major functions and activities of the South Carolina Department of Archives and History’s electronic records program are listed below. Specifically, we will:

  • Work with agencies and local governments to ensure that their records management programs encompass electronic records.
  • Provide guidance and assistance to agencies to ensure that recordkeeping requirements are included in new or updated systems.
  • Assist agencies and local governments to identify archival electronic records.
  • Assist agencies and local governments to appraise and schedule electronic records.
  • Concentrate record appraisal efforts on systems likely to yield needed archival documentation.
  • Work with agencies and local governments to determine the appropriate format(s) and medium/media for the preservation of and access to archival electronic records over time.
  • Transfer selected archival electronic records to the State Archives for preservation and access.
  • Develop guidelines and training to assist agencies and local governments with managing electronic records.
  • Ensure that electronic records issues are considered in the development of any surveys and procedures developed by the Archives and Records Management Division.