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Electronic Records Management Guidelines

Acknowledgements

You routinely create, use, and manage information electronically in your daily work as you use computers to send e-mail, create spreadsheets, publish web pages, manage databases, and create other electronic materials.  Because you work for a government agency, South Carolina and federal laws mandate that you treat that information as official government records.

Use these Electronic Records Guidelines to learn more about:

• Extending existing policies and practices for electronic records
• Preserving historical records created or stored electronically
• Limiting legal risk associated with electronic records created while conducting agency business
• Reducing your costs associated with maintaining electronic records

Table of Contents:

• Introduction  
• Records Management in an Electronic Environment Read this first for a basic overview of key concepts in electronic records management.
• File Naming Learn about the importance of including a file naming policy in your electronic records management strategy.
• File Formats Review descriptions of common file formats and a summary of the issues regarding converting or migrating files.
• Digital Media Review digital media storage options (e.g., magnetic tape, optical disk) for your electronic records.
• Digital Media Storage - Facilities and Procedures Learn about physical storage space options and access procedures.
• Electronic Document Management Systems Introduce yourself to electronic records issues that may arise as you seek to integrate and manage the records management process with an electronic document management system.
• Digital Imaging Introduce yourself to digital imaging, its uses, and legal considerations. Review recommendations for implementing digital imaging projects. Be sure to review our policy statement  on storing public records as digital images: Public Records Stored as Digital Images
• E-mail Management Consider the issues involved in extending your electronic records management strategy to your e-mail messages.
• Web Content Management Learn how to develop a policy for managing your web content that meshes with your electronic records management strategy.
• Electronic and Digital Signatures Learn about the distinction between electronic and digital signatures, and the legal considerations surrounding their use.
• Trustworthy Information Systems Handbook Learn how to evaluate your recordkeeping systems for authenticity and reliability. Includes checklists and appendices.
• Glossary  Look up key terms used in the Guidelines.
  We would appreciate your comments and suggestions on these Guidelines.

South Carolina Electronic Records Management Guidelines,
February 2005, Version 1