Electronic records management program strategies

The California Records and Information Management Program CalRIM , along with other Archives staff, has created this Practical Guidebook for Managing Electronic Records to assist state agencies in developing of appropriate strategies and management practices for electronic records. Records managers, in addition with their day-to-day responsibilities, must be aware of emerging technologies and the impact they may have on their records management program.

Maintaining complex records such as data spreadsheets, geospatial files, and digital video, requires a different approach to ensure that the files are readable throughout their retention period. A DoD Before you switch to an electronic system, you must ensure that the electronic document can be legally presented as the official record.

To meet state regulations, it is often important that the ERM software is compatible with a wide range of hardware components, such as optical, tape and magnetic-based WORM write once, read many storage.

Depending on where you live, the requirements may differ. In California, this happens when the electronic records management software is a trusted system. To form a complete record of organization-wide activity, the ERM system should track every action taken on each document throughout its life cycle , including what information was added and deleted.

These reports should not only track each action, but also when and by whom it was performed. These reports can be run regularly or on an as-needed basis. This whole process can also be automated and reports emailed to the appropriate people on a schedule. Development of a taxonomy to guide the auto classification of information. Design of an information and system architecture for classification and organization of content using existing applications and tools. Development of a Change Strategy that included communication and customized training plans to engage key stakeholders and end users and determine key areas for change management reinforcement to drive user adoption.

As a result of this engagement, the Agency now has: Standardized and centralized information and records management processes for both physical and electronic records. Improved compliance with retention policies and facilitated defensible destruction. Reduced the burden of information and records management on employees by automating the classification of content and management of electronic records and information throughout its life-cycle.

Consolidated records and information into centralized repositories, reducing costs related to storage across systems and email. Related Projects view. For more information see our cookie policy. Close Privacy Policy Overview This website uses cookies to improve your experience while you navigate through the website. Out of these cookies, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website.

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