1. Basic Electronic Records Management
The Lone Arranger’s Dilemma

2. What Is A Record?
A physical entity that provides “first-hand evidence” or proof of a transaction or event
Electronic records have no physical attributes
An electronic record presents only a partial view of a database

3. Electronic Records
Include digital images, , databases, word processed documents, spreadsheets, CAD, GIS, web pages, etc.
Dependent upon specific hardware and software to be accessed and used
Original technology used to create electronic records will eventually be obsolete
Need to work with information technology staff to develop preservation plans for retaining electronic records long-term (more than 10 years)

4. Provenance and Electronic Records
Maintain and understand the relationships between records and records creators and the relationships among records. Contextual information.
Contextual information includes “knowing where a document was created, in the framework of what process, to what end, for whom, when and how it was received by the addressee, and how it came into our hands.” (Charles Dollar).
Understand the business functions and activities underlying the information system that produced the records.

5. Provenance and Electronic Records: Problems
Electronic records do not exist as discrete physical entities.
Contextual information is either not visible or not captured.
Information is easily moved from network to network, office to Office.
Information is easily manipulated and changed to new formats.

6. What Is Metadata? Data about data.
Corresponds to the finding aids in traditional archives.
Tracks the life cycle of a record.
Incorporates all contextual and records retention information.

7. Media Longevity Acid-free paper 500 years Acidic paper 100 years
Microfilm (silver/polyester base) 500 years
Hardware and software 10 years
Most computer technology will become obsolete before its life expectancy is met, and before the records dependent upon it have fulfilled their retention

8. Use and Application of Records Retention Schedules
Functional Analysis
General Schedules
Application of retention periods

9. Retention Schedules: Functional Analysis
Appraisal of common business functions rather than the records themselves
A business function represents an area of standard business activity such as accounting, marketing, public relations, legal, and human resources
Business functions always remain the same

10. Special Appraisal Issues
Documentation that describes readibility and use is non-existent
Doubts about reliability and completeness of the record
Cost of Preservation

11. Application of Retention Schedules: Electronic Recordkeeping System
Records Retention Module
Link electronic records to the module
Calculate destruction dates
Module permits a hold to be placed on records
Identifies candidate records for destruction
System oversees records for destruction
System maintains information on records destroyed
System does not permit destroyed records to be recovered