1. Amy K. Moran, Information Technology Consultant Presentation for Digital Summit November 15, 2004 Electronic Records Session Electronic Records

2. Division of Enterprise TechnologyAmy K. Moran Today’s Discussion E-records Challenges Wisconsin Guidance –Adm 12 -- Rule on Electronic Records –E-mail Retention Standard for Public Records Some other resources Questions

3. Division of Enterprise TechnologyAmy K. Moran The Challenge “ There is a much greater assurance that 20 or 30 years from now, you’ll be able to find records from the Civil War than you will from anything that’s going on today.” Ken Thibodeau quoted in Peter Jennings World News onight, May 4 1999.

4. Division of Enterprise TechnologyAmy K. Moran Mutability Ease of modifying electronic information Software changes –Application –Operating System Hardware Changes –Storage format –Storage shelf life –Other...

5. Division of Enterprise TechnologyAmy K. Moran Three Elements of Electronic Records

6. Division of Enterprise TechnologyAmy K. Moran

7. Division of Enterprise TechnologyAmy K. Moran Roles and Responsibilities

8. Division of Enterprise TechnologyAmy K. Moran Some Guidance Wisconsin Admin. Rule 12 –Primer, Training Sessions and 2004 Webcast presentation links from Records Month http://enterprise.state.wi.us/home/erecords/Default.htm Wisconsin Draft E-Mail Retention Standard http://enterprise.state.wi.us/home/email/Default.htm

9. Division of Enterprise TechnologyAmy K. Moran National Archives http://www.archives.gov/index.html ARMA http://www.arma.org/ and stds. draft http://www.arma.org/standards/public/document_list.cfm Some Other Resources

10. Division of Enterprise TechnologyAmy K. Moran Questions?

11. Division of Enterprise TechnologyAmy K. Moran Appendix Summary of Public Records Policy (Wis. Stat. Ch. 16) Inclusions Exclusions Summary of Open Records/ Meetings (Wis. Stat. Ch. 19)

12. Division of Enterprise TechnologyAmy K. Moran Policy Underpinnings- Public Records Statute “... to preserve for permanent use important state records, prescribe policies and standards that provide an orderly method for the disposition of other state records and rationalize and make more cost- effective the management of records by state agencies (Wisc. Stat. Sec. 16.61 (1))

13. Division of Enterprise TechnologyAmy K. Moran Public Records Inclusions Public record defined at Wisc. Stat. 16.61, 16.611, 16.612 16.61(2)(b) "Public records" means all books, papers, maps, photographs, films, recordings, optical disks, electronically formatted documents or other documentary materials, regardless of physical form or characteristics, made, or received by any state agency or its officers or employees in connection with the transaction of public business, and documents of any insurer that is liquidated or in the process of liquidation...

14. Division of Enterprise TechnologyAmy K. Moran Public Records Exclusions "Public records" under sec. 16.61 does not include 1. Records and correspondence of any member of the legislature. 1m. Any state document received by a state document depository library. 2. Duplicate copies of materials the original copies of which are in the custody of the same state agency and which are maintained only for convenience or reference and for no other substantive purpose.

15. Division of Enterprise TechnologyAmy K. Moran Public Records Exclusions 3. Materials in the possession of a library or museum made or acquired solely for reference or exhibition purposes 4. Notices or invitations received by a state agency that were not solicited by the agency and that are not related to any official action taken, proposed or considered by the agency. 5. Drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working. 6. Routing slips and envelopes.

16. Division of Enterprise TechnologyAmy K. Moran Policy on Open Records and Meetings “In recognition of the fact that a representative government is dependent upon an informed electorate, it is declared to be the public policy of this state that all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them.

17. Division of Enterprise TechnologyAmy K. Moran Further, providing persons with such information is declared to be an essential function of a representative government and an integral part of the routine duties of officers and employees whose responsibility it is to provide such information” Wis. Stat. s. 19.31 Policy on Open Records and Meetings