Electronic Records Management Guidelines
Electronic Records Management Strategy
Annotated List of Resources
Primary Resources:
Hunter, G. S. "Storage, Handling, and Preservation Best Practices." In Preserving Digital Information, A How-To-Do-It Manual. New York: Neal-Schuman Publishers, Inc., 2000: 53-93.
These hands-on recommendations provide practical information for electronic records storage, handling, and preservation. Topics covered include useful information on the deterioration of magnetic media, recommended storage conditions, proper care and handling, file formats (including advantages and disadvantages of different formats), and other best practices.
Minnesota Historical Society, State Archives Department. Preserving and Disposing of Government Records. St. Paul: Minnesota Historical Society, May 2008.
http://www.mnhs.org/preserve/records/docs_pdfs/PandD_may2008.pdf
Developed for Minnesota government agencies, this overview of the basic principles of records management includes chapters on defining a government record, taking inventory of your records, developing records retention schedules, preserving archival records, disposing of records, and setting up a records storage area. A list of resources for more information is included, as well as information about applicable state law regarding electronic records management. Originally published by the Minnesota Department of Administration in July 2000, the guide was updated jointly by the Minnesota Historical Society and the Minnesota Government Records and Information Network (MNGRIN) in 2008.
Minnesota Historical Society, State Archives Department. Trustworthy Information Systems Handbook. Version 4, July 2002.
http://www.mnhs.org/preserve/records/tis/tis.html
This handbook provides an overview for all stakeholders involved in government electronic records management. Topics center around ensuring accountability to elected officials and citizens by developing systems that create reliable and authentic information and records. The handbook outlines the characteristics that define trustworthy information, offers a methodology for ensuring trustworthiness, and provides a series of worksheets and tools for evaluating and refining system design and documentation.
Stephens, D. O. and R. C. Wallace. "Electronic Records Retention: Fourteen Basic Principles." The Information Management Journal 34 (October 2000): 38-52.
Providing a brief, but complete, overview of the basic principles of electronic records management, this article also contains practical guidelines for developing an electronic records management strategy.
Additional Resources:
Barata K., P. Cain, R. Routledge. Principles and Practices in Managing Financial Records: A Reference Model and Assessment Tool. London: International Records Management Trust, Rights and Records Institute, 2001.
http://www.irmt.org/Images/documents/assessment%20tools/mfsr.pdf
Of particular interest to the public sector, this handbook provides an overview of international best practices in the management of electronic financial records.
Bill Number S-761. Washington, D.C.: Library of Congress, 2001.
http://thomas.loc.gov/cgi-bin/query/z?c106:S.761:
This site provides the results of a search for E-Sign legislation in the Thomas database of legislative information on the Internet. The site lists five versions of the bill (including the final enrolled bill) for the 106th congress (1999-2000). The site provides a downloadable file of the bill, plus links to other information about the bill in the Congressional Record and committee reports.
COOL, Conservation OnLine.
http://palimpsest.stanford.edu
A compilation of materials from other sources about electronic conservation, this web site includes links to resources on disaster recovery, electronic media, electronic formats, and storage environments.
International Council on Archives, Committee on Electronic Records. Guide for Managing Electronic Records from an Archival Perspective. Paris: International Council on Archives, 1997.
http://www.ica.org/sites/default/files/ICA%20Study%208%20guide_eng_0.pdf
This handbook provides a comprehensive overview of electronic records management from an archival perspective. It provides useful information on key concepts, such as life-cycle management, legal issues, technological issues, and implementation tactics, for all readers.
InterPARES Project.
http://interpares.org
This web site is a comprehensive resource for information about the InterPARES Project. This project is an international research initiative to develop a theory and methods for permanent electronic records preservation. The site includes white papers, links to additional resources, presentations, and workshop listings.
Public Records Office of the United Kingdom. Records Management: Electronic Records.
http://www.pro.gov.uk/recordsmanagement/erecords/default.htm
Published by the Public Records Office of the United Kingdom, this site provides a wide range of information, including downloadable documents on the management, appraisal, and preservation of electronic records; how to incorporate a policy on electronic records management; and toolkits for compiling an inventory of electronic records collections.
Electronic Records Management Guidelines, March 2004, Version 4.
