Electronic Records Management Guidelines
Storage Facilities and Procedures
Annotated List of Resources
Primary Resources:
Beyers, Fred R. Information Technology: Care and Handling for the Preservation of CDs and DVDs - A Guide for Librarians and Archivists. NIST Special Publication 500-252. Gaithersburg, MD: National Institute of Standards and Technology; Washington, D.C.: Council on Library and Information Resources. October 2003.
http://www.foray.com/images/pdfs/CDandDVDCareandHandlingGuide.pdf
This guide discusses the physical characteristics of various optical media, as well as methods for their proper care and handling to ensure longest possible use in any given environment. A useful glossary is included.
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.
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.
Additional Resources:
Disaster Preparedness. St. Paul: State Archives Department, Minnesota Historical Society, 2000.
http://www.mnhs.org/preserve/records/disaster.html
Also available as a downloadable file, the information on these web pages summarizes the basic concepts of disaster preparedness, including disaster prevention, disaster planning, disaster recovery, and disaster preparedness resources.
Electronic Recordkeeping Resources.
http://www.kshs.org/government/records/electronic/ermlinks.htm
This web site provides a comprehensive list of links to other Internet resources related to electronic records management. The site is managed by Cal Lee, who originally constructed it while employed at the Kansas State Historical Society. Topics include security, preservation, access, and technology infrastructure.
Ellis, J., S. McCausland, S. McKemmish, et al., eds. Keeping Archives. 2nd ed. Melbourne, Australia: Thorpe in association with the Australian Society of Archivists Inc., 1993.
This book provides chapters that focus on the different aspects of planning and managing archives for all media, including paper and electronic formats. Special topics of interest to the electronic records archivist include special formats (e.g., moving images, sound recordings), and using computers and document imaging systems.
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.
National Archives and Records Administration (NARA).
http://www.archives.gov/index.html
For technical guidance on archival preservation and management, visit the web site of the National Archives and Records Administration.
The PC Technology Guide.
http://www.pctechguide.com/04disks.htm#
This site is a comprehensive resource on all aspects of the personal computer. Topics include hardware, software, computer use, and digital media.
Electronic Records Management Guidelines, March 2004, Version 4.
