Minnesota  State Archives

The Guidelines' chapters are available in either an html or PDF format. To download or view the PDF files, please install this free plug-in:

Adobe Acrobat Reader

Clicking your mouse on highlighted text will send you to another page. Throughout the Guidelines you will also see terms that are highlighted in a bolded blue; these are glossary terms that feature the definition in a pop-down window. Rolling your mouse over the glossary term will activate the window.

The overall site navigation is accomplished primarily from this Table of Contents page. You can return to this page at anytime by clicking on “Go to Table of Contents” in the bottom center of your screen.

This button will lead you to the next chapter of the Guidelines.

We encourage you to read the Introduction before the other electronic records guidelines. The Introduction offers the most complete information on Minnesota's legal framework which guides your decisions as you develop an electronic records management strategy. You can return to the Introduction at any time by clicking on "Introduction" in the bottom center of your screen.

The most current version of the Guidelines is available online.

Tell Us What You Think

Electronic Records Management Guidelines

Table of Contents

Introduction   HTML | PDF
Describes the legal framework guiding the development of an electronic records management strategy, and the purpose of these guidelines.

Legal Framework   HTML | PDF
A description of the laws that apply to electronic records in Minnesota.

Annotated lists of resources are available with each of the following guidelines.

Electronic Records Management Strategy   HTML | PDF
Read this set of guidelines for an introduction to key concepts in electronic records management.

Long-Term Preservation   HTML | PDF
Learn about the steps to developing a long-term electronic records preservation plan.

Business Case for Digital Preservation   HTML | PDF
Learn about the elements that go into making a successful business case (for digital preservation). 

Metadata   HTML | PDF
Introduce yourself to metadata, its functions, and its importance in managing electronic records. Become familiar with specific metadata standards.

File Naming   HTML | PDF
Learn about the importance of including a file naming policy in your electronic records management strategy.

File Formats   HTML | PDF
Review descriptions of common file formats and a summary of the issues regarding converting or migrating files.

Digital Media   HTML | PDF
Review digital media storage options (e.g., magnetic tape, optical disk) for your electronic records.

Digital Media Storage   HTML | PDF
Learn about physical storage space options and access procedures.

Digital Imaging   HTML | PDF
Introduce yourself to digital imaging, its uses, and legal considerations. Review recommendations for implementing digital imaging projects.

Electronic Document Management Systems   HTML | PDF
Learn about electronic records issues that may arise as you seek to integrate and manage the records management process with an electronic document management system.

E-Mail Management   HTML | PDF
Consider the issues involved in extending your electronic records management strategy to your e-mail messages.

Web Content Management   HTML | PDF
Learn how to develop a policy for managing your web content that meshes with your electronic records management strategy.

Electronic and Digital Signatures   HTML | PDF
Learn about the distinction between electronic and digital signatures, and the legal considerations surrounding their use.

List of Annotated Resources   HTML
Go directly to resource lists for each topic covered in the Guidelines.

Glossary   HTML | PDF
Look up key terms in the guidelines.


You also have the option to download the complete
Electronic Records Management Guidelines in PDF



Electronic Records Management Guidelines

March 2012, Version 5.


Links verified March 12, 2012.