ARMA International defines records management as "the field of management responsible for establishing and implementing policies, systems, and procedures to capture, create, access, distribute, use, store, secure, retrieve, and ensure disposition … These guidelines, in accordance with other established University policies and procedures, apply to all electronic records, regardless of their digital form, created or received by an office or department of the University in transaction of its proper business or in pursuance of it… This policy has been authorised by the Director and is available to all staff. the Internet Usage Policy. At what organizational level will the system be administered? Set-up a Records Retention Schedule. These stakeholders need to be consulted on how the system will create, capture, maintain, disseminate, and dispose of the records they generate in the course of agency business. Forecast and prepare for the future 4. 1. 5. They are a starting point for agencies to use when developing system requirements. Even if an ERM system is implemented enterprise-wide, it may not be practical or cost-effective to manage all records in all formats. Elements specific to state or local agencies are noted and should be adopted accordingly. Electronic records can pose unique challenges for agencies related to records retention and the requirements of the PRA. electronic records are created and managed according to sound records management principles when current, the efficiency, service delivery, accountability and legal interests of government are adversely effected; o some governmental bodies inherited and/or created records that are taking up valuable storage space. The purpose of the Record Management Policy is to (1) establish an efficient University-wide record management system for maintaining, identifying, retrieving, preserving and destroying records, (2) ensure that records are adequately protected, (3) preserve University history, (4) ensure that records that are no longer needed or of no value are destroyed at the appropriate time, and (5) comply with all applicable local, state, and federal laws and regulations. Walk through with stakeholders how requirements map directly to identified goals. Agencies will have a variety of records that include national security classified or sensitive information. The Universal ERM Requirements identify high level business needs for managing electronic records. Electronic Records. Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding co… to include electronic records management objectives, responsibilities, and authorities in pertinent agency directives, or rules, as applicable. Once the electronic files have been captured in an approved EPA records management system, they should be removed from non-EPA messaging systems, unless there is a specific obligation (such as a litigation hold) to maintain the files on all systems on which they appear. While the intent is to develop an enterprise-wide system, some agency records may not be managed by the ERM for operational reasons (e.g., budget, security). Promotion of Access to Information Policy. All electronic records must be captured in an approved corporate business system. Some enterprise-wide analysis of business process has already gone on and ERM was selected, among other business processes, for enterprise-wide automation. Procuring Services and Solutions This is the person responsible for records management within the organization, but that person often has a team of people working together to create and maintain systems. They are baseline ERM program requirements derived from existing statutes, standards, NARA regulations, policy, and guidance. Before switching to electronic records, it is … We place high value on our company’s records. produce a system that provides tangible benefits to the organization and end users. Electronic, or machine-readable records, are records on electronic storage media. (a) Understanding and adhering to the University’s Records Management Policy and standards; and (b) Ensuring records management procedures and guidelines are adhered to. To that e… Support our day-to-day operations 3. 31) and corresponding Code of Federal Regulations (CFRs) require all federal agencies to maintain records that document their activities, file records for safe storage and efficient retrieval, and dispose of records according to agency schedules. You should identify the various types of agency-specific records that are created. Records management staff should work with … The Records Management program office also provides consultation, training, inspections, presentations, and guidance on the maintenance, transfer, and destruction of official government records. Web Content Management Learn how to develop a policy for managing your web content that meshes with your electronic records management strategy. The agency will also incorporate applicable DOD 5015.2-STD non-mandatory requirements (e.g., relating to national security classified information). Who will use the system? to an effective records management program that are enveloped in an articulated set of Policies and Procedures that are reviewed and updated on a regular basis. Develop plans to improve and grow the company It provides the background of the federal government authorization and RF approval for use of e-records, defines an e-record, provides the requirements for management of e-records to ensure compliance with the policy, and identifies the sources of reference. The provider shall implement a written records management policy that describes confidentiality, accessibility, security, and retention of paper and electronic records pertaining to individuals, including: 1. IRM policies (including when there is a need for business process re-engineering and/or business case requirements such as determining a value proposition, determining a return on investment, or conducting cost/benefit analyses), Security policies, including policies and procedures for protection of national security classified information, Reports by Doculabs on ERM, EDM, and ECM systems. electronic records management system. Records management is an important part of the infra… Creation of Electronic Records. Today’s increasingly digital environment is fast-paced, … However, systems that simply copy records management practices from the physical to digital world miss out on many of the benefits of working with electronic information. Ask stakeholders to identify their "Most Wanted" and/or "Least Wanted" requirements in the context of organizational value and risk. Learn from past mistakes 5. Universal Electronic Records Management Requirements The Universal ERM Requirements identify high level business needs for managing electronic records. The Electronic Records Management Initiative is one of 24 initiatives under E-Government. Electronic record, as defined in NARA regulations (36 CFR 1234.2), means any information that is recorded in a form that only a computer can process and that satisfies the definition of a Federal record per the Federal Records Act. The agency records officer has an understanding of ERM (purpose, components, and functionality) and how it differs from paper recordkeeping. Thus, setting up an electronic records management system and paying close attention to retention requirements for electronic records is particularly important. This page provides information on the E-Government Electronic Records Management Initiative, for which NARA is the managing partner. It does not provide a “stand alone” public records policy or a comprehensive electronic records policy, because there is not a “one size fits all” electronic records policy that local governments can adopt. The purpose of this policy is to inform University employees and departmental management of the requirements and responsibilities for management and disposition of electronic records. Creation and Capture of University Records All staff are responsible for creating and capturing complete and accurate records as part of their University duties, in accordance with this policy and associated recordkeeping procedures. Paper and electronic records management policy. The Federal Records Act (44 U.S.C. ELECTRONIC RECORDS MANAGEMENT. Most of these are not designed to provide basic recordkeeping functionality, such as file plan organization and disposition. By storing information, we are able to: 1. They should specify in their records Publish the draft requirements and request written comments. Åî”Ý#{¾}´}…ý€ý§ö¸‘j‡‡ÏþŠ™c1X6„Æfm“Ž;'_9 œr:œ8Ýq¦:‹ËœœO:ϸ8¸¤¹´¸ìu¹éJq»–»nv=ëúÌMà–ï¶ÊmÜí¾ÀR 4 ö They are baseline ERM program requirements derived from existing statutes, standards, NARA regulations, policy, and guidance. Ensuring that records management policies and standards are kept Evaluate our operations and employee productivity over time 7. The Department of Administration, through the Records Management Unit shall be responsible for setting and implementing the records management processes to raise and maintain standards of records keeping and information management within the University through: 7.4.1. The agency will incorporate all of the mandatory requirements of the Design Criteria Standard for Electronic Records Management Applications, DOD 5015.2-STD into their ERM system. As electronic records increased, file plans, automated disposition of records and integration with archiving software became standard features of document management solutions. The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. The DOI Records Program is leading a strategic effort to streamline records … The goal of this step is to gather basic information on what records the system will (and won't) manage. These include, but are not necessarily limited to, business process re-engineering and cost/benefit analysis that would be part of making the value proposition substantiating a enterprise-wide move towards ERM. Tests of a well written (clear and effective) requirement: It provides significant savings in time or resources, It provides the records manager with useful tools, It provides the system manager with additional auditing capabilities beyond those specified in C2.2.8, It reduces risks to future access to the information. This model policy applies to both born-digital electronic records and electronic records generated by imaging systems. 1-86-NARA-NARA or 1-866-272-6272, Records Management Regulations, Policy, and Guidance, Universal Electronic Records Management Requirements, http://www.archives.gov/records-mgmt/initiatives/erm-overview.html, http://www.whitehouse.gov/omb/circulars/a11/current_year/s300.pdf, http://europa.eu.int/idabc/en/document/2631, http://www.iso.ch/iso/en/ISOOnline.frontpage, Department of Defense (DoD) Standard 5015.2, Records Management Self Assessment (RMSA), Records Storage Facility Standards Toolkit, An enterprise-wide ERM system is being planned and has successfully emerged from the capital planning investment process (. A. It has been developed in consultation with staff and will be revised on a regular basis. E-Government is part of the President's management agenda aimed at making it simpler for citizens to receive high-quality service from the Federal Government, while reducing the cost of delivering those services. Arrange a stakeholder meeting to assess the requirements either in detail or as a whole. Electronic records must be managed alongside traditional records to ensure compliance with state and federal regulations and to preserve institutional history. This document provides The Research Foundation for SUNY (RF) policy for electronic record (e-record) management. All organizations have existing systems that create or store electronic records. Make better decisions 2. Present the stakeholders with a picture of the system as it could be built from the requirements and request that they critique it. Records management can be physical or electronic, and is frequently a combination of both. To promote strategies for the appropriate management of electronic records of government, the National Archives and Records Service of South Africa Act (No 43 of 1996, as amended) contains two provisions specifically regarding electronic records systems: that the Electronic records management policy E-mail policy; Document imaging; and Web content management policy 3.2 Other policies that are closely related to the Records Management Policy are the Information Security Policy. March 2005 Version 1 Electronic Signatures Learn about the distinction between electronic and digital signatures, and the legal considerations surrounding their use. n»3Ü£ÜkÜGݯz=ĕ[=¾ô„=ƒBº0FX'Ü+œòáû¤útøŒûG”,ê}çïé/÷ñ¿ÀHh8ðm W 2p[àŸƒ¸AiA«‚Ný#8$X¼?øAˆKHIÈ{!7Ä. Ask stakeholders to rank requirements in terms of importance on a sliding scale. USA.gov, The U.S. National Archives and Records Administration Creating a Policy for Electronic Records Management Things an Electronic Records Management Policy Must Address. The purpose of these guidelines is to provide departments and offices with guidance on the responsible management of University electronic records that align and support the Institutional Records Policy. Title: Records Management Policy Policy Owner: University Archivist, Records Management Applies to: Faculty, Staff, Others Campus Applicability: All Effective Date: March 11, 2009 For More Information, Contact University Archivist, Records Management Contact Information: (860) 486-4507 Official Website: Background and Purpose of the Policy The … The Federal Records Act (44 U.S.C. When and how to destroy. This section is a collection of the key information for the records policy. This policy should be tailored by the party responsible for the custodianship of an agency’s or department’s electronic records to the agency’s specific electronic records management … Statutes, standards, NARA regulations, policy, and the requirements either in detail as... 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