Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.
Proactively Managing Electronic Records In a Federal Environment <ul><li>Ken Matthews </li></ul>
Part 4: Electronic Records Overview <ul><li>Introduction and Definitions </li></ul><ul><li>Creating Electronic Records </l...
Introduction and Definitions <ul><li>Definition of Electronic Records </li></ul><ul><li>Types of Electronic Records </li><...
What Are Electronic Records? <ul><li>....data in any form that can be read and processed by a computer and that satisfy th...
Types of Electronic Records <ul><li>Word processing documents </li></ul><ul><li>Electronic Mail Messages </li></ul><ul><li...
Examples Of Electronic Information Systems <ul><ul><li>Payroll Data System </li></ul></ul><ul><ul><li>Knowledge Management...
Developing & Implementing Electronic Records <ul><li>Agency is encouraged to develop Technological applications (such as e...
Creating Electronic Records Overview  <ul><li>Scheduling Electronic Records </li></ul><ul><li>Selecting the Media  </li></ul>
Scheduling Electronic Records   <ul><li>Before  designing or developing  any new electronic records management solutions, ...
Selection of Media  <ul><li>Consult with your Records Management staff before selecting media to preserve electronic recor...
Maintaining and Using Electronic Records - Overview <ul><li>Office Automation Applications </li></ul><ul><li>Managing Elec...
Office Automation  Applications  <ul><li>If agency office automation applications currently do not meet records management...
Managing Electronic Records in Office Automation Applications   <ul><li>Coordinate - successful management of electronic r...
Managing Electronic Records in Office Automation Applications (continued) <ul><li>Use CD’s as a electronic filing cabinets...
<ul><li>System owners and users are responsible for maintaining or using the electronic information systems,  data base ma...
Electronic Mail Requirements <ul><li>Before deleting email, authors should determine whether the email meets the legal def...
Electronic Mail Requirements (continued) <ul><li>Receipt data must include information regarding date and time of receipt ...
Retiring and Disposing of Electronic Records - Overview <ul><li>Retiring and Disposing of electronic records </li></ul><ul...
Retiring and Disposing of Electronic Records <ul><li>Transfer a copy of the electronic record and any related documentatio...
Retiring and Disposing of Electronic Records  (continued)   <ul><li>Electronic Records shall be disposed of in accordance ...
<ul><li>Shredding </li></ul><ul><li>Defacing Of Hard Drives </li></ul><ul><li>Consult NARA For Guidance </li></ul>
Authorities for Electronic Records Management  <ul><li>General Records Schedule 20 </li></ul><ul><li>See NARA Electronic R...
Ken Matthews [email_address] Blog:  http://concerningelectronicrecordmanagement.blogspot.com Twitter:  http://twitter.com/...
Upcoming SlideShare
Loading in …5
×

Proactively Managing Electronic Records In A Federal Environment

1,863 views

Published on

A simple presentation encouraging immediate action in the stewardship of electronic records.

Published in: Technology, Business
  • Hi there! Get Your Professional Job-Winning Resume Here - Check our website! http://bit.ly/resumpro
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Be the first to like this

Proactively Managing Electronic Records In A Federal Environment

  1. 1. Proactively Managing Electronic Records In a Federal Environment <ul><li>Ken Matthews </li></ul>
  2. 2. Part 4: Electronic Records Overview <ul><li>Introduction and Definitions </li></ul><ul><li>Creating Electronic Records </li></ul><ul><li>Maintaining and Using Electronic Records </li></ul><ul><li>Retiring and Disposing of Electronic Records </li></ul>
  3. 3. Introduction and Definitions <ul><li>Definition of Electronic Records </li></ul><ul><li>Types of Electronic Records </li></ul><ul><li>Developing & Implementing Electronic Records </li></ul>
  4. 4. What Are Electronic Records? <ul><li>....data in any form that can be read and processed by a computer and that satisfy the legal definition of a record </li></ul><ul><li>… . National Archives & Records Administration </li></ul>
  5. 5. Types of Electronic Records <ul><li>Word processing documents </li></ul><ul><li>Electronic Mail Messages </li></ul><ul><li>Electronic Freedom of Information Act </li></ul><ul><li>Electronic Data Interchanges </li></ul><ul><li>Numerical and Textual spreadsheets </li></ul><ul><li>Data files or Database Systems </li></ul><ul><li>Web applications </li></ul><ul><li>Text messages </li></ul><ul><li>Electronic files...................and more...... </li></ul>
  6. 6. Examples Of Electronic Information Systems <ul><ul><li>Payroll Data System </li></ul></ul><ul><ul><li>Knowledge Management System </li></ul></ul><ul><ul><li>Economic & Social Data Base </li></ul></ul><ul><ul><li>Financial Management System </li></ul></ul>
  7. 7. Developing & Implementing Electronic Records <ul><li>Agency is encouraged to develop Technological applications (such as electronic document filing, data base applications, etc.) to improve the management of Agency records or to support the functions of offices </li></ul><ul><li>Systems containing such electronic records must be designed so that adequate maintenance and disposition procedures are in place from the outset </li></ul>
  8. 8. Creating Electronic Records Overview <ul><li>Scheduling Electronic Records </li></ul><ul><li>Selecting the Media </li></ul>
  9. 9. Scheduling Electronic Records <ul><li>Before designing or developing any new electronic records management solutions, Agency’s should prioritize the scheduling of Electronic Records with NARA </li></ul><ul><li>Submit system and technical documentation to the Records Management Staff </li></ul><ul><li>Coordinate with Records Management Suggested disposition for your system </li></ul>
  10. 10. Selection of Media <ul><li>Consult with your Records Management staff before selecting media to preserve electronic records. Certain requirements must be met prior to transferring permanent records to NARA </li></ul><ul><li>CD-ROM is the preferred media to be used to store the records. </li></ul>
  11. 11. Maintaining and Using Electronic Records - Overview <ul><li>Office Automation Applications </li></ul><ul><li>Managing Electronic Records in Office Automation Applications </li></ul><ul><li>System owners (or system managers) and end-users Responsibilities </li></ul><ul><li>Special Requirements for Email Records </li></ul>
  12. 12. Office Automation Applications <ul><li>If agency office automation applications currently do not meet records management requirements. Implement Strategies to manage electronic documents for administrative purposes and to track revisions </li></ul><ul><li>In lieu of an electronic records application print records to hard copy and file them in the paper recordkeeping system </li></ul>
  13. 13. Managing Electronic Records in Office Automation Applications <ul><li>Coordinate - successful management of electronic records requires the participation of all employees </li></ul><ul><li>File management - Establish a directory, subdirectory and common file naming conventions on the LAN network public directory </li></ul><ul><li>Technical Support. - Coordinate with your System Administrator </li></ul>
  14. 14. Managing Electronic Records in Office Automation Applications (continued) <ul><li>Use CD’s as a electronic filing cabinets to store electronic records of those being prepared for transition </li></ul><ul><li>Maintain consistent filing schemes on personnel computer </li></ul><ul><li>Be aware of business processes </li></ul><ul><li>Be aware of audit requirements </li></ul><ul><li>Be aware of eDiscovery implications </li></ul>
  15. 15. <ul><li>System owners and users are responsible for maintaining or using the electronic information systems, data base management system or other systems </li></ul><ul><li>System owners and end-users shall use and comply with technical documentation to maintain and use information systems </li></ul>
  16. 16. Electronic Mail Requirements <ul><li>Before deleting email, authors should determine whether the email meets the legal definition of a record, and if so preserve a copy of the message </li></ul><ul><li>Transmission data must include information regarding the identities of sender, addressee(s), date & time messages were sent </li></ul>
  17. 17. Electronic Mail Requirements (continued) <ul><li>Receipt data must include information regarding date and time of receipt of a message, and/or acknowledgement of receipt or access by addressee(s) </li></ul><ul><li>If transmission and receipt data are not printed, the hard copies must be annotated as necessary to include the data </li></ul>
  18. 18. Retiring and Disposing of Electronic Records - Overview <ul><li>Retiring and Disposing of electronic records </li></ul><ul><li>Authorities for Electronic Records Management Program </li></ul>
  19. 19. Retiring and Disposing of Electronic Records <ul><li>Transfer a copy of the electronic record and any related documentation and indexes to the National Archives at the time specified on the Records Disposition Schedule </li></ul><ul><li>Most common transfer media for electronic records is CD </li></ul>
  20. 20. Retiring and Disposing of Electronic Records (continued) <ul><li>Electronic Records shall be disposed of in accordance with the Records Disposition Schedule approved by NARA </li></ul><ul><li>Unscheduled electronic records are considered permanent until a disposition schedule for electronic records has been approved by NARA </li></ul>
  21. 21. <ul><li>Shredding </li></ul><ul><li>Defacing Of Hard Drives </li></ul><ul><li>Consult NARA For Guidance </li></ul>
  22. 22. Authorities for Electronic Records Management <ul><li>General Records Schedule 20 </li></ul><ul><li>See NARA Electronic Records Website </li></ul><ul><li>The Federal Information Resources Management Regulations (FIRMR), (41 CFR) 201-45 </li></ul>
  23. 23. Ken Matthews [email_address] Blog: http://concerningelectronicrecordmanagement.blogspot.com Twitter: http://twitter.com/chapkenmat

×