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Enhancing Electronic Records Management: Recommendations for SCDAH and Future Strategies

This document highlights observations and recommendations for the South Carolina Department of Archives and History (SCDAH) regarding their electronic records management. It emphasizes the importance of clear role delineation among teams, the need for consistent knowledge across units, and leveraging resources from the Department of Corrections as a benchmark. The document calls for pilot projects, establishing indexing standards, and utilizing a data warehouse for consistency. Moreover, there’s a strong plea for SCDAH to assert its authority in electronic record stewardship and to facilitate citizen access through improved GIS and enterprise systems.

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Enhancing Electronic Records Management: Recommendations for SCDAH and Future Strategies

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Presentation Transcript

  1. Observations • Pride in successes • Quality to the ER work to date • No antagonism toward ER • passive resistance? • Confusion over role of ER team, roles of other units • Need to ensure all units are vested with knowledge

  2. Resources • No clear consensus • Redeployment: “What resources?” • Use Department of Corrections as a benchmark study • Pilot/demonstration projects with special appropriation

  3. External Focus Group • SCILS is “manifestly important” • Data Warehouse: opportunity for standard bearing/setting • Plea: SCDAH to be a repository for electronic and digital image records • SCDAH needs to realize they have more authority than they have exercised

  4. External Focus Group • “IRC would strongly support SCDAH in the development and stewardship of electronic records.” • Requests for IT need to have a plan for record keeping • “SCDAH needs to make a concerted effort and have it implemented in the IRC; it will be welcome.”

  5. External Focus Group • Use the implementation of the Electronic Commerce Act regulations to establish a role for electronic records standards.

  6. Future Activities • GIS: Tax maps; redistricting • IRC Subcommittees • Indexing Standards • GIS • Enterprise Systems • Citizen Access • Electronic Commerce • In house records: SPINDEX

  7. Challenges • Direction: quick wins • Direction: areas of expertise • Resources • Metrics and Rewards • Training: technical • Delineation of Roles

  8. Observations • Success • Mature organization • Poised; opportunity is here • Ecosystem: can’t do just one thing • 20,000 feet to landing • Cycle times; adaptability • Alignment with agency business

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