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  1. www.jiscinfonet.ac.uk Electronic Records Management Alan Cameron Records Management Consultant

  2. The Medium is the Message…………?Marshall McLuhan 1960sNo Longer

  3. ‘What’s Different ? • ….research and experience shows that the successful management of electronic records…….require involvement right from the record’s creation and systems development………. • National Archives of Australia, ‘‘ Managing Electronic Records: A shared responsibility’’,1997

  4. Permanent Record The Archive Processing >10% Information creation Semi-current information Final Review Time-Limited current information Processing 90%+ Transactional information Destroy destroyed as updated

  5. Additional Challenges • Easy to change,reproduce and modify • Complex and lack of a clear linear structure at creation phase • Fluidity • Transience and need for decision making at the very beginning of the life cycle (EFFECTIVELY AT POINT OF CREATION)

  6. Copy or Original Record? • A record created electronically as the only record of a transaction, decision, or activity is an original record • A record which is created electronically as an facsimile or digitised version of a record created in another medium (paper, film,voice) is a copy record (this remains true whether or not the original still exists)

  7. Best Practice • 1.Copy electronic documents likely to have same evidential weight in court as photocopies, faxes, and microfilm copies as secondary evidence. • 2. The weight allowed by a court will depend upon whether • the case is a civil one (balance of probabilities) or criminal (beyond all reasonable doubt) • 3. Key Standards • BSI,PD0008:1999 ‘Legal admissibility and Evidential Weight of Information stored Electronically’ • BSI, PD5000:1999 ‘Electronic Documents and E-Commerce Transactions as legally admissible Evidence

  8. Objectives of Electronic Records Management • Authenticity( an accurate account of the of an activity,transaction or decision) • 2. Integrity (an assurance that the data in the record has not been altered subsequent to creation) • 3. Non-repudiation ( preventing the originator from disowning the record)

  9. Electronic Records Management Policy • A policy must cover 5 principle areas • Capturing Electronic Records into an EDRMS • Designing appropriate metadata for application as record is created • Retention/Preservation of Electronic Records • Keeping records safe and accessible • Email management and use

  10. The Basics • Three elements (not rocket science) • Technology • Policies • Training

  11. Good eRecords Management Practices Group Space Corporate Workspace Individual Space

  12. When Introducing new technology • Provide a shared file area • Improvement on local storage • Server vs EDMS vs EDRMS • System Selection • Include functionality for RM/preservation • Common searching • Registry of all databases in use

  13. Make better Use of Existing Investment • E-mail • use funtionality to manage inbox • automatic deletion of emails after ???DAYS • Ms Office • use document properties box to improve metadata • use read-only tag to ‘declare’ documents as records • use templates to improve form design

  14. Policies • Agreed File plan for shared file area • Great advantages in basing it on function • Control creation and management of folders • File naming conventions agreed………but K.I.S.S • Version Control • Emails

  15. Some Necessities • Vital Records and Disaster Planning • Business Recovery • Update off-site/ security copies • Ensure data transfer is a fully documented and certified process • Ensure security copies also meet requirements of FoI and Data Protection • No electronic ‘bermuda triangles’

  16. Training • Cannot be left to the Records Manager or IT guru • Create a records aware organisation • Stress advantages to user • Once in place and embedded in people’s minds it does become second nature. • Make it appropriate to level of staff

  17. References • www.pro.gov.uk/recordsmanagement/eros/guidelines/default.htm • http://thedocumentsite.co.uk/legaladmissibility • www.dca.gov.uk/foi/map/gusv4contents.htm • www.ucl.ac.uk/e-term.htm • www.dpconline.org.uk

  18. Any Questions? Thank You www.jiscinfonet.ac.uk

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