electronic records management policy

This section is a collection of the key information for the records policy. The Records Management program office also provides consultation, training, inspections, presentations, and guidance on the maintenance, transfer, and destruction of official government records. Ask stakeholders to identify their "Most Wanted" and/or "Least Wanted" requirements in the context of organizational value and risk. 5. Ask stakeholders to rank the impact and risk of each organizational process, then use the mapping between requirements and business processes to rank critical requirements. They are baseline ERM program requirements derived from existing statutes, standards, NARA regulations, policy, and guidance. Elements specific to state or local agencies are noted and should be adopted accordingly. At what organizational level will the system be administered? Procuring Services and Solutions Forecast and prepare for the future 4. ELECTRONIC RECORDS MANAGEMENT. The Federal Records Act (44 U.S.C. Promotion of Access to Information Policy. support the agency's fully identified business processes. Records management is an important part of the infra… 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. All organizations have existing systems that create or store electronic records. 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. Support our day-to-day operations 3. 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. 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. It has been developed in consultation with staff and will be revised on a regular basis. 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. 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 (. In practice, records management usually includes a records manager. Evaluate our operations and employee productivity over time 7. Electronic records must be managed alongside traditional records to ensure compliance with state and federal regulations and to preserve institutional history. This model policy applies to both born-digital electronic records and electronic records generated by imaging systems. Ensuring that records management policies and standards are kept Before switching to electronic records, it is … produce a system that provides tangible benefits to the organization and end users. Step One - Determine ERM Scope. We place high value on our company’s records. USA.gov, The U.S. National Archives and Records Administration 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. Web Content Management Learn how to develop a policy for managing your web content that meshes with your electronic records management strategy. 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 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. Åî”Ý#{¾}´}…ý€ý§ö¸‘j‡‡ÏþŠ™c1X6„Æfm“Ž;'_9 œr:œ8Ýq¦:‹ËœœO:ϸ8¸¤¹´¸ìu¹éJq»–»nv=ëúÌMà–ï¶ÊmÜí¾ÀR 4 ö 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. Even if an ERM system is implemented enterprise-wide, it may not be practical or cost-effective to manage all records in all formats. To that e… 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. The Electronic Records Management Initiative is one of 24 initiatives under E-Government. Arrange a stakeholder meeting to assess the requirements either in detail or as a whole. Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding co… 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. This Electronic Records Policy applies to electronic records of governmental entities, including, but not limited to: email, word-processing documents, spreadsheets, databases, websites, images, video, audio, multimedia, interactive documents, scanned/digitized documents, etc. 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. They should specify in their records the Internet Usage Policy. The Policy and Outreach Program champions the critical importance of Federal records management … This document provides The Research Foundation for SUNY (RF) policy for electronic record (e-record) management. Agency electronic records are held in various locations, accounts, and devices (both government-owned and personal) and managing the sheer volume of electronic records can be daunting. 1. Walk through with stakeholders how requirements map directly to identified goals. (a) Understanding and adhering to the University’s Records Management Policy and standards; and (b) Ensuring records management procedures and guidelines are adhered to. Creating a Policy for Electronic Records Management Things an Electronic Records Management Policy Must Address. Agencies will have a variety of records that include national security classified or sensitive information. Creation of Electronic Records. Universal Electronic Records Management Requirements The Universal ERM Requirements identify high level business needs for managing electronic records. 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 will also incorporate applicable DOD 5015.2-STD non-mandatory requirements (e.g., relating to national security classified information). Preserve and defend our company’s legality 6. March 2005 Version 1 Electronic Signatures Learn about the distinction between electronic and digital signatures, and the legal considerations surrounding their use. Stakeholders may be able to identify unique business processes or activities that some ERM systems may not be able to manage. When and how to destroy. They are baseline ERM program requirements derived from existing statutes, standards, NARA regulations, policy, and guidance. 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. Who will use the system? 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 … The agency records officer has an understanding of ERM (purpose, components, and functionality) and how it differs from paper recordkeeping. 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 … By storing information, we are able to: 1. You should identify the various types of agency-specific records that are created. All electronic records must be captured in an approved corporate business system. 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. Learn from past mistakes 5. 4.3.2 The Manager Record Services is responsible for: (a) Maintaining and reviewing the Records Management Policy; 1 Purpose and scope of the records management policy A records management policy is a cornerstone of effective management of records in an organisation. Ask stakeholders to rank requirements in terms of importance on a sliding scale. In today's University environment, employees create and maintain an increasing portion of their records using computers. Records management can be physical or electronic, and is frequently a combination of both. 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… 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. to include electronic records management objectives, responsibilities, and authorities in pertinent agency directives, or rules, as applicable. Enterprise-wide deployment of an ERM system is accounted for in the agency enterprise architecture and conforms to the Federal Enterprise Architecture Framework (FEAF). The Federal Records Act (44 U.S.C. Thus, setting up an electronic records management system and paying close attention to retention requirements for electronic records is particularly important. Today’s increasingly digital environment is fast-paced, … Electronic records can pose unique challenges for agencies related to records retention and the requirements of the PRA. of electronic records as part of a formal policy of managing records. 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. 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. The Tool Kit provides sample policy language options for the various facets of electronic records retention, management and disclosure. Records management staff should work with … Some enterprise-wide analysis of business process has already gone on and ERM was selected, among other business processes, for enterprise-wide automation. 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 … Develop an information governance strategy. 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. Publish the draft requirements and request written comments. You should structure it so readers can readily identify all relevant information. Paper and electronic records management policy. 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