Electronic Records Guidebook

Introduction

Records managers, in tandem with their day-to-day responsibilities, must be aware of emerging technologies and the impact they may have on their RIM program. As agencies begin to adopt more and more new technologies, records managers must begin to prepare for how to properly manage these records and information.

The California Records and Information Management Program (CalRIM), along with other Archives staff, has created this Practical Guidebook for Managing Electronic Records to assist state agencies in developing of appropriate strategies and management practices for electronic records. This guide is intended to be a starting point to assist state agencies so that informed decisions are made regarding the electronic component of an agency’s records management program. This guide should work in conjunction with CalRIM’s Records Management Handbook to direct the user to best records management practices.

Our ability to manage and control records has not kept pace with our ability to create records and today’s highly technical environment means that more records will be created and stored electronically. Records managers, in addition with their day-to-day responsibilities, must be aware of emerging technologies and the impact they may have on their records management program. Maintaining complex records such as data spreadsheets, geospatial files, and digital video, requires a different approach to ensure that the files are readable throughout their retention period. As agencies adopt more new technologies, records managers must prepare to properly manage these records and information.

A firm understanding of electronic records management is becoming crucial for records managers in today’s digital environment. This guidebook will assist those seeking information on topics that are most pertinent for records managers today including email, metadata, trusted system and more. The goal of the guidebook is to equip users with information that will help foster informed decision making for an agency’s records management program.