LVA Electronic Records Management
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Library of Virginia Records Management Presentation
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LVA Electronic Records Management
- 6. Electronic Records Responsibilities and Challenges
- 10. Storage Media and Database Management
- 14. Reformatting
- 19. Metadata
- 36. ECM
Notas do Editor
- Documents a transaction or activity Includes all mediums regardless of physical form or characteristic And is considered a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business
- Machine-readable versus human-readable; microfilm (though typically viewed using a machine) is technically human-readable
- Stress agency responsibility for conversion and migration
- Electronic shredder (like erasure) B. Electronic records. Agencies must establish procedures and processes to destroy social security numbers in public records that have reached the end of their retention period in electronic format and stored on information or recordkeeping systems. Agencies may maintain or destroy the physical media. 1. Files stored on a computer must not only be deleted but also overwritten using software that overwrites the files with meaningless data to totally obliterate the original data and to prevent the information from being reconstructed. 2. Back-up tapes must be overwritten to totally obliterate the original data. 3. If an agency plans to maintain the floppy disks, tapes or other magnetic storage devices, other than hard drives, with data containing social security numbers, the media must be: a. Overwritten using software that overwrites the files with meaningless data to totally obliterate the original data; or b. Exposed to a powerful magnetic field to disrupt the information. If a magnetic field is used, the data must be reviewed to ensure that the social security numbers are not retrievable. 4. CD-ROMs must be incinerated or physically broken, into several pieces, to be rendered unusable. 5. When disposing of computers that contain social security numbers, hard drives must be overwritten and inspected to insure no social security numbers remain. If data remains, the hard drive must be removed and disposed of separately by drilling to prevent it from being used again.
- Non-rewritable or WORM. Stress that agency/locality are responsible for migration/conversion.
- Digital storage media is not adequate for long-term or archival preservation of records. Migration will be necessary. The purpose of BWAV file format is the addition of metadata to facilitate the seamless exchange of sound data between different computer platforms and applications. It specifies the format of metadata , allowing audio processing elements to identify themselves, document their activities, and permit synchronization with other recordings. This metadata is stored as extension chunks in a standard digital audio WAV file.
- Digital image is legal for response to FOIA or a court subpoena May also reformat permanent records. Consult your Records Analyst before starting. If vital records, software application and indexing system must be included in offsite storage
- American National Standard for Information and Image Management Association of Information and Image Management
- Images are not human-readable without computer equipment Significant equipment costs, including hardware and software Hardware and software obsolescence Systems change every 18 months to 5 years Software changes every 2-3 years Different types of scanners required for various formats Complex and time-consuming Image capture Quality control Metadata management Retention periods are harder to implement Sorting those to be deleted from those to be saved Forget that these are records
- Draft is considered FOIA-able.
- The history of the project, the process, and those involved: OAG, Internal Auditor, VDOT, APA, VITA, LVA Just like we always tell folks in our workshops, electronic records management needs to be a team effort…so we got a team together to discuss how the Commonwealth should best manage its email. We had representatives from all interested parties – IT, Legal, RM It’s available on our Web site and there’s a link at the end of the presentation.
- We realized that different agencies have different budgets and different situations that they’re dealing with. We wanted to give people options along with the advantages and disadvantages of using each of these options for email storage. The four methods we came up with are really the only acceptable means of email storage according to the working group, but you’ll see that some options are better than others. Not recommended! Only suitable for routine correspondence with short retention periods. PST files on shared drives.
- Folders stored outside mailbox but viewed with e-mail client The default is ‘personal folders’
- Talk about definition of ‘archiving’
- A. Names and e-mail addresses of recipients, including names and addresses of all members of distribution lists B. Name and e-mail address of sender C. Time and date that the e-mail was sent D. Subject line that describes the content of the e-mail E. Text in the body of the e-mail F. Attachments, if applicable
- Requests from the public for e-mail records must be honored in the same manner as other public records. E-mail records must remain accessible during their entire retention period and should be maintained in such a manner as to permit easy access and timely retrieval.
- AIIM (Association of Information and Image Management), the international industry association focused on ECM, has provided this universal definition for ECM. ECM is the management of unstructured information, defined as data that is not stored in a database. In addition to images of paper documents, this includes “born digital” documents such as Word, Excel, and PDF files, emails, electronic forms, web content, media files, and legacy report data converted to images (ERM/COLD). 80% to 90% of an organization’s information is unstructured (per numerous industry sources). This content is what every agency relies upon to function and serve their mission. ECM is about delivering the right information to the right person at the right time . Why use ECM? Reduce operating costs Do more without hiring new people Reduce risk Manage FOIA requests better Share information (collaborate)
- In 2007, IBM FileNet P8 was selected as the Commonwealth standard for ECM software. Services available include business process management, e-mail archiving, e-forms, records management, storage connectors, business activity monitors, Web site templates, redaction software and more. This business process software achieves the objectives set out in Governor Kaine’s “Paperless Government” Initiative through improved digital capture, document storage and retrieval services as well as making it easier to telework. A Shared Services platform also allows smaller to medium-sized agencies that cannot justify their own ECM solution or larger agencies wishing to pilot ECM in a limited fashion to take advantage of this offering.