Electronic Records

Managing Electronic Records

• Electronic records, including e-mail messages and attachments meeting the definition of records, must be scheduled in accordance with Management Directive 210.5 (PDF).
• Information Technology Policy (ITP) relating to the management of electronic records throughout their life cycle, including policy for systems design, web records and EDMS can be found in ITPs that begin with 'INFRM' (specifically INFRM001, 004, 005, 006).
• Electronic records must be retained and disposed of in accordance with agency-specific and/or general retention and disposition schedules approved by the Executive Board.
• In order to keep electronic records accessible for the duration of the full retention period, agencies may need to migrate the data to upgraded software and/or hardware systems and/or different media.
• Electronic records reach their final disposition date when they have met established retention periods in the agency. They are then either destroyed by the agency or transferred to the State Archives as indicated in the records retention and disposition schedules.

 Electronic Records Policies

• Policy Regarding Agency Long Term Records in Electronic Format (PDF)
• Guidance for Policy Regarding Agency Long Term Records in Electronic Format (PDF)
• Request to Retain Long Term Records in Electronic Form Other Than PDF/A (PDF)

Helpful Handouts for Email and E-Records

• E-Records Decision Guide (PDF)
  
• E-records Guidelines (PDF)
• Electronic File Folders (PDF)
• Electronic File Naming Guide (PDF)
• Email Decision Guide (PDF)
• See also M210.1 (PDF) for more information on electronic records and training information. As with paper records, electronic records need to be managed to control their creation, distribution, maintenance, use, and disposition.