managing electronic records in governmental bodies - National ...

43
duplicating documents that already exist in the repository) of the site to the
repository.
Websites should be version controlled and an audit trail should be kept of all
changes to the site to guarantee its authenticity and the legal admissibility of the site.
The electronic records management application should be able to manage websites
as records.
Managing records in non-electronic formats
Although governmental bodies strive to create less paper or even "paper less"
environments they always end up with some paper-based records being created.
The records management application should include paper management futures to
allow for integrated records management. It should track files and containers, update
their current locations and report on free space within storage facilities.
The following features are examples of paper management futures:
! Bar coding of files and boxes;
! Label printing
! Movement tracking;
! Online file requesting
! Charge-out/in file management;
! Location Auditing
! Destruction and transfer
The application should log all actions taken on paper-based records and should
enable the audit log to be kept as an unalterable record.
The application should also be able to manage records in other non-electronic
formats such as microfilm, sound cassettes, videocassettes, maps, plans,
photographs, etc in the same manner.
The application should log disposal and transfer actions taken on non-electronic
records and should enable the audit log to be kept as an unalterable record.
Quality assurance
Because of the inherent volatility of electronic records and the larger role played by
end users the records manager should play a expanded role regarding the quality
assurance of records to ensure their validity as evidence of the business
transactions of the body and their legal admissibility.
The records manager must be able to monitor the percentage of documents that are
being filed. He/she should be able to determine if there are staff who does not file
electronic records and why not. He/she should also be able to determine the rate of
accuracy in filing. This would enable him/her to determine if there are staff who need
Managing electronic records_Policy Guidelines.doc
First Edition
Version 1.1
April 2003