[name of repository], [name of institution/organization ElectronicRecordsProcessingGuidelines “A record created, generated, sent, communicated, received and stored by electronic means.” – Minnesota Statutes, 305.L02 Introduction Electronic records are part of the [name of repository] collections and subject to the same criteria for selection and retention decisions as other media. As such, they are included under the preservation policy: ensuring that the collections remain available over the long term through prevention of damage and deterioration; reversing damage where possible; and, when necessary, changing the format of materials to preserve their intellectual content. The [e-records manager] will continue to migrate or maintain the media overtime and seek necessary funding for preservation projects. Sources of electronic records include: born digital records and digital surrogates created by [name of repository]; electronic records acquired by [name of repository] through purchase or donation; and electronic records licensed by [name of repository] with perpetual access and archival rights. electronic records essential for [name of repository] functions Electronic records in [name of repository] do not include optical media (CDs and DVDs) that contain audio or video components. These materials are maintained by the [audiovisual unit], see the [procedures for processing AV materials] chapter of this manual for workflow recommendations. Accessioning During a collection’s accessioning phase, the [who/what responsible for accessioning collections] will note all electronic records on the accession inventory list and will note the removal of these items to the electronic records storage area. Upon the removal of electronic records the archivist will create two removal sheets for the item. One sheet will remain in the original location and the other will accompany the item to the electronic records storage area. The electronic records archivist should be informed of the newly acquired material upon its separation. In the case where electronic records are donated on a hardrives, the archivist must immediately save a copy of the records onto the network server or local computer or external drives. The archives should institute regular backups for all of their electronic records residing on servers.