Introduction

Introduction
You have likely heard the old saying, "the more things change, the more they stay the same." In many ways this saying reflects the increasing reliance on technology by government agencies to create and manage records. As a government employee, you use computers to send e-mail, create spreadsheets, compose letters and reports, publish information on the internet, and manage databases. The information that you create, store, share or reference often results in records that document important agency activities. Essentially, by performing your job you generate records. Although the technology you use to create records has changed, the responsibility to manage the records you create has not.

Records come in many different configurations including paper, electronic, audio and video. To support a wide variety of formats, an agency may need to manage several distinct recordkeeping systems. For example, an agency might conduct its official business in paper, yet rely on a computer information system to create the paper and to provide a quick and easy electronic reference. In this case, both the paper and electronic versions are equal in value and must be managed accordingly. Keep in mind that electronic recordkeeping systems require the same or, in many cases, larger effort to manage the records you create and maintain on them. South Carolina law and federal rules mandate that the records you create must be treated as official records regardless of their format.  Determining what is important requires some deliberation.

Records management is a collaborative process involving different members inside your organization including records creators, information technology administrators, the legal and audit departments, and senior management. South Carolina Department of Archives and History (SCDAH) staff are available to advise public entities on best recordkeeping practices and must be consulted before any public record is destroyed. Careful planning and administration of your valuable electronic records allows you to find information easier, lowers the costs of upkeep, decreases your legal risk and provides significant historical information for agency research. The following series of guidelines will assist you in realizing these and other long-term benefits of effective recordkeeping.

Purpose
The South Carolina Department of Archives and History has created these guidelines for use by South Carolina government agencies, however, other organizations including businesses and non-profits might find them useful as well. The guidelines should serve as a reference as you review your electronic records management practices and develop an electronic records management strategy. Although you can consult them in any order, we suggest that you read Records Management in an Electronic Environment before moving on to the other chapters. This chapter introduces important concepts in electronic records management and provides an overview of current South Carolina policy regarding electronic records in state agencies.

Guidelines in the Series include:

• Records Management in an Electronic Environment. Read this first for a brief overview of key concepts in electronic records management.
• File Naming. Learn about the importance of including a file naming policy in your electronic records management strategy.
• File Formats. Review descriptions of common file formats and a summary of the issues regarding converting or migrating files.
• Digital Media. Review digital media storage options (e.g., magnetic tape, optical disk) for your electronic records.
• Digital Media Storage - Facilities and Procedures. Learn about physical storage space options and access procedures.
• Electronic Document Management Systems. Introduce yourself to electronic records issues that may arise as you seek to integrate and manage the records management process with an electronic document management system.
• Digital Imaging. Introduce yourself to digital imaging, its uses, and legal considerations. Review recommendations for implementing digital imaging projects.
• E-mail Management. Consider the issues involved in extending your electronic records management strategy to your e-mail messages.
• Web Content Management. Learn how to develop a policy for managing your web content that meshes with your electronic records management strategy.
• Electronic and Digital Signatures. Learn about the distinction between electronic and digital signatures, and the legal considerations surrounding their use.
• Trustworthy Information Systems Handbook. Learn how to evaluate your recordkeeping systems for authenticity and reliability. Includes checklists and appendices.
• Glossary. Look up key terms in the guidelines.

Scope of Guidelines
These guidelines apply to the records of all public bodies as defined by Section 30-1-10 (B) of the Code of Laws of South Carolina, 1976, as amended. They extend the policies and practices as applied to paper based recordkeeping to electronic information.

You can use these guidelines to learn more about:

• Extending existing policies and practices for electronic records
• Preserving historical records created or stored electronically
• Limiting legal risk associated with electronic records created while conducting agency business
• Reducing your costs associated with maintaining electronic records

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Comments or suggestions?

South Carolina Electronic Records Management Guidelines, January 2005, Version 1

The documents are in Adobe Acrobat PDF format*. There are links within each file (in green) to help you navigate better.

*If you do not have the Adobe Acrobat Reader you must download it before viewing the files. There is no charge for the program. If you have questions or comments, please contact Nancy Piester