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Electronic Records Management

Electronic Records Management. University of North Carolina at Chapel Hill University Archives and Records Management Services Wilson Library| CB# 3926 919-962-6402 | phone recman@unc.edu. Agenda. Electronic Records at UNC Organizing Electronic Records Back-Up and Security

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Electronic Records Management

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  1. Electronic Records Management University of North Carolina at Chapel Hill University Archives and Records Management Services Wilson Library| CB# 3926 919-962-6402 | phone recman@unc.edu

  2. Agenda Electronic Records at UNC Organizing Electronic Records Back-Up and Security Media and Migration Retaining Websites

  3. Electronic Records at UNC I have a folder with my personal files on my hard drive, but that does not really count. They are NOT public records. They are mine. WRONG Right?

  4. Public Records Include: Emails Tweets Facebook posts Text messages Instant messages All computer files Evolving forms All types of records are subject to the Retention and Disposition Schedule.

  5. Does it have a lasting historical value? If yes, keep and maintain according to records retention schedule. If no, delete and purge once its value ends. Who else received this message? Only the primary sender is responsible for maintaining the record copy of internal email. You are responsible for all external email. Is it a work in progress (draft)? In most cases, the final version is sufficient for long-term retention. Email as a Public RecordTo keep or destroy?

  6. Short term • File electronically • Erase when retention period is met • Long term • Contact University Archives and Records Management Services for transfer Email as a Public RecordDo I file or print?

  7. Deleting Electronic Files Only when approved by the disposition schedule Destroy all copies Purge hard drives, external drives and CDs Insure destruction, not just deletion Clicking delete is not enough Special software is necessary

  8. When organizing electronic records: 1. Model on paper filing system 2. Use easily understandable names 3. Strive for consistency 4. Handle limitations of the system 5. How will you search/find records? 6. How will you dispose of records? Organizing Electronic Records

  9. Sample Filing System Creates an easy way to follow the Retention and Disposition Schedule

  10. Media Identification Label your media Department name Record series Operating system Software and version Dates of the files Access restrictions

  11. Legal Admissibility Electronic records in the courts Discoverable Can be used as evidence Must be reliable Be able to explain system Be able to defend system

  12. Backing Up Your Files Back-Up and Security • As frequently as needed • Simply and routinely • Use reliable media • Label and date back-ups • Verify your back-up • Maintain back-ups off site

  13. Security and Protection • Secure essential records • Guard against security threats • Develop simple policies for security • http://its.unc.edu/infosecurity/index.htm • Implement policies consistently • Personnel policies: • Training • Access control

  14. Media Obsolescence • Format • 8 inch floppy • 5 ¼ inch floppy • 3 ½ inch floppy • Software • Word 95 • Windows 3.1 • Word Perfect • Lotus 123

  15. Maintaining Records Beyond Five Years • Confirm contents at creation • Check a 10% sample of media annually • Reformat electronic files every five years • Migrate to newer software as available ?

  16. Automated system in the works • Contact University Archives and Records Management Services before any website migration Retaining Websites

  17. Thank you for completing this module. Questions? University of North Carolina at Chapel Hill University Archives and Records Management Services Wilson Library| CB# 3926 919-962-6402 | phone recman@unc.edu

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