Technology & Public Records

1. Technology & Public Records

2. Photographic & Electronic Copies Section 92.29, F.S Photographic reproductions or reproductions through electronic recordkeeping systems…shall in all cases and in all courts and places be admitted and received as evidence with a like force and effect as the original would be….

3. Microfilm and Micrographics Records Storage and Preservation Solutions Rule 1B-26.0021, F.A.C.

4. What to Microfilm? A record series is a good candidate for microfilming if: • it has a long-term retention (10 years or longer); • it is inactive or infrequently referenced; • it consists of a large volume of records

5. Why Microfilm? Conservation of space Protection of vital records Proven durability and file integrity Easy storage and readability

6. Considerations for Microfilming • Expense (more than just filming) • Stringent technical quality standards for products and laboratories • Need for reader or reader/printer • User resistance

7. Legal Requirements Use safety-base permanent film for long-term permanent records. Master (silver) preservation copy is not used for reference work. Use acid free boxes for storage. Store master (silver) preservation copy in climate-controlled environment, and inspect regularly. Rule 1B-26.0021, F.A.C.

8. Legal Requirements • Rule 1B-26.0021, F.A.C. provides the minimum standards for microfilming public records • Determineif vendors offer services to ensure records are filmed in accordance to Rule 1B-26.0021, F.A.C.

9. Electronic Records

10. Electronic Records and Systems “Electronic record” means any information that is recorded in machine readable form. 1B-26.003(5)(d), F.A.C. “Electronic recordkeeping system” means an automated information system for the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures. Rule 1B-26.003(5)(e), F.A.C.

11. Chapter 1B-26.003, F.A.C.Electronic Recordkeeping These rules are applicable to all agencies as defined by Section 119.011(2), F.S. These rules establish minimum requirements for the creation, utilization, maintenance, retention, preservation, storage and disposition of record (master) copies, regardless of the media Rule 1B-26.003(3)(a)1-2, F.A.C. Rule 1B-26.003 has been in effect since August 1992. It was revised in May 2003.

12. Electronic Records • Electronic records include numeric, graphic, • sound, video, and textual information which is • recorded or transmitted in analog or digital • form • These rules apply to all electronic recordkeeping • systems, including, but not limited to, • microcomputers, minicomputers, main-frame • computers, and image recording systems • (regardless of storage media) in network or • stand-alone configurations Rule 1B-26.003(3)(a)3-4, F.A.C.

13. Advantages: • Reduced physical storage space • Multiple user access • Quick retrieval time and easy reproduction • Legally accepted recordkeeping practice (Section 92.29, F.S.)

14. Agencies must provide: • Public access to records regardless of the electronic record format • Security and integrity of records • Preservation and storage of records Rule 1B-26.003, F.A.C.

15. Formal Recordkeeping Practices Apply • Records need to be created as part of normal record making process at or near the time of the event, action, or decision • Records must be authentic • Records must be found without undue effort • Records must be available over entire required retention period

16. Media Migration • Plannedperiodic transfer of digital information from one hardware/software configuration to another

17. Media Migration • Neededto preserve integrity and accessibility of digital objects

18. Media Migration • Migrate as needed to prevent loss • Requires testing at least every 10 years • Requires FUNDING - an annual maintenance cost should be planned as recurring budget item Reduces the risk of lost information

19. Records Management and Information Technology • Records Managers should work in conjunction with Information Technology staff • Records Managers and Information Technology staff need to have a complete understanding of Chapter 119, F.S., and Rule 1B-26.003, F.A.C., and incorporate standards into the agency’s records management practices

20. Planning Considerations • Policies should reflect public access as described in Chapter 119, F.S. • A security system design that will protect the integrity of records and provide for authorized access • A written long range plan that provides for maintenance and migration

21. E-Mail lrawls@dos.state.fl.us tfew@dos.state.fl.us Basics of Records Management

22. What is E-Mail? An electronic means of communication in which: information is transmitted electronically (including graphics and/or audio information) operations include sending, processing, receiving, and storing information users are allowed to communicate under specified conditions messages are held in storage until called for by the addressee

23. E-mail Attachments Most e-mail software permits the attachment of separate electronic files, e.g., word processor files, graphic files, audio files.

24. Rapid transmittal of information and the ability to respond quickly Advantages of E-Mail • Eliminates telephone tag • Message can be very detailed

25. Disadvantages of E-Mail Retention requirements for e-mail are often misunderstood Decreased security Improprieties and lapses in good judgment are costly

26. When is E-Mail a Public Record? When it is prepared and transmitted in connection with official agency business. Florida Statutes When information is intended to perpetuate, communicate, or formalize knowledge. Florida Supreme Court

27. Examples of Electronic Mail as a Public Record • Policies and Directives • Correspondence and Memos • Agendas and Minutes • Drafts that are Circulated for Comment and Approval • Schedules, Calendars • Budgets

28. Examples of Electronic Mail That is Not a Public Record • “Where do you want to go to lunch today?” • “Did you watch American Idol last night?” • “Due to a security breach at our institution, please send us all of your bank account and credit card numbers.” • “You have just won the nonexistent European Union lottery that you did not enter! Please provide your bank account number.”

29. Electronic Mail as a Public Record E-mail messages are potentially official government records, so you should plan for e-mail as part of your electronic records management strategy. The medium is irrelevant.

30. Electronic Mail as a Public Record The content of the message determines whether it is a public record or not • The content determines to which record series the • message belongs • The content determines how long the message • needs to be retained

31. How is E-Mail Scheduled? • It should be evaluated for content and filed accordingly • It should be retained in accordance with approved records schedules

32. Transitory Messages Item #146 in GS1-SL General Schedule Retention: Retain until obsolete, superseded or administrative value is lost.

33. What is a “Transitory Message?” • An informal communication of information • Does not set policy, establish guidelines or procedures, or become a receipt • Does not perpetuate or formalize knowledge

34. Examples of a “Transitory Message” • “There will be a staff meeting at 3:00 p.m. on Monday.” • “The e-mail server will be down from 5:30 p.m. to 8:00 p.m. this evening.”

35. E-Mail Best Practices • Create policy and procedures • Train all employees and adopt into new hire training • Establish a secure filing system for official records • Schedule and dispose of records

36. For assistance, please call: Tim Few at (850) 245-6746 tfew@dos.state.fl.us Candice Odom at (850) 245-6714 cnodom@dos.state.fl.us Vincent Edwards at (850) 245-6745 vtedwards@dos.state.fl.us

37. State Library and Archives of Florida R.A. Gray Building 500 South Bronough Street, 2nd Floor – Tallahassee, FL – 32399-0250 (850) 245-6600 – Suncom 205-6600 – Fax (850) 245-6643 http://dlis.dos.state.fl.us/RecordsManagers/ recmgt@dos.state.fl.us The Basics of Records Management