State Records Center and Archives

1. State Records Center and Archives Central Electronic Records Repository (CERR)

2. Opportunity • SRCA purposes one component of larger overall solution, but a key component – a single, centralized repository for the inactive electronic records of State agencies, with those records managed in accordance with accepted standards.

3. Problem Facing State Government • The State of New Mexico has no adequate means of managing the increasing volume of public records that are being created and maintained electronically. • Multiple forms and sources of records and information have profoundly increased the complexity of procedures required to manage information and records.

4. Need for CERR The ramifications of the absence of an effective management tool are numerous and significant: • productivity is compromised as employees waste time searching for electronic records residing on hard drives, networks, back-up tapes, etc.; • public accountability is weakened as electronic records documenting governmental actions and decision-making are lost; • the reliability of the public record is left open to question as multiple and differing copies of the same record are created without standards for authenticating the official version; • the State's historical record is jeopardized as electronic records of permanent or historical value are not identified and captured; and • the financial position of the State is placed at risk as the costs of litigation and discovery rise and as litigation is initiated because public records cannot be located or have been prematurely destroyed.

5. Progress on CERR Project • June 10, 2009 – Needs Assessment completed. Seven deliverables: • As-Is-Analysis • To-Be-Analysis • IT Infrastructure Analysis • Software Selection Analysis • CERR Implementation Recommendations • Staffing Analysis • Final CERR Needs Analysis Recommendations

6. Phase One – Budget Breakdown - $150,000

7. Phase Two Budget Request $1,031.0