Posted: Oct 9, 2019

Governor Burgum has declared October 10, 2019 as Electronic Records Day. Sponsored by the Council of State Archivists (CoSA), Electronic Records Day is an opportunity to raise community awareness of our digital records and to enlist help in managing and preserving them. This day is designed to raise awareness among state government agencies, the general public, related professional organizations, and other stakeholders about the crucial role electronic records play in our world.  The volume and complexity of government electronic records and information continue to increase.  We must work together in order for electronic records to remain accessible and continue to provide value in our business processes.

Talk about E-Records Day on Twitter using #ERecsDay

 

Below is a list of action items to take with Electronic Records:

  • Consult retention schedule to determine which records to retain and dispose.
  • Follow naming conventions, file organization, and version control strategies.
  • Understand metadata.  It’s the information that lets you search, retrieve, access, manage, and preserve electronic records.
  • Conduct annual reviews of electronic records, including e-mail messages, during records disposal process.
  • Develop migration plans for continued access to electronic records.
  • Understand the backup policy for electronic records.
  • Save electronic records with long-term retention in reliable, open formats, such as JPEG, TIFF, PDF, MP3, and MP4.
  • Understand the security and ownership rights of records stored in the cloud.
  • Before you scan, consider naming convention, storage, and retrieval standards and best practices for the most efficient and useful results.
  • If public business is being conducted, it’s a record.  Public business on a private account is still public.
  • Understand electronic communication device policies.
  • Understand the limits and user agreements of social media and third-party tools.

Additional Resources

North Dakota's Electronic Records Management Program

ND Archives Electronic Records