Records Management is the professional practice of identifying, classifying, preserving, and disposing the records of an organization, while capturing and maintaining the evidence of an organization’s business activities as well as the reducing the risks associated with it.
Records Management includes three primary components:
Together, these practices make state agencies more efficient, personnel more productive, minimize costs, improve storage and retrieval systems, and protect agencies from litigation risks regarding record-keeping practices.
The Records Management Program is responsible for the supervision and administration of state records. This includes determining retention periods (based on legal, audit, historical and administrative values), selecting the appropriate retention medium (paper, electronic, etc.), choosing the best retention location (active, inactive, etc.), and selecting the best filing system for the records.
The Forms Management Program is responsible for maintaining quality state forms. This includes maintaining the state form numbering system, maintaining design standards for state forms quality, designing forms that meet the needs of our customers, eliminating duplicate and bootleg forms, and reviewing and analyzing all forms used in state government.
Electronic records are the predominate record type of the future. However, the hardware and software associated with electronic media can become obsolete, creating a cycle that requires data migration in as little as 5-7 years. To offset the obsolescence factor of electronic records, roll film remains a viable, low-cost media option for the long-term storage of records that are referenced infrequently when the cost of electronic or physical storage is excessive.
The Standards for Microfilming North Dakota Public Records and the media services offered by ITD continue to play a part in the state's records management program. While much of the work is outsourced, ITD continues to coordinate media services that include:
ITD provides customized records management consulting to state agencies and city/county government offices. Training to groups is also available and has historically included topics such as:
Provides analysis and design of state forms to meet the customer’s business needs and State Forms Design Standards.
Information management analysts assist in establishing and maintaining records management programs.
The purpose of this publication is to provide guidance on effective management of electronic records to North Dakota state and local government agencies.
These guidelines should be used as a best practice tool and provide basic information regarding electronic signatures.
All state agencies, vendors, and service bureaus must follow the appropriate standards when performing micrographic services for state records.
State form design standards ensure consistency in title block, paper/ink, captions, spaces, and appearance.
October 10th is Electronic Records Day 2018, an opportunity to raise community awareness of our digital records and to enlist help in preserving electronic records.
The May 12th update to Adobe Reader, Acrobat, and Acrobat Reader DC has caused issues with calculations within PDFs created by LiquidOffice Forms Designer.
Learn about the importance of electronics records and some tips on how to maintain your own records.
An Electronic Document Management System (EDMS) is a collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of the organization.