Electronic Records

Amy K. Moran, Information Technology Consultant

Presentation for Digital Summit November 15, 2004

Electronic Records Session

Electronic Records

Division of Enterprise Technology Amy K. Moran

Today’s DiscussionE-records

• Challenges• Wisconsin Guidance

– Adm 12 -- Rule on Electronic Records– E-mail Retention Standard for Public Records

• Some other resources• Questions


The Challenge

“There is a much greater assurance that 20 or 30 years from now , you’ll be able to find records from the Civil War than you will from anything that’s going on today.”

Ken Thibodeau quoted in Peter Jennings World News onight,

May 4 1999.


Mutability

• Ease of modifying electronic information• Software changes

– Application– Operating System

• Hardware Changes– Storage format– Storage shelf life– Other . . .


Three Elements of Electronic

Records

Structure

ContextContent


INFORMATION LIFE CYCLE

ACCURATE, ACCESSIBLE, RELIABLE, RETRIEVABLE

I. Design II. Creation III. Maintenance andManagement

Use and preservation

t = months, years; forever

11/04

t = 1 click --s"blink of an eye"


Information Technology

Staff

Records Staff

End User

Agency Business / Program Mngmnt

Roles and Responsibilities


Some Guidance

• Wisconsin Admin. Rule 12

– Primer, Training Sessions and 2004 Webcast

presentation links from Records Month http://enterprise.state.wi.us/home/erecords/Default.htm

• Wisconsin Draft E-Mail Retention Standard http://enterprise.state.wi.us/home/email/Default.htm


• National Archives http://www.archives.gov/index.html

• ARMA http://www.arma.org/ and stds.

draft http://www.arma.org/standards/public/document_list.cfm

Some Other Resources


Questions?


Appendix

• Summary of Public Records Policy (Wis. Stat. Ch. 16)

• Inclusions

• Exclusions

• Summary of Open Records/ Meetings (Wis. Stat. Ch. 19)


Policy Underpinnings-

Public Records Statute• “ . . . to preserve for permanent use

important state records, prescribe policies and standards that provide an orderly method for the disposition of other state records and rationalize and make more cost-effective the management of records by state agencies (Wisc. Stat. Sec. 16.61 (1))


Public Records Inclusions

• Public record defined at Wisc. Stat. 16.61, 16.611, 16.612

• 16.61(2)(b) "Public records" means all books, papers, maps, photographs, films, recordings, optical disks, electronically formatted documents or other documentary materials, regardless of physical form or characteristics, made, or received by any state agency or its officers or employees in connection with the transaction of public business, and documents of any insurer that is liquidated or

in the process of liquidation . . .


Public Records Exclusions

"Public records" under sec. 16.61 does not include

1. Records and correspondence of any member of the legislature.

1m. Any state document received by a state document depository library.

2. Duplicate copies of materials the original copies of which are in the custody of the same state agency and which are maintained only for convenience or reference and for no other substantive purpose.


Public Records

Exclusions3. Materials in the possession of a library or museum made

or acquired solely for reference or exhibition purposes4. Notices or invitations received by a state agency that were

not solicited by the agency and that are not related to any official action taken, proposed or considered by the agency.

5. Drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working.

6. Routing slips and envelopes.


Policy on Open Records and Meetings

• “In recognition of the fact that a representative government is dependent upon an informed electorate, it is declared to be the public policy of this state that all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them.


• Further, providing persons with such information is declared to be an essential function of a representative government and an integral part of the routine duties of officers and employees whose responsibility it is to provide such information”

Wis. Stat. s. 19.31

Policy on Open Records and Meetings

Electronic Records

Documents

Transcript of Electronic Records