Mention "electronic records" in a crowded room and all conversation may come to a halt...
Not necessarily out of interest (or lack thereof), but more often than not out of fear of the unknown. Electronic records are perceived to be more mysterious than their analog paper counterparts. The advice contained in this niche of cyberspace is meant to dispel that myth.
Electronic records or more accurately "technology dependent records" are those records that are not eye readable without some intervening technology, and:
- may be born-digital or converted
- may be created via computing devices, scientific and medical instrumentation, communications equipment, and audiovisual equipment
- exists in a variety of types including but not limited to: text, images, moving images, sound, databases, spreadsheets, geographic information systems (GIS), data warehouse, and specialized application.
The University Archives in collaboration with the Office of the CIO have developed a checklist tool to be utilized with new or existing information systems to determine whether the function that the system supports is subject to any recordkeeping requirements:
- If it is a new system, it will assist in determining what action(s) may be required to enable the system to meet recordkeeping requirements.
- If it is an existing system, it will assist in gauging how well the system is currently functioning as a recordkeeping system, and determine what remedial action(s) may be required to enable the system to meet recordkeeping requirements