Managing Electronic Records

By Jim Booth, Executive Director, PRISM International

The overall output of electronic information is growing so quickly that it is nearly impossible to measure it. In 1999 the University of Berkley created some very good approximations regarding information output. Their study found that in 1999 about 200 Megabytes of information was produced for every man, woman or child on the planet. Managing such an incredible volume of records effectively is a daunting task, but one for which some resources and techniques are now available.

Defining Electronic Records

In contrast to their paper counterparts, electronic records offer significant management challenges because of the means used to record the data. Paper records rely solely upon a human being to interpret the recorded data. Electronic records, in contrast, rely first upon machines to decode the recorded data, then upon human beings to interpret it, once encoded. In his book Managing Electronic Records professor Bill Saffady identifies five primary sources of electronic records: computers and computer-like devices; scientific and medical instrumentation, communications equipment, video recorders and audio recorders.

It is important to note that micrographic storage is not included in Saffady's list. The reason is simple. Micrographic records, though recorded through mechanical means, may be interpreted directly by a human being using a strong magnifying device and a light source. (Of course, interpretation is easier with a reader-printer, but exclusive reliance upon this machine is technically unnecessary.) This is particularly important in light of data migration, which will be discussed later in this article.

Key Information Management Components

Until very recently, electronic records were a domain completely foreign to most records and information managers. Authors David Stephens and Rod Wallace, in their text Electronic Records Retention: An Introduction make the following observation. *Records retention has been perhaps the key component of the records management discipline for almost half a century. This component is based on the simple premise that business records should be retained for as long as they retain value for some business purpose, but no longer* The vast majority of electronic record keeping systems in the United States have been designed without a predefined methodology for eliminating data, text, and image files at a point in their life cycle at which their information content is of no further value. Because this functionality is not built into the software architecture, it must be managed by human means.

1. Comparison to Hard Copy Retention Practices

If there are existing retention schedules in place for records series which exist as other media (paper, microfilm, etc.) then these schedules can be applied to electronic records which fall within the same records series.

2. Speak Geek

IS and IT professionals use a considerable amount of specialized terminology. Check the local library or look on the Internet for basic definitions of terms you are likely to encounter when dealing with persons managing computer technology.

3. Survey Existing Electronic Records Creators

Information critical to your understanding of records scheduling can be gained by talking to those persons who generate the information.

4. Explain Records Management Concepts

In addition to learning IT terms, it is also important for you to impart concepts central to records management. Important points to cover include risk management concepts such as discovery and forensic computer investigation, defaulting and retrieval methodologies, rules of evidence and best evidence rules, preservation strategies for permanent records, data migration planning, records-related disaster recovery concepts, and adherence to established policies.

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