Who will use the system? The Federal Records Act (44 U.S.C. Records management can be physical or electronic, and is frequently a combination of both. ELECTRONIC RECORDS MANAGEMENT. to include electronic records management objectives, responsibilities, and authorities in pertinent agency directives, or rules, as applicable. Electronic records can pose unique challenges for agencies related to records retention and the requirements of the PRA. Promotion of Access to Information Policy. Electronic Records. 1-86-NARA-NARA or 1-866-272-6272, Records Management Regulations, Policy, and Guidance, Universal Electronic Records Management Requirements, http://www.archives.gov/records-mgmt/initiatives/erm-overview.html, http://www.whitehouse.gov/omb/circulars/a11/current_year/s300.pdf, http://europa.eu.int/idabc/en/document/2631, http://www.iso.ch/iso/en/ISOOnline.frontpage, Department of Defense (DoD) Standard 5015.2, Records Management Self Assessment (RMSA), Records Storage Facility Standards Toolkit, An enterprise-wide ERM system is being planned and has successfully emerged from the capital planning investment process (. Set-up a Records Retention Schedule. Electronic records management policy E-mail policy; Document imaging; and Web content management policy 3.2 Other policies that are closely related to the Records Management Policy are the Information Security Policy. The DOI Records Program is leading a strategic effort to streamline records … Procuring Services and Solutions Evaluate our operations and employee productivity over time 7. 31) and corresponding Code of Federal Regulations (CFRs) require all federal agencies to maintain records that document their activities, file records for safe storage and efficient retrieval, and dispose of records according to agency schedules. They are a starting point for agencies to use when developing system requirements. Paper and electronic records management policy. 4.3.2 The Manager Record Services is responsible for: (a) Maintaining and reviewing the Records Management Policy; Electronic record, as defined in NARA regulations (36 CFR 1234.2), means any information that is recorded in a form that only a computer can process and that satisfies the definition of a Federal record per the Federal Records Act. This is the person responsible for records management within the organization, but that person often has a team of people working together to create and maintain systems. Develop plans to improve and grow the company Arrange a stakeholder meeting to assess the requirements either in detail or as a whole. of electronic records as part of a formal policy of managing records. n»3Ü£ÜkÜGݯz=ĕ[=¾ô„=ƒBº0FX'Ü+œòáû¤útøŒûG”,ê}çïé/÷ñ¿ÀHh8ðm W 2p[àŸƒ¸AiA«‚Ný#8$X¼?øAˆKHIÈ{!7Ä. The Universal ERM Requirements identify high level business needs for managing electronic records. Tests of a well written (clear and effective) requirement: It provides significant savings in time or resources, It provides the records manager with useful tools, It provides the system manager with additional auditing capabilities beyond those specified in C2.2.8, It reduces risks to future access to the information. You should structure it so readers can readily identify all relevant information. The provider shall implement a written records management policy that describes confidentiality, accessibility, security, and retention of paper and electronic records pertaining to individuals, including: 1. At what organizational level will the system be administered? This model policy applies to both born-digital electronic records and electronic records generated by imaging systems. Some enterprise-wide analysis of business process has already gone on and ERM was selected, among other business processes, for enterprise-wide automation. to an effective records management program that are enveloped in an articulated set of Policies and Procedures that are reviewed and updated on a regular basis. In practice, records management usually includes a records manager. Creation of Electronic Records. Agencies will have a variety of records that include national security classified or sensitive information. produce a system that provides tangible benefits to the organization and end users. 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