A HANDBOOK ON AN LECTRONIC ECORDKEEPING - …

A HANDBOOK ON RECORDS MANAGEMENT PRACTICES AND GUIDELINES FOR AN ELECTRONIC RECORDKEEPING SYSTEM

GOVERNMENT RECORDS SERVICE UPDATED OCTOBER 2020

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Table of Contents

PART I

DEVELOPMENT OF HANDBOOK......................................................... 1

Chapter 1: 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8

Introduction ..................................................................................... 3 Background ............................................................................................. 4 Purpose ................................................................................................... 5 Scope ....................................................................................................... 6 Audience.................................................................................................. 7 Related publications................................................................................ 7 Organisation.......................................................................................... 10 Updating................................................................................................ 10 Further information............................................................................... 10

PART II

ELECTRONIC RECORDS MANAGEMENT............................................ 11

Chapter 2: 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9

Electronic Records Management - Key Concepts ............................. 13 Definition of government records ......................................................... 14 Qualities of a record .............................................................................. 15 Electronic records .................................................................................. 15 Challenges of managing electronic records .......................................... 15 Need for electronic records management ............................................ 16 Hybrid records management environment ........................................... 17 Electronic recordkeeping system........................................................... 17 Anticipated benefits of ERKS ................................................................. 17 Changing paradigm in records management responsibilities .............. 19

Chapter 3: 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13

Functionalities of an ERKS............................................................... 20 Introduction........................................................................................... 21 Records management throughout records life cycle ............................ 21 Capturing records.................................................................................. 22 Organising records through a records classification scheme................ 23 Recordkeeping metadata ...................................................................... 23 Using records......................................................................................... 23 Security and access control ................................................................... 23 Storing records ...................................................................................... 24 Audit trail .............................................................................................. 24 Vital records protection ........................................................................ 24 Retention and disposal.......................................................................... 24 Language support ................................................................................. 24 Management reports ............................................................................ 24

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