Understanding Records Management: Electronic Records

Introduction

The increased use of electronic records raises the question of how government agencies should apply records management standards to electronic records and electronic record-keeping systems. Kentucky law defines public records as "all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings, and other documentary materials, regardless of physical form or characteristics, which are prepared, owned, used, in the possession of or retained by a public agency" (KRS 171.410 (1)). Electronic records fall under the definition of public records despite the fact they are hardware and software dependent. Records management standards and principles apply to all forms of recorded information, from creation to final disposition, regardless of the medium in which the records are created and/or stored. Information in record-keeping systems must be maintained and accessible, to the appropriate parties, until the all of the legal, fiscal, and administrative retention periods have been met regardless of the medium.

The following documents represent KDLA's efforts to offer guidance and support to state and local government agencies in managing the agency's electronic records. 

Electronic Records Management

Email Management

 

 

Digital Imaging