Electronic Records Working Group (ERWG)

The Electronic Records Working Group (ERWG), helps develop policy recommendations or alternatives for issues involving the intersection of technology and records management.  Formed in 2002, the ERWG is an informal, joint interagency body with representatives from:

• the Kentucky Department for Libraries and Archives (KDLA)
• the Commonwealth Office for Technology (COT)
• the Office of the Attorney General
• the Auditor of Public Accounts
• the Office of the Secretrary of State
• the Cabinet for Health and Family Services
• the League of Cities
• the University of Louisville
• the Jefferson County Public School District 

The following guidelines and standards have been approved by the ERWG:

Email Management 

• Model Policy and Procedure for the Management of Electronic Mail in Kentucky Agencies (March 2009 Version 1)
• Guidelines for Managing E-mail in Kentucky Government (September 2005)

Records Management

• Electronic Signature Recordkeeping Guidelines (November 2011) describes different types and uses for electronic signatures and general issues that agencies need to aware of when implementing electronic signatures.
• Guidelines for Responding to Open Records Requests for Public Records in a Database (March 2004)
• Enterprise IT Architecture Standard 4050 Recordkeeping, General
• Enterprise IT Architecture Standard EAS 2330 - Non-Alterable Documents Standard
• General Schedule for Electronic and Related Records (June 2002)
• System Descriptions found at the end of many records retention schedules
• Records Transfer Guidelines (June 2006)
• PDF transfer standard
• Digital photographs transfer standard  

Digital Imaging

• Ensuring the Long-term Accessibility and Usability of Records Stored as Digital Images: Guidelines for State and Local Government Officials.  (January 2010)
• Conversion of Digital Images to Microfilm Format (PM 99-1) prescribes the format for the creation of microfilm from imaged documents. (1999)
• Policy Memorandum on the Storage of Public Records as Scanned Images (PM 10-01) describes the conditions under which records may be maintained in an image-only format. (2010 revision)