Ky.gov
Kentucky Department for Libraries and Archives

Electronic Records Management

​​​​​​​​​​​​The Electronic Records Management Branch (ERM) provides guidance, training, and technical support to state and local government agencies regarding the use of information technology in their archival and records management. The Branch assists government agencies, advisory bodies, and work groups on information policy, imaging, and technical standards. The Branch also endeavors to educate such bodies on requirements for archival and records management as they relate to information resources planning, management, and appropriations.

Questions? ​Reach out to the Branch staff for any additional electronic records management questions via phone 502.564.1707 or email at ​Electronic.Records@ky.go​v 


​Resources and Guidelines​

Electronic records come in many different formats. The following guidance helps to answer basic questions about what electronic records are and how to manage them. For a comprehensive look at managing electronic communication (email, voicemail, social media, video calls and chats, etc.) see the guidelines authored by the Electronic Records Working Group below. There are also guidelines here for responding to open records requests and specifics on electronic signatures. 

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​Authored by the Electronic Records Working Group​​​
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Email messages are public records! (KRS 171.410). This means that they can be subject to open records requests (KRS 61.870-61.884) and are subject to discovery in a lawsuit.

Your emails are not private! State employees should use their government email account for agency business only. Legal issues may arise if you use your government email account for personal matters. Email communications can become informal and encourage a conversational atmosphere that may not be professional. Therefore, employees should use caution to ensure all emails maintain a professional tone. Remember, your emails are subject to open records laws, and your emails could end up as a headline in the newspaper​

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Authored by the Electronic Records Working Group​​​​

A lot of the records created in government today are electronic. However, many agencies have paper or physical records they wish to digitize for easy access. Below are the guidelines on scanning and storing records digitally. If you have additional questions on best practices for scanning or want to discuss scanning permanent records – please contact the Electronic Records Branch!​

Kentucky Stat​​e Digital Archives

​​​​​​The Kentucky Department for Libraries and Archives manages and provides access to digital public records by maintaining the Kentucky State Digital Archives. The digital archives make it possible to collect and preserve digital content of archival value created by state and local government agencies. Records include photographs, videos, audio recordings, speeches, press releases, annual reports, meeting minutes, and much more. The Kentucky State Digital Archives provides citizens with access to these records through an online access portal which offers browsing, keyword search, and search refining capabilities. Records discovered can be viewed, downloaded, and printed.

Visit the Kentucky State Digital Archives!

​If you have any issues accessing the Kentucky State Digital Archives, contact Derek Clark by email (Derek.Clark@ky.go​v​) or call (502) 564-1707​.​​​

​Records Manageme​​nt Services

  • Records Scheduling:
    ERM works with the other branches in the Archives and Records Management Division in the records retention scheduling process, particularly as relates to electronic records. The Branch is responsible for the creation of

  • Training Services:
    ERM trains state employees on electronic records management issues policy, procedure, and best​ practioces. Contact Electronic.Records@ky.gov​​ for in-person and Zoom trainings.​

All state employees may sign up for KDLA's Records Management Training on Policies and Procedures offered several times through the year. 

  • ​To sign up, log into MyPurpose > Learning > Learner Home > Search for Session > “KDLA Records Management: Policies and Procedures" > Request.​

Fill out my online form.