Electronic Records

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​​​​​​​​Introduc​​tion

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​)). 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 or stored. Information in electronic recordkeeping systems must remain accessible to the appropriate parties, until the all the legal, fiscal, and administrative retention periods have been met, in the same way as physical records.

Below are KDLA created resources offering guidance and support to state and local government agencies in managing the agency's electronic records.

Electronic Records M​anagement

• Cloud Computing Guidelines: Implications and Guidelines for Records Management in Kentucky State Government
• Guidelines for Responding to Open Records Requests for Public Records in a Database
• General Schedule for Electronic and Related Records​
  
• Electronic Signature Recordkeeping Guidelines

Email Manag​​ement​

• Guidelines for Managing Email in Kentucky Government
• Email Guidelines Flowchart
• Model Policy and Procedure for the Management of Electronic Mail in Kentucky Agencies
• Storage of Email Messages Using Microsoft Outlook

Digital Imagi​​ng

• Ensuring the Long-term Accessibility and Usability of Records Stored as Digital Images: Guidelines for State and Local Government Officials
  
• Conversion of Digital Images to Microfilm Format (PM 99-1)
• Policy Memorandum on the Storage of Public Records as Scanned Images (PM 10-01) ​
  

Digitization Ven​​dors

• ​Digitization Vendors Lis​t
  

The Kentucky Department for Libraries and Archives does not endorse any digitization company. KDLA provides this list of digitization vendors for state agencies' convenience. These vendors have requested to be added to the list and assert that they have capability in all respects to perform fully the services offered, and the integrity and reliability which will assure good faith performance.

For vendors interested in being added to the list, please contact the Electronic Records Branch staff by email: Electronic.Records@ky.gov.

Electronic Recor​​​ds Working Group Guidance

The following guidance was authored by the interagency Electronic Records Working Group (ERWG). It has been approved by the State Archives and Records Commission.

Visit the Electronic Records Working Group​​ page​​ to view the ERWG meeting schedule, charter, and member information.

​Email Man​age​​ment

• Model Policy and Procedure for the Management of Electronic Mail in Kentucky Agencies
• Guidelines for Managing E-mail in Kentucky Government

Records Managem​​ent

• Guidelines for Managing Social Media Records in Kentucky Government
• Cloud Computing Guidelines: Implications and Guidelines for Records Management in Kentucky State Government
• Electronic Signature Recordkeeping Guidelines
• Guidelines for Responding to Open Records Requests for Public Records in a Database

Traini​​ng

• Contact Electronic.Records@ky.gov for training opportunities in all areas listed above!
• Any state employee may sign up for KDLA's Records Management Training on Policies and Procedures offered multiple times through the year. To sign up, log into MyPurpose > Learning > Learner Home > Search for Session > “KDLA Records Management: Policies and Procedures" > Request.​
  
  

Ques​​tions? 

Reach out to the Branch staff for any additional electronic records management questions: 

Electronic.Records@ky.gov​

(502) 564-1707​