FAQ Guide
In the world of records management, understanding the nuances of electronic records is crucial. This article aims to address some of the most common questions surrounding the transfer, digitization, and storage of electronic records, with a particular focus on permanent records and compliance.
The National Archives and Records Administration (NARA) provides comprehensive guidance on these topics, offering practical solutions for agencies and organizations seeking to manage their electronic records effectively and securely.
Transferring Permanent Electronic Records
Transferring permanent electronic records to a national archive or repository like NARA requires adherence to specific standards for file formats, metadata requirements, and collaboration with the receiving institution to ensure proper preservation.
Digitizing Records
When it comes to digitizing records, especially permanent ones, best practices involve selecting sustainable file formats, maintaining metadata, and using validated digitization processes to avoid rendering records non-compliant.
Managing Non-Compliant Permanent Digitized Records
Non-compliant permanent digitized records can be a challenge. FAQs address what constitutes non-compliance in digitized permanent records and recommend steps such as re-digitization, correction of metadata, or special handling protocols to regain compliance.
Electronic Records Management During Telework or Emergencies
Records management policies for electronic records during circumstances like telework or emergencies involve retention schedules, access controls, and ensuring records remain authentic and accessible over time.
Secure Digital Storage
Secure digital storage is another crucial aspect of records management. This includes encryption, controlled access, backup strategies, and secure physical or cloud storage locations to protect the integrity and confidentiality of records.
File Formats for Digital Transfers
Agencies must often follow guidelines specifying preferred formats to ensure long-term preservation and accessibility of digital records transferred to national archives.
Implications of Using Non-Standard Formats or Storing Non-Compliant Records
Using non-standard formats or storing non-compliant records can have significant implications, including loss of data usability, increased preservation costs, or failure to meet legal or institutional mandates.
These FAQs help agencies and organizations ensure proper legal compliance, accessibility, and security when handling electronic records throughout their lifecycle—including creation, digitization, transfer, storage, and disposal or archiving.
For detailed, authoritative answers, the National Archives and Records Administration (NARA) provides comprehensive FAQs covering various topics related to records management, including records scheduling and appraisal, telework, flexible scheduling, and the Federal Docket Management System (FDMS) recordkeeping.
In addition to these topics, NARA's Agency Records Officer Credential Training and Renewal Policy (NARA Bulletin 2019-02) is a valuable resource for those responsible for records management within their organizations.
Data-and-cloud-computing technologies play a significant role in secure digital storage, allowing for encrypted, controlled access, backup strategies, and secure cloud storage locations that protect the integrity and confidentiality of records.
Adhering to specific file formats and metadata requirements is essential when transferring permanent electronic records, and digitizing records, especially permanent ones, should follow best practices such as selecting sustainable file formats, maintaining metadata, and using validated digitization processes.
