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Electronic Records

Electronic Records. Presentation for Digital Summit November 15, 2004 Electronic Records Session. Today’s Discussion E-records. Challenges Wisconsin Guidance Adm 12 -- Rule on Electronic Records E-mail Retention Standard for Public Records Some other resources Questions. The Challenge.

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Electronic Records

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  1. Electronic Records Presentation for Digital Summit November 15, 2004 Electronic Records Session Amy K. Moran, Information Technology Consultant

  2. Today’s DiscussionE-records • Challenges • Wisconsin Guidance • Adm 12 -- Rule on Electronic Records • E-mail Retention Standard for Public Records • Some other resources • Questions Amy K. Moran

  3. The Challenge “There is a much greater assurance that 20 or 30 years from now , you’ll be able to find records from the Civil War than you will from anything that’s going on today.” Ken Thibodeau quoted in Peter Jennings World News onight, May 4 1999. Amy K. Moran

  4. Mutability • Ease of modifying electronic information • Software changes • Application • Operating System • Hardware Changes • Storage format • Storage shelf life • Other . . . Amy K. Moran

  5. Three Elements of Electronic Records Amy K. Moran

  6. Amy K. Moran

  7. Roles and Responsibilities Amy K. Moran

  8. Some Guidance • Wisconsin Admin. Rule 12 • Primer, Training Sessions and 2004 Webcast presentation links from Records Month http://enterprise.state.wi.us/home/erecords/Default.htm • Wisconsin Draft E-Mail Retention Standard http://enterprise.state.wi.us/home/email/Default.htm Amy K. Moran

  9. Some Other Resources • National Archives http://www.archives.gov/index.html • ARMA http://www.arma.org/ and stds. draft http://www.arma.org/standards/public/document_list.cfm Amy K. Moran

  10. Questions? Amy K. Moran

  11. Appendix • Summary of Public Records Policy (Wis. Stat. Ch. 16) • Inclusions • Exclusions • Summary of Open Records/ Meetings (Wis. Stat. Ch. 19) Amy K. Moran

  12. Policy Underpinnings- Public Records Statute • “ . . . to preserve for permanent use important state records, prescribe policies and standards that provide an orderly method for the dispositionof other state records and rationalize and make more cost-effective the management of records by state agencies (Wisc. Stat. Sec. 16.61 (1)) Amy K. Moran

  13. Public Records Inclusions • Public record defined at Wisc. Stat. 16.61, 16.611, 16.612 • 16.61(2)(b) "Public records" means all books, papers, maps, photographs, films, recordings, optical disks, electronically formatted documents or other documentary materials, regardless of physical form or characteristics, made, or received by any state agency or its officers or employees in connection with the transaction of public business, and documents of any insurer that is liquidated or in the process of liquidation . . . Amy K. Moran

  14. Public Records Exclusions "Public records" under sec. 16.61 does not include 1. Records and correspondence of any member of the legislature. 1m. Any state document received by a state document depository library. 2. Duplicate copies of materials the original copies of whichare in the custodyof the same state agency and which are maintained only for convenienceor reference and for no other substantive purpose. Amy K. Moran

  15. Public Records Exclusions 3. Materials in the possession of a library or museum made or acquired solely for reference or exhibition purposes 4. Notices or invitations received by a state agency that were not solicited by the agency and that are not related to any official action taken, proposed or considered by the agency. 5. Drafts, notes, preliminary computations and like materials prepared for the originator's personal useor prepared by the originator in the name of a person for whom the originator is working. 6. Routing slips and envelopes. Amy K. Moran

  16. Policy on Open Records and Meetings • “In recognition of the fact that a representative government is dependent upon an informed electorate, it is declared to be the public policy of this state that all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them. Amy K. Moran

  17. Policy on Open Records and Meetings • Further, providing persons with such information is declared to be an essential function of a representative government and an integral part of the routine duties ofofficers and employees whose responsibility it is to provide such information” Wis. Stat. s. 19.31 Amy K. Moran

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