Electronic Records

• Introduction
• Guidelines
• General Guidelines
• E-mail
• Web Sites
• Digital Imaging Systems
• Database Inventory Worksheet Instructions
• Preservation of Electronic Mail Collaboration Initiative
• Frequently Asked Questions about Public Electronic Records

Introduction

The identification of electronic records in an approved records retention and disposition schedule is required. This includes electronic databases, electronic mail, and all other records created and maintained in electronic format by all state and local offices in North Carolina. Please contact your agency's Records Management Analyst for assistance in identifying electronic records within your section.

The Government Records Branch offers a workshop on the management of electronic public records. The presentation covers such topics as public access, legal acceptance, security, and backups.

Related Links

• Protect Your DVDs and CDs (pdf)

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Electronic Records Guidelines

General Guidelines

• Best Practices for Digital Preservation (pdf)
• Best Practices for File-Naming (pdf)
• Human-Readable Preservation Duplicates (pdf)
• North Carolina Guidelines for Managing Public Records Produced by Information Technology Systems
• Public Database Indexing Guidelines
• Recommended Digital File Formats (pdf)
• Security Backup Files as Public Records In North Carolina: Guidelines for the Recycling, Destruction, Erasure, and Re-use of Security Backup Files (pdf)
• Managing Electronic Public Records: Recognizing Perils and Avoiding Pitfalls (online tutorial)

E-mail Guidelines

• E-mail as a Public Record in North Carolina: Guidelines for its Retention and Disposition (pdf)
• E-mail User Guidelines Checklist (pdf)
• Managing Your Inbox: E-mail as a Public Record (online tutorial)

Web Site Guidelines

• Program, Standards and Procedures Documents
  • Collection Procedures for State Government Web Sites Using Archive-It (pdf)
  • Program for Maintaining and Preserving Records of Web-Based Activities (pdf)
  • Standard for Automated Web Site Capture (pdf)

• Procedures for Manual Collection of Web-Based Activities (pdf)
• Web Site Content Assessment Table (pdf)
• Web Site Description Form (pdf)
• Web Site Description Form Instructions (pdf)

Digital Imaging Systems Guidelines (pdf)

1. Project Planning
2. Technology Assessment and Selection
3. System Implementation
4. Suggested Reading
5. Scanning Glossary

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Last Modified: 09/26/2008
Questions and comments to ITBranch@ncdcr.gov


Copyright © 2004 North Carolina Office of Archives and History. All rights reserved.