Managing Electronic Public Records

Recognizing Perils and Avoiding Pitfalls

Threats to Digital Files 

Because of the variety of concerns that accompany managing electronic records, threats to digital files encompass a range of issues, including user error, problems with storage media, and obsolescence of software and hardware.

Human Failure to be Vigilant

Sometimes, data is lost because of technology; sometimes, it is lost because of human error. It seems as if every day brings a new story of missing records caused simply by negligence or mistakes. In 2007, Iron Mountain lost a back-up drive with Social Security numbers and bank account information for Louisiana students who had applied for federal student aid over nine years. The data was lost while being transferred between storage facilities. The truck driver was fired for failing to follow company security procedures and the Louisiana Office of Student Financial Assistance took steps to protect thousands of affected students from identify theft and fraud.

It is important to make sure everyone knows their responsibilities in managing and protecting public records, regardless of format.

Organizing Electronic Records

Another type of human error is loss of records due to disorganization. While search functions are getting better and better, proper organization from the start is the best way to make sure you, and others in your office, can find records when needed.

Naming records correctly is a standard held over from managing paper records that is equally applicable, perhaps even more so, for electronic records.

electronic_records_KE_2007_10_29.ppt      or

ElectronicRecordsWorkshopKE20071029.ppt

This is an example of the naming convention used in the Electronic Records Unit. This is the name of the electronic records workshop as saved on the department's server. It is also filed correctly in folders, in

Government Records Branch/Workshops/Current

If someone else needs to access it in the future, it will be clear what the file contains without opening it. Another important thing to note is that the name doesn't include any special characters like dashes or question marks. In places in which there is normally a space there is an underscore. This helps the computer read the file and follow the correct links.

Organization and file-naming are particularly challenging when working with databases and Web sites. If you are responsible for these or other types of records in your office, make sure that you are creating them or maintaining them according to accepted best practices. Does your office have a file-naming convention, or rules for saving files in a certain location? DCR offers a document listing best practices for file-naming, which you can read by following the link in the sidebar.

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