Managing Records: Electronic Records
Frequently Asked Questions (FAQs)
How
long do I have to keep electronic records?
Are electronic records legal in court?
Where can I get training in records management
and archives?
Are digital images of paper records legal in court?
Do you have any grants for records management or
archives projects?
How should I go about hiring a consultant in
records management?
Is electronic document imaging or scanning a good idea?
Why ask vendors for local government references?
Do you have any guidance regarding geographic information systems (GIS)?
How long do I have to keep electronic records?
The legal retention period of records depends on the function of the records (regardless of format), legal requirements and the administrative or other use of the records. If you are a local government, check the retention schedule for your specific type of government (county, school district, municipality or miscellaneous) for retention periods for specific records. If you are state agency, contact the State Archives at (518) 474-6926 or via e-mail at RECMGMT@mail.nysed.gov for more information on scheduling state agency records. For more information on the retention of records, see Records Retention and Disposition of Records (Technical Information Series 41). The Archives also offers a Using State Archives Retention Schedules workshop in the fall. No matter what, be sure to talk to the Records Management Officer for your state agency or local government before you discard any records.
Are electronic records legal in court?
Many people believe that electronic records cannot be used as evidence in court. Actually, electronic records can usually be used as evidence; however, you will need to be able to prove that the system that maintains the records is secure and maintains accurate, authentic records. For more information on this topic, see the State Archives publication Guidelines for the Legal Acceptance of Public Records in an Emerging Electronic Environment (SGP 10).
Where can I get training in records management and archives?
The State Archives provides workshops free of charge to local governments and state agencies, and others can attend if there is space available. The Archives holds these workshops across the state in three different seasons each year (spring, summer and fall), and we announce these workshops in seasonal catalogs and via our website. You can find a registration form for our current workshop offerings online. The State Archives can also present specialized workshops for individual governments, agencies or associations. For more information on workshops, contact the State Archives Regional Advisory Officer in your region of the state or (especially if you are an Albany-based state agency) contact the State Archives central office at (518) 474-6926.
Are digital images of paper records legal in court?
Many people believe that digital images of paper records cannot be used as evidence in court. Actually, digital images can usually be used as evidence; however, you will need to be able to prove that the system that maintains the records is secure and maintains accurate, authentic records. For more information on this topic, see the State Archives publication Guidelines for the Legal Acceptance of Public Records in an Emerging Electronic Environment (SGP10).
Do you have any grants for records management or archives projects?
The State Archives oversees the Local Government Records Management Improvement Fund (LGRMIF), which annually awards millions of dollars for records management and archives grants to local governments across the state. For more information on the LGRMIF grants program, see the grants section. This grants program is only for local governments; the Archives does not award any grants to state agencies.
How should I go about hiring a consultant in records management?
There are a number of basic issues you should address whenever hiring a records management consultant, including how to choose a consultant, how write up a contract, and how to oversee a project. For detailed information on hiring consultants, see Records Management Consultants (Technical Information Series 44). The State Archives maintains lists of consultants who do various types of records management consulting. For a copy of these lists, contact the State Archives at (518) 474-6926, via e-mail at RECMGMT@mail.nysed.gov, or find them online at our website.
Is electronic document imaging or scanning a good idea?
Electronic document imaging, what many people simply call "scanning," can be an important records management technology. However, imaging isn't the solution to all problems. If you're trying to save space by scanning records and then destroying the originals, scanning is an inappropriate choice. Microfilming is a cheaper and easier solution to implement. On the other hand, if you are trying to combine paper and electronic information in one place and provide access to those records simultaneously to a large number of people even at remote locations, then imaging is the best solution. If you need help deciding if imaging makes sense for you, contact the State Archives Regional Advisory Officer in your region of the state or (especially if you are an Albany-based state agency) contact the State Archives central office at (518) 474-6926. The Archives also offers an Electronic Document Imaging workshop in the fall.
Why ask vendors for local government references?
To obtain input from governments with similar records regarding the quality of the microfilm vendor services and products.
Do you have any guidance regarding geographic information systems (GIS)?
The State Archives distributes a three-volume set titled Local Government GIS Development Guidelines that guides local governments through the development and implementation of geographic information systems. The Archives also has an Introduction to GIS workshop that is usually given in the fall.