tailieunhanh - ELECTRONIC RECORDS AND RECORDS MANAGEMENT PRACTICES

The goal of Florida’s Records Management Program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government in an effective and cost-efficient manner. This is a particularly challenging goal in the 21st century. Florida public agencies generate and process information on an unprecedented scale, hastened by the rapid advance of technology. This results in vast quantities of information and evolving principles of law governing the legality and admissibility of records created or maintained by this technology. As records and information managers, we must make. | State of Florida ELECTRONIC RECORDS AND RECORDS MANAGEMENT PRACTICES November 2010 Florida Department of State Division of Library and Information Services http RecordsManagers State of Florida Electronic Records and Records Management Practices Table of Contents What are Public Records .4 Public Records Management Responsibilities and Policies and Managing Electronic Records Maintenance of Electronic Records and Environmental Media Managing Exempt and Confidential Public Retention Requirements for Electronic Destruction of Electronic Electronic Communications as Public Retention Requirements for Electronic E-mail Cloud Creating Electronic Records Implementing Automated Conduct a Cost Benefit Incorporate Recordkeeping Requirements into System Document Electronic Recordkeeping Provide Training for Users of Electronic Essential Characteristics of Electronic Records and Legal Sustainable Selecting Storage Using CDs and DVDs for File Automated Systems to Manage Electronic Frequently Asked Questions FAQ .38 1. What are the requirements for scanning public records .38 2. If I scan my records can I get rid of the original hard copy .38 3. How long do we have to keep our e-mail .38 4. If we print out our e-mail messages do we also have to keep them in electronic form .39 5. How long do we have to keep our back-ups Should we keep e-mail back-ups permanently in case they are ever needed .39 6. Are postings or messages on our website Facebook page or Twitter site public records If so how long do we have to keep them .40 7. What are Florida s requirements for electronic signatures .41 APPENDIX A - Department of State E-Mail .