Electronic Records

Electronic records are no longer the exception and are now prevalent throughout state agencies often with no paper counterpart. Automation has resulted in the use of many different types of software to support agency programs where records now reside including databases, word processing files, spreadsheets, geographic information systems (GIS), electronic document and content systems (EDMS/ECM) and electronic mail (e-mail).

As with paper records, electronic records need to be managed to control their creation, distribution, maintenance, use, and disposition. Electronic records, including e-mail messages and attachments meeting the definition of records, must be scheduled in accordance with Management Directive 210.5. In addition, there are Information Technology Bulletins relating to the management of electronic records throughout their life cycle, including policy for systems design, web records and EDMS (see Information Technology Bulletins (ITB) that begin with 'INFRM'; specifically INFRM001, 004, 005, 006)

Electronic records must be retained and disposed of in accordance with agency-specific and/or general retention and disposition schedules approved by the Executive Board. In order to keep electronic records accessible for the duration of the full retention period, agencies may need to migrate the data to upgraded software and/or hardware systems and/or different media. Electronic records reach their final disposition date when they have met established retention periods in the agency. They are then either destroyed by the agency or transferred to the State Archives as indicated in the records retention and disposition schedules.

Helpful Handouts for Email:

Email Guidelines (PDF, 36 KB)

Email Etiquette Guidelines  (PDF, 25 KB)

Transitory Guidelines (PDF, 80 KB)

RTK L E-mail Presentation (PDF, 2250 KB)

Summary of E-mail Management (PDF, 40 KB)

Helpful Handouts for E-records:

E-records Guidelines (PDF, 63 KB)

Redaction Guidelines (PDF, 70 KB)

The Value of Microfilm (PDF, 32 KB)

 North Carolina Department of Cultural Resources has created a short, easy-to-understand tutorial on file naming.  This is designed to help people take small and everyday steps to preserve their files.  A four-part tutorial, it describes why file naming is important, how to change a file name and the dos and don’ts of file naming.  In line with Pennsylvania’s policy, the tutorials may be viewed at: http://digitalpreservation.ncdcr.gov/tutorials.html.

 

If you need further assistance, please contact us at Ra-staterecordsmgmt@pa.gov.

Forms and Directives  
  Name
PDF Documents Authorized Personnel Form
Document Title: Authorized Personnel Form
PDF Documents Authorized Personnel Form Instructions
Document Title:  
MS Excel Documents File Plan Template
Document Title:  
PDF Documents M210.1
Document Title: Commonwealth of PA Employee Records Management Manual
PDF Documents M210.7
Document Title: Manual on the Commonwealth Records Management program
PDF Documents MD210.5
Document Title: Commonwealth of PA State Records Management Program
MS Word Documents STD-56
Document Title: Records Action Requests Summary and Deletion
Documents in the Directory STD-59
Document Title: Records Transfer List
Documents in the Directory STD-59-GS
Document Title:  
MS Excel Documents STD-59-P79
Document Title: Personnel Records Transfer Lists
MS Excel Documents STD-61
Document Title: Reference Request
MS Excel Documents STD-62
Document Title: Records Disposal Report
MS Word Documents STD-64
Document Title: Records Action Request:Addition or Amendment to Records Retention and Disposition Schedules
PDF Documents STD-64 Instructions
Document Title: Records Action Request: Addition or Amendment to Records Instructions
Documents in the Directory STD-65
Document Title: Microfilm Requirement Analysis
MS Excel Documents STD-66
Document Title: Request to Acquire Microfilm Equipment