Technology & Public Records

Photographic reproductions or reproductions through electronic recordkeeping systems…shall in all cases and in all courts and places be admitted and received as evidence with a like force and effect as the original would be….

Photographic & Electronic Copies

Section 92.29, F.S

Rule 1B-26.0021, F.A.C.

Microfilm and MicrographicsRecords Storage and

Preservation Solutions

What to Microfilm?

A record series is a good candidate for microfilming if:

• it has a long-term retention (10 years or longer);

• it is inactive or infrequently referenced;

• it consists of a large volume of records

Why Microfilm? Conservation of space

Protection of vital records

Proven durability and file integrity

Easy storage and readability

Considerations for Microfilming

Expense (more than just filming)

Stringent technical quality standards for products and laboratories

Need for reader or reader/printer

User resistance

Legal Requirements Use safety-base permanent film for long-term

permanent records.

Master (silver) preservation copy is not used for reference work.

Use acid free boxes for storage.

Store master (silver) preservation copy in climate-controlled environment, and inspect regularly.

Rule 1B-26.0021, F.A.C.

Legal Requirements

Determine if vendors offer services to ensure records are filmed in accordance to Rule 1B-26.0021, F.A.C.

Rule 1B-26.0021, F.A.C. provides the minimum standards for

microfilming public records

Electronic Records

Electronic Records and Systems

“Electronic record” means any information that is recorded in machine readable form.

1B-26.003(5)(d), F.A.C.

“Electronic recordkeeping system” means an automated information system for the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures.

Rule 1B-26.003(5)(e), F.A.C.

Chapter 1B-26.003, F.A.C.Electronic Recordkeeping

• These rules are applicable to all agencies as defined by Section 119.011(2), F.S.

• These rules establish minimum requirements for the creation, utilization, maintenance, retention, preservation, storage and disposition of record (master) copies, regardless of the media

Rule 1B-26.003 has been in effect since August 1992. It was revised in May 2003.

Rule 1B-26.003(3)(a)1-2, F.A.C.

Electronic Records

• Electronic records include numeric, graphic, sound, video, and textual information which is recorded or transmitted in analog or digital form

• These rules apply to all electronic recordkeeping systems, including, but not limited to, microcomputers, minicomputers, main-frame computers, and image recording systems (regardless of storage media) in network or stand-alone configurations

Rule 1B-26.003(3)(a)3-4, F.A.C.

Advantages: Reduced physical storage space

Multiple user access

Quick retrieval time and easy reproduction

Legally accepted recordkeeping practice (Section 92.29, F.S.)

Public access to records regardless of the electronic record format Security and integrity of records Preservation and storage of records

Rule 1B-26.003, F.A.C.

Agencies must provide:

Records must be authentic

Records must be found without undue effort

Formal Recordkeeping Practices Apply

Records must be available over entire required retention period

Records need to be created as part of normal record making process at or near the time of the event, action, or decision

Media Migration Planned periodic transfer of digital information from one hardware/software configuration to another

Media Migration Needed to preserve integrity and accessibility of digital objects

Media Migration

Reduces the risk of lost information

Requires FUNDING - an annual maintenance cost should be planned as recurring budget item

Migrate as needed to prevent loss

Requires testing at least every 10 years

Records Management and Information Technology

• Records Managers should work in conjunction with Information Technology staff

• Records Managers and Information Technology staff need to have a complete understanding of Chapter 119, F.S., and Rule 1B-26.003, F.A.C., and incorporate standards into the agency’s records management practices

• Policies should reflect public access as described in Chapter 119, F.S.• A security system design that will protect the integrity of records and provide for authorized access

• A written long range plan that provides for maintenance and migration

Planning Considerations

E-Mail

lrawls@dos.state.fl.ustfew@dos.state.fl.us

Basics of Records Management

What is E-Mail?

An electronic means of communication in which:• information is transmitted electronically

(including graphics and/or audio information) • operations include sending, processing,

receiving, and storing information• users are allowed to communicate under

specified conditions• messages are held in storage until called for by

the addressee

E-mail AttachmentsMost e-mail software permits the attachment of separate electronic files, e.g., word processor files, graphic files, audio files.

Advantages of E-Mail

Message can be very detailed

Rapid transmittal of information and the ability to respond quickly

Eliminates telephone tag

Disadvantages of E-Mail

Decreased security

Retention requirements for e-mail are often misunderstood

Improprieties and lapsesin good judgment are costly

When is E-Mail a Public Record?When it is prepared and transmitted in connection with official agency business.

Florida Statutes

When information is intended to perpetuate, communicate, or formalize knowledge.

Florida Supreme Court

Examples of Electronic Mail as a Public Record

Policies and Directives

Correspondence and Memos

Agendas and Minutes

Drafts that are Circulated for Comment and Approval

Schedules, Calendars

Budgets

Examples of Electronic Mail That is Not a Public Record

• “Where do you want to go to lunch today?”• “Did you watch American Idol last night?”• “Due to a security breach at our institution,

please send us all of your bank account and credit card numbers.”

• “You have just won the nonexistent European Union lottery that you did not enter! Please provide your bank account number.”

Electronic Mail as a Public Record

E-mail messages are potentially official government records, so you should plan for e-mail as part of your electronic records management strategy.

The medium is irrelevant.

• The content of the message determines whether it is a public record or not

Electronic Mail as a Public Record

• The content determines how long the message needs to be retained

• The content determines to which record series the message belongs

How is E-Mail Scheduled?

• It should be evaluated for content and filed accordingly

• It should be retained in accordance with approved records schedules

Transitory Messages

Retention:

Item #146 in GS1-SL General Schedule

Retain until obsolete, superseded or administrative value is lost.

What is a “Transitory Message?”

Does not set policy, establish guidelines or procedures, or become a receipt

An informal communication of information

Does not perpetuate or formalize knowledge

Examples of a “Transitory Message”

• “There will be a staff meeting at 3:00 p.m. on Monday.”

• “The e-mail server will be down from 5:30 p.m. to 8:00 p.m. this evening.”

E-Mail Best Practices

• Create policy and procedures• Train all employees and adopt into new hire

training• Establish a secure filing system for official

records• Schedule and dispose of records

For assistance, please call:Tim Few at (850) 245-6746tfew@dos.state.fl.us

Candice Odom at (850) 245-6714cnodom@dos.state.fl.us

Vincent Edwards at (850) 245-6745vtedwards@dos.state.fl.us

State Library and Archives of Florida

The Basics of Records Management

R.A. Gray Building500 South Bronough Street, 2nd Floor – Tallahassee, FL – 32399-0250

(850) 245-6600 – Suncom 205-6600 – Fax (850) 245-6643http://dlis.dos.state.fl.us/RecordsManagers/

recmgt@dos.state.fl.us