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Electronic Records Management Guidelines

Electronic Records Management Guidelines

You routinely create, use, and manage information electronically in your daily work as you use computers to send e-mail, create spreadsheets, publish web pages, manage databases, and create other electronic materials.  Because you work for a government agency, South Carolina and federal laws mandate that you treat that information as official government records.

Use these Electronic Records Guidelines to learn more about:

  • Extending existing policies and practices for electronic records
  • Preserving historical records created or stored electronically
  • Limiting legal risk associated with electronic records created while conducting agency business
  • Reducing your costs associated with maintaining electronic records

Table of Contents:

Introduction   January 2021 Version 2 

Records Management in an Electronic Environment Read this first for a basic overview of key concepts in electronic records management.  January 2021 Version 2 

File Naming Learn about the importance of including a file naming policy in your electronic records management strategy. January 2021 Version 2 

File Formats Review descriptions of common file formats and a summary of the issues regarding converting or migrating files.  January 2021 Version 2 

Digital Media Review digital media storage options (e.g., magnetic tape, optical disk) for your electronic records.  January 2021 Version 3 

Digital Media Storage - Facilities and Procedures Learn about physical storage space options and access procedures. January 2021 Version 3 

Electronic Document Management Systems Introduce yourself to electronic records issues that may arise as you seek to integrate and manage the records management process with an electronic document management system.   January 2021 Version 3 

Digital Imaging Introduce yourself to digital imaging, its uses, and legal considerations. Review recommendations for implementing digital imaging projects. Be sure to review our policy statement  on storing public records as digital images: Public Records Stored as Digital Images   January 2021 Version 3 

E-mail Management Consider the issues involved in extending your electronic records management strategy to your e-mail messages.  January 2021 Version 2 

Web Content Management Learn how to develop a policy for managing your web content that meshes with your electronic records management strategy.  January 2021 Version 2 

Electronic Signatures Learn about the distinction between electronic and digital signatures, and the legal considerations surrounding their use.  January 2021 Version 3 

Glossary  Look up key terms used in the Guidelines.  January 2021 Version 2


*Guidelines are in PDF format. 

Getting Started:

We recommend you begin by reading the Introduction and Records Management in an Electronic Environment.  The other Guidelines may be read in any order.