Module 2: Text 1

e-TERM reference*

TPC7

Version no.*

3

Version date*

2002-03-01

Contributor*

Cain, Piers; revised Yeo, Geoffrey

Author/s*

Public Record Office

Title*

Management, Appraisal and Preservation of Electronic Records, Vol. 2

Print availability

2nd edition (Public Record Office, Kew, Richmond, Surrey, UK, 1999)

Electronic availability

http://www.pro.gov.uk/recordsmanagement

Copyright

© Public Record Office

Introduction

This text has been produced by the Public Record Office in support of its strategic vision for the beginning of the twenty-first century; to increase the accessibility of the public records by electronic means by providing guidance on how best to select, preserve, store and give access to electronic records created by government. It is intended to be used by managers in central government.

The Public Record Office is the national archives for England, Wales and the United Kingdom. It manages the public record system of the United Kingdom under the Public Records Acts of 1958 and 1967. The records held by the Public Record Office span one thousand years and fill 167 kilometres of shelving.

Relevance

Concepts*

Accountability
Classification
Metadata
Policy

Cases

-

Module no.*

2

Role

-

Contribution to learning objectives*

Study of this text will contribute to the following learning objectives:

Preliminary reading

-

Reading help

The entire document is a useful illustration of how to communicate electronic records management issues across an entire government service, but you should concentrate on pages 19-42

Discussion

Why might it be desirable to have an electronic records management policy to support a new electronic records management programme? What would be the potential risks if only the programme is introduced, without the policy?

What is the difference between corporate standards and information technology standards and how should each be used?

What would be the benefits in involving a records professional with the formulation of an electronic management policy? Could this not be left to the organisation's head of IT and the company lawyer?

Why is it desirable to have an electronic file plan and electronic file folders? Would it be possible to achieve the same ends by other means?

Assignment

Look at your own organisation. What are the policies and procedures that are already in place that affect the management of electronic records? What is missing and what will have to be modified? Write a short (2-3 page) briefing paper to senior management on what needs to be changed and why.

Further reading

Fresko, Marc and Waldron, Martin, Model Requirements for the Management of Electronic Records (MoReq), Cornwell Affiliates plc, 2001, pp. 128. Available from: http://www.cornwell.co.uk