images electronic records management guidelines mass

The UMass Boston Record Retention Schedules were created for paper records, but anything on the retention schedules can apply to digitally scanned records as well. Thank you for your interest in Jimerson Birr, P. Program and education records can be kept until administrative use ceases. To transfer through FTP, complete the transfer form for digital records and contact the University Archives to make arrangements before transferring the records. It is recommended to include some description about the website within its main webpage.

  • Records Retention FAQ University of Massachusetts Boston
  • Records Access Officer / Public Records Law Pepperell, MA Official Website
  • Guide for Managing Electronic Records Brown University Archives
  • Records Management Policies Administrative & Fiscal Policies Financial Services UMass Lowell

  • Section 9: Retention and Disposition of Electronic Records.

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    and accountability requirements of the Massachusetts Public Records Law, G. L. c. For purposes of these Guidelines, electronic records include, but are not limited to, records.

    Video: Electronic records management guidelines mass Electronic Records Management 101 - From Planning to Deployment

    The Public Records Division: Public Records Law arbiter, record-keeper for certain government records, Electronic Records Management Guidelines (PDF ). Massachusetts Archives and the Supervisor of Records. Edition.

    Records Retention FAQ University of Massachusetts Boston

    Appendix: Electronic Records Management Guidelines.
    Once a year the Records Administrator Darryl Mayers, will call for records that have passed their retention period to be disposed of. A snapshot is not considered a back-up copy of the system; rather, it is a digital record that will be readable on other platforms.

    This means that management of electronic mail is not part of the system design, rather e-mail needs to be managed by understanding what types of records are created using e-mail communication systems.

    A Record Owner is the department responsible for keeping the original record. The strategy each department employs in the management of web-based records will depend on the available resources as well as legal and administrative requirements of the department.

    The retention period depends upon the subject matter of the e-mail, and should be addressed elsewhere in the corporate document retention policy.

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    Legal counsel should be consulted to determine the retention period of particular documents, but legal documents should generally be maintained for a period of ten years.

    The documents detailing the development process are often also of value to the retaining company and are protected as a trade secret where the company: i derives independent economic value from the secrecy of the information; and ii the company has taken affirmative steps to keep the information confidential.

    Work processes and associated business procedures and tools should support the creation and management of electronic records:. It stands to reason that certain records will need to be maintained longer than others, particularly those that are industry related.

    Records Access Officer / Public Records Law Pepperell, MA Official Website

    Investigate the levels of filtering options of the e-mail systems that are in use within the office or department. The Securities and Exchange Act requires SEC-regulated companies such as financial institutions to maintain emails for at least three 3 years.

    guidelines on basic electronic records management topics. and Access ( Andover, Massachusetts: Northeast Document Conservation Center, ), page.

    At the Massachusetts Municipal Personnel Association meeting on March 7 Electronic Records Management Guidelines can be found at. Massachusetts.

    Guide for Managing Electronic Records Brown University Archives

    However, a guide recently published by the supervisor of public records for state agencies (Electronic. Records Management Guidelines).
    If the department is not using boxes for long term storage one data entry can equal an entire filing cabinet, a filing cabinet drawer, or storage container.

    Contracts: Written, 5 years; Oral, 4 years. The sixth column is the Owner column and it explains who is responsible for keeping the original records.

    The University conveys much information and conducts many of its administrative activities via the web. One of the most difficult aspects of the current electronic mail systems is that the systems are not designed as recordkeeping systems. While it is certain that technologies will continue to change, the preservation or the "archiving" process will be more efficient when there is consistency and standardization embedded in the creation of the original web file.

    It is best practice to create a documentation trail when files are migrated from one system to another, and this documented trail file should include: systems and software specifications, date of migration, name and job title of person responsible for migration, and description of any loss of information that may occur during the migration process.

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    All other copies can be deposed of after administrative use ceases. Guidelines for a Website Snapshot Record The strategy each department employs in the management of web-based records will depend on the available resources as well as legal and administrative requirements of the department.

    Records Management Policies Administrative & Fiscal Policies Financial Services UMass Lowell

    Record Custodians: What is a Record Custodian? What types of records are there? Yes, the retention schedules can be used to determine the retention of digitally scanned files.

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    Many laws require companies to maintain certain types of corporate records, usually for a specified period of time.

    5 Replies to “Electronic records management guidelines mass”

    1. Back up the website before creating the snapshot record. The Securities and Exchange Act requires SEC-regulated companies such as financial institutions to maintain emails for at least three 3 years.

    2. Electronic records should be preserved without loss of any vital information for as long as required by law and policy:.

    3. To ensure that active digital records are readable for future use it is recommended that a proactive maintenance plan be implemented.

    4. You will only become a client upon entering into an engagement agreement with us, after which confidential information may be exchanged.