Lifecycle Management of Electronic Records: Georgia as a Case Study

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Document Management and Automation
• For the Government Enterprise
• September 28, 2005

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• A story of two agencies --
• Georgia Office of Secretary of State
• Mandate for archives and records management
• Georgia Technology Authority
• Mandate for management of technology resources

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Partnership Goals
• Building partnerships and understanding to remove
  silos of responsibility for records management
• Ensuring organizational information compliance
• Creating a technology and policy/standards
  structure to encourage information management

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Collaborations
• Privacy and Access in Georgia E-Government
• Demonstration Project
• Whitepaper Recommendations
• Preserving Georgias Historical Data
• Standards and Guidelines
• Architecture and Business Case

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Lifecycle Management of Electronic Records
Georgia as a Case Study
CREATION

• MAINTENANCE
• Implement
• - Authentication
• - Migration Planning
• - Accessibility
• - Preservation
• Planning
• - Consent/
• annotation

• DISPOSITION
• Dispose
• - Temporary
• (destroy)
• - Historical
• (transfer to
• GDA)

• CLASSIFICATION
• Apply
• - Confidentiality
• - Security
• - Retention

?

• Accomplished through
• Statewide policy
• Legislation

• Accomplished through
• Technical infrastructure
• Procedures and guidelines

GEORGIA DIGITAL ARCHIVES
Lifecycle Management Model
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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Policy technology and record keeping policies
  with each agency
• Standards single and jointly issued standards
  impacting technology selection and record keeping
• Technical Infrastructure data sharing, data
  transfer, and data assurance requirements with
  each agency
• Guidelines single and jointly issued to guide
  implementation of standards
• Procedures agency implementation requirements

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Where are we?
• Technology Standards
• XML Technology Standards (ENT-01-001-STD)
• Enterprise Content Management (ECM) Standard
  (draft) (DoD 5015.2-STD), to be jointly issued
• Record Keeping Standards
• Minimum XML Schema Standard (draft), to be
  jointly issued
• Accepted File Formats for Permanent Records
  (draft), SOS standard

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Technical Infrastructure
• Evaluating need for enterprise contracts for ECM
• Collaborating on design of digital archives (in
  planning stages)
• Guidelines
• Email management guidelines and standards work
  slated to begin in January 2006.
• Procedures
• Centered on each agencys requirements
  (particularly Archives requirements) for records

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Implementation
• The stick rarely works, so . . .
• Identifying best practices
• Funding case studies and demonstration projects
• Using professional associations as an educational
  tool

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Professional Associations
• Georgia Document Management Association
• National Electronic Commerce Coordinating Council
  www.ec3.org

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Lifecycle Management of Electronic Records
Georgia as a Case Study

• Amelia Winstead
• State Local Government Services Manager
• Records Information Management Services
• Georgia Archives, Office of Secretary of State
• awinstea_at_sos.state.ga.us
• www.sos.state.ga.us/archives/who_are_we/rims/