Electronic Records Program Evaluation

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Electronic Records Program Evaluation

• South Carolina Department of Archives and History
• Timothy A. Slavin
• December 3-4, 1998

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Objective

• Evaluation of ERM Practices
• End State Vision
• Future Directions
• Activities
• Resources
• Training

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Electronic Records

• Email
• Web Pages
• GIS
• Imaging systems
• Transactional systems
• Databases
• Desktop applications

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Electronic Records History of Involvment

• 10 years ago
• value of records mgmt not understood
• value of older data not accepted
• no technological solution
• Current
• value of records mgmt not understood
• value of older data is hot issue
• technological solution available d/w

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Findings Current Perception

• Electronic records management brings value to the
  mission of SCDAH (1)
• SCDAH is well-positioned for electronic records
  management (2)
• SCDAH should continue its efforts in electronic
  records (5)
• SCDAH should dedicate funding for electronic
  records management (7)

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Findings Current Perception

• Strengths
• Understanding information environment in South
  Carolina (3.c.)
• Identifying risks posed by poor recordkeeping
  (3.e.)
• Partner with other agencies (6)

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End State Vision

• How do you measure success in electronic records
  management currently?
• In five years?
• Are there new metrics designed to measure the new
  generation of work?

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Successes for SCDAH

• Optical Imaging Policy
• Data Processing Retention Schedule
• Guidance on Microcomputer records
• SCILS
• Email guidance
• Accessioning first electronic records into
  Archives

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Successes

• What is portable about these successes?
• What were the pitfalls of these projects?
• Who were the key players in these projects?
• Internal
• External

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Next Phase

• Where would you like to be successful?
• e.g., email, web pages, transactional, GIS
• Where are you most likely to be successful?
• Are there any quick wins on the horizon?

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Identifying Resources

• Models available
• Additional funding from General Assembly
• Redeployment of existing resources
• Contracting for professional services

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Knowledge Needed

• Skill sets and knowledge needed
• Availability in current workforce
• Retaining skilled workers
• Retraining existing workers

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Trends in State Government

• IRC
• IT Architecture
• Data Warehousing
• Legacy Systems
• Enterprise-wide solutions

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Records Group (ER)

• Training
• enough?
• frequent?
• Quality?
• Release time?
• Success
• identify single greatest success
• why was it successful
• what is portable about the success?
• Staffing
• problems obtaining personnel?
• Problems retaining personnel?
• Hire an ERM or retrain an existing FTE?

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Collections Management

• what is your current role with ER?
• What will your role be in five years?
• What do you need to achieve that role?

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Access Services

• what is your current role with ER?
• What will your role be in five years?
• What do you need to achieve that role?

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Records Services

• what is your current role with ER?
• What will your role be in five years?
• What do you need to achieve that role?