Note: If any state archives or records administrators know of additional documents that should be listed here,
please email information to CoSA staff at info@statearchivists.org.
Updated March 19, 2010

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Electronic Records

See also links to guidance on Electronic Mail

These states have formed Electronic Records Committees (ERCs):
Kansas | Michigan | Nevada | Ohio

Arizona

• Standards and guidelines: Electronic records
  http://www.lib.az.us/records/Standards_and_Guidelines.cfm

Arkansas

• Electronic Record Management Guidelines
  http://www.arkansas.gov/dfa/igs/documents/e_record_guidelines.pdf

California

• Electronic Records Management Handbook
  http://www.osp.dgs.ca.gov/recs/erm.htm

Colorado

• Data processing records schedule
  http://www.colorado.gov/dpa/doit/archives/rm/rmman/sch5.htm

Connecticut

• Standards for the Use of Imaging Technology for Storage, Retrieval, and Disposition of Public Records
  http://www.cslib.org/publicrecords/optical.htm

Delaware

• Electronic Media Storage Procedures
  http://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/Electronic%20Media%20Storage.pdf
• Model Guidelines for Electronic Records
  http://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/Model%20Guidelines.pdf

Florida

• Electronic Records and Records Management Practices
  http://dlis.dos.state.fl.us/BARM/handbooks/electronic.pdf

Georgia

• Adopting Electronic Records: Considerations for Government Officials
  http://www.sos.state.ga.us/archives/pdf/records_and_information_management_services/aer.pdf
• Electronic Records Management: Checklist of Requirements
  http://www.sos.state.ga.us/archives/pdf/records_and_information_management_services/rims7.pdf
• Archives Advice No. 1: Practical Suggestions for Keeping Email
  http://www.sos.state.ga.us/archives/pdf/records_and_information_management_services/ArchivesAdvice1.pdf
• Archives Advice No. 7: Authentication Technologies and Record Keeping
  http://sos.georgia.gov/Archives/pdf/records_and_information_management_services/ArchivesAdvice7.pdf
• An Introduction to Electronic Document Management System Technologies
  http://www.sos.state.ga.us/archives/pdf/records_and_information_management_services/edms.pdf
• Other publications
  http://www.sos.ga.gov/archives/who_are_we/rims/publications/default.htm

Hawai`i

• Electronic Records Retention and Disposition Policy & Guidelines
  http://hawaii.gov/dags/archives/records-management/Comp%20Cir%202001-02.pdf
• Electronic Records Law
  http://hawaii.gov/dags/archives/records-management/Law%20
  Regarding%20Government%20Electronic%20Records.pdf/view

Idaho

• Electronic Records -- ISHS Statement of Principles
  http://www.idahohistory.net/electronic_records.html

Illinois

• Guidelines for Using Electronic Records
  http://www.cyberdriveillinois.com/departments/archives/records_management/electrecs.html

Indiana

• Records Coordinator's Handbook, Chapter 7, Electronic Records
  http://www.in.gov/icpr/records_management/coordbook.pdf

Kansas

• Electronic Records Management
  http://www.kshs.org/government/records/electronic/index.htm
• Electronic Records Committee
  http://da.state.ks.us/itab/erc/
• Electronic Records Management Guidelines
  http://www.kshs.org/government/records/electronic/electronicrecordsguidelines.htm
• Electronic Recordkeeping Strategy: A White Paper
  http://www.kshs.org/government/records/electronic/electronicrecordswhitepaper.htm
• Guidelines for Managing Records on Kansas Government Agency Web Sites
  http://www.kshs.org/government/records/electronic/web_guidelines_approved_version1_0.PDF

Kentucky

• Electronic Records Committee
  http://kdla.ky.gov/recmanagement/technology.htm
• Guidelines for Managing E-mail in Kentucky Government
  http://kdla.ky.gov/recmanagement/EmailGuidelines.pdf
• Guidelines for Responding to Open Records Requests for Public Records in a Database http://kdla.ky.gov/recmanagement/DatabaseasPublicRecord.pdf
  
• General Schedule for Electronic and Related Records
  http://kdla.ky.gov/recmanagement/schedules/erecordsgeneral.pdf
• Policy Memorandum on Optical Storage of Public Records
  http://kdla.ky.gov/recmanagement/tutorial/PM96-1.htm

Massachusetts

• Guideline for the Documentation of Electronic Record Keeping Systems
  http://www.sec.state.ma.us/arc/arcrmu/rmuer/ergde.htm
• Fees for Access and Copying of Electronic Public Records
  http://www.sec.state.ma.us/arc/arcrmu/rmubul/bul496.htm
• Application of the Public Records Law to Electronic Records Access
  http://www.state.ma.us/sec/arc/arcrmu/rmubul/bul396.htm
• Backing up and Archiving of Electronic Records
  http://www.state.ma.us/sec/arc/arcrmu/rmubul/bul196.htm

Michigan

• Electronic Records Committee
  http://www.state.mi.us/dmb/mgmtserv/oss/rfmd/RecordsandFormsManagement
  Division_ElectronicRecordsCommittee.shtm
• Electronic Records Procedure (DMB Administrative Manual 0920.04)
  http://www.state.mi.us/adminguide/0900/0920-04.htm

Minnesota

• Electronic Records Management Resources
  http://www.mnhs.org/preserve/records/electronicrecords.htm
  • Electronic Records Management Guidelines
    http://www.mnhs.org/preserve/records/electronicrecords/erguidelines.html
  • Trustworthy Information Systems
    http://www.mnhs.org/preserve/records/tis/tis.html
    
  • Minnesota Recordkeeping Metadata Standard (IRM 20)
    http://www.mnhs.org/preserve/records/metadatastandard.html
• What are the issues regarding information technology and electronic records?
  Section 4 in "Managing Your Government Records: Guidelines for Archives and Agencies"Presents a discussion on information technology and electronic records, and informs you on how advancing technology affects your archives-related work.
  http://www.mnhs.org/preserve/records/recordsguidelines/guidelines4.html
• Electronic Records Research Agenda
  http://www.mnhs.org/preserve/records/eragenda.html

Mississippi

• Electronic Records
  http://mdah.state.ms.us/recman/sgrap.php
• Electronic Records Standards
  http://mdah.state.ms.us/recman/sgrap.php

Missouri

• Electronic Records
  http://www.sos.mo.gov/records/recmgmt/electronic.asp
• Three Things You Should Know About Electronic Records
  http://www.sos.mo.gov/records/recmgmt/electronicrecords.pdf

Montana

• Electronic Records and Information Management Steering Committee
  http://www.sos.mt.gov/Records/committees/erim.asp
• eRIM Resources
  http://www.sos.mt.gov/Records/committees/erim_resources/index.asp
• Strategic Plan For Electronic Records Management in Montana State Government
  http://sos.mt.gov/Records/forms/Strategic_Plan_2005.pdf

Nebraska

• Nebraska Information Technology Commission (NITC): Standards and Guidelines
  http://www.nitc.state.ne.us/standards/
• Secretary of State, records Management Division home page
  http://www.sos.ne.gov/staticrecordsmgmt.htm
  

Nevada

• Nevada Electronic Records Committee (NERC)
  http://nsla.nevadaculture.org/index.php?option=com_content&task=view&id=514&Itemid=419
• Legal Requirements for Nevada's Electronic Records
  http://nsla.nevadaculture.org/dmdocuments/LegalRequirements.pdf
• NERC publications
  • Lifecycle Management of Electronic Records
    http://nsla.nevadaculture.org/dmdocuments/LifecycleManagementPolicyNITOCt.pdf
  • Policy on Defining Information Transmitted via E-mail as a Public Record
    http://nsla.nevadaculture.org/dmdocuments/e-mailpolicyiidraft.pdf
  • Sealing of Electronic Records
    http://nsla.nevadaculture.org/dmdocuments/SealingofERecotds.pdf
  • Analysis, Selection, and Implementation of Electronic Document Management Systems (EDMS)
    http://nsla.nevadaculture.org/dmdocuments/arp1-2009.pdf

New Hampshire

• Electronic Records Issues
  http://www.sos.nh.gov/archives/PDF/ELECTRONIC%20RECORDS%20ISSUES.pdf
• Electronic records flowchart
  http://www.sos.nh.gov/archives/PDF/Electronic%20Records%20flowchart.pdf

New Jersey

• Managing electronic records
  http://www.njarchives.org/links/electronic.html

New Mexico

• Electronic Records / Micrographics Bureau
  http://www.nmcpr.state.nm.us/records/email.htm

New York

• Conducting Needs Assessments for New Recordkeeping Systems
  (Archives Technical Information Series # 64)
  http://www.archives.nysed.gov/a/records/mr_pub64_accessible.html
• Guidelines for the Legal Acceptance of Public Records in an Emerging Electronic Environment
  (SGP 10). Available in paper format only.
  See http://iarchives.nysed.gov/Publications/pubOrderServlet?category=ServicesGovRecs
• Models for Action: Developing Practical Approaches to Electronic Records Management and Preservation
  http://www.ctg.albany.edu/projects/er/ermn.html

North Carolina

• Electronic Records
  http://www.ah.dcr.state.nc.us/records/e_records/default.htm
• Website guidelines
  http://www.ah.dcr.state.nc.us/records/e_records/default.htm#web
  • Program, Standards and Procedures Documents
    • Best Practices for Social Media Usage in North Carolina (pdf)
      http://www.records.ncdcr.gov/guides/best_practices_socialmedia_usage_20091217.pdf
    • Collection Procedures for State Government Web Sites Using Archive-It (pdf)
      http://www.records.ncdcr.gov/Website/collectionProcedures_ArchiveIt_20060717.pdf
    • Program for Maintaining and Preserving Records of Web-Based Activities (pdf)
      http://www.records.ncdcr.gov/Website/websitePreservationProgram_20060717.pdf
    • Standard for Automated Web Site Capture (pdf)
      http://www.records.ncdcr.gov/Website/websiteStandards_20060717.pdf
  • Procedures for Manual Collection of Web-Based Activities (pdf)
    http://www.records.ncdcr.gov/Website/website_presGuidelinesManual_20060717.pdf
  • Web Site Content Assessment Table (pdf)
    http://www.records.ncdcr.gov/Website/website_contentAssessmentTable_20060717.pdf
  • Web Site Description Form (pdf)
    http://www.records.ncdcr.gov/Website/websiteDescriptionForm_20060717.pdf
  • Web Site Description Form Instructions (pdf)
    http://www.records.ncdcr.gov/Website/websiteDescriptionFormInstructions_20060717.pdf

North Dakota

• Electronic records management guidelines
  http://www.nd.gov/itd/records/erguide.pdf
• Presentation on electronic records management
  http://www.nd.gov/itd/records/recordsManagementForElectronicRecords.pdf

Ohio

• Electronic Records Committee
  http://www.ohiohistory.org/ohiojunction/erc/
• Electronic Records Management Guidelines
  http://www.ohiohistory.org/ohiojunction/erc/RMGuide/ERGuidelines.htm
• Local Government Records -- Electronic Records Guidelines
  http://www.ohiohistory.org/resource/lgr/erpublications.html
• Local Government Handbook--Guidelines for Computer Tapes
  http://www.ohiohistory.org/textonly/resource/lgr/comptapl.html
• Local Government Records Handbook--Machine-Readable Records
  http://www.ohiohistory.org/textonly/resource/lgr/machrdl.html

Oregon

• Oregon Administrative Rules
  http://arcweb.sos.state.or.us/rules/OARS_100/OAR_166/166_tofc.html

Pennsylvania

• Electronic records
  http://www.portal.state.pa.us/portal/server.pt/community/local_
  government___judicial_system_services/2631/electronic_records/312504

South Carolina

• Electronic Records
  http://arm.scdah.sc.gov/erp/
  
• Electronic Records Guidelines
  http://arm.scdah.sc.gov/erp/ermanagement+guidelines.htm
• State Agency Website Archives
  http://arm.scdah.sc.gov/webarchives/
• Web Content Management
  http://arm.scdah.sc.gov/NR/rdonlyres/45AC2FB0-414C-48E0-88A7-3D5FA517B02E/0/ermWCM.pdf
  

Tennessee

• Management of Electronic Records
  http://www.state.tn.us/generalserv/ba17r/ElceRecords.html

Texas

• Functional Requirements for Managing Electronic Records
  http://www.tsl.state.tx.us/slrm/recordspubs/index.html#funct
• Electronic Records Standards and Procedures (Local Records)
  http://www.tsl.state.tx.us/slrm/recordspubs/lgbullb.html
• Electronic Records Standards and Procedures (State Records)
  http://www.tsl.state.tx.us/slrm/recordspubs/stbull01.html

Utah

• Electronic Records
  http://www.archives.utah.gov/recordsmanagement/ERM/electronic-records-links.html
  Electronic Records Management (ERM) Business Case Summary
  Electronic Records Management (ERM) Business Case
  Electronic Records Guidelines
  Guide to Digital Imaging
  Imaging Systems Policy
  Procedures for Managing High-Risk or Permanent Electronic Records
  Procedures for Managing Medium Risk Electronic Records
  Procedures for Transferring Permanent Electronic Records to the Archives
  Uniform Electronic Transactions Act, UCA 46-4-101 et seq.

Vermont

• Recordkeeping Metadata Guideline for All Public Agencies. Issued by the Information Strategies: Taskforce on Archives, Records, and Technology (iSTART) in 2008.
  http://vermont-archives.org/records/standards/pdf/MetadataGuideline2008.pdf
• Information Strategies: Taskforce on Archives, Records, and Technology (iSTART)
  http://vermont-archives.org/records/iSTART/index.htm

Virginia

• Guidelines for Electronic Records
  http://www.lva.virginia.gov/agencies/records/electronic/electronic-records-guidelines.pdf

Washington

• Washington Digital Archives
  http://www.digitalarchives.wa.gov/default.aspx
• Preservation of Electronic Public Records
  http://www.secstate.wa.gov/archives/PreservationofElectronicPublicRecords.aspx
• Chapter 434-662 WAC: Preservation of Electronic Public Records
  http://www.secstate.wa.gov/_assets/archives/OTS-9203%206final.pdf
• Introduction to eRecords Management
  http://www.digitalarchives.wa.gov/Content.aspx?txt=intro
• Legal Aspects of Electronic Records
  http://www.digitalarchives.wa.gov/Content.aspx?txt=legal

West Virginia

• Electronic Records. Chapter 11 in County Records manual
  http://www.wvculture.org/history/rmpb/crmmanual11.html

Wisconsin

• Administrative Rule on Electronic Records
  http://www.doa.state.wi.us/section_detail.asp?linkcatid=761&linkid=127&locid=0&sname=Public Records
• Guidelines for the Management of Electronic Records
  http://www.wisconsinhistory.org/libraryarchives/erp/wisguide/chapter3.asp
• Primer, Electronic Records Management: Guidance on ADM 12
  http://www.wisconsinhistory.org/libraryarchives/erp/wisguide/chapter2.asp

Wyoming

• Electronic Records Strategic Plan
  http://www.wvculture.org/hiStory/wvmemory/index.html
• Guidelines for Managing Electronic Records
  http://wyoarchives.state.wy.us/RecMan/Guidelines.asp
• Transfer of Electronic Records AR-9E Form
  http://wyoarchives.state.wy.us/RecMan/pdf/ar-9e.pdf

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Last updated: March 19, 2010 .