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

2
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 data warehouse

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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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Trends in State Government

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

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IRC Objectives

• Automated Access to Public Information
• Seamless Access to Government Services
• Using IT Resources Effectively and Efficiently
• Infrastructure that Minimizes Redundancy and
  Insures Data Integrity and Security
• Standards to Insure Interoperability

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Role for SCDAH

• Custodian of electronic records
• Steward of data warehouse
• Non-custodian of electronic records
• SCILS
• Functional expertise
• Metadata definitions
• Scrubbing

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Short term activities for SCDAH

• Quick wins
• Strategic help