Electronic Records and Information Management

1
Electronic Records and Information Management

• A strategic approach to Montana governments
  electronic records initiative
• Best Practices Exchange 2008
• Helena, MT May 2008

2
Montana has begun.

• to collaborate and partner with stakeholder
  communities
• to declare the importance of digital management
  and preservation of public records
• to build eRIM strategy roadmaps
• to gain consensus and movement among agencies

3
Committee Makeup

• Committee formed with state, local and
  legislative representation
• Co-chaired by the Secretary of State and the
  State CIO
• Enterprise, executive-level collaboration (turfs
  removed)
• Identification of the state-of-the-state

4
November 07 May 08

• Action Plan
• Strategic Planning and Benchmarking
• Statute and Rule Review
• Legislative Funding
• Marketing Awareness

5
Montana Electronic Records Initiative (MERI is
born)

• Strategic Plan (draft) Adopted
• Tactical Planning
• Executive Planning Process
• Branch and Agency Planning
• Report Planning

• MT Constitution Article II
• Section 9
• Right to Know
• Balanced with
• Section 10
• Right of Privacy

6
What Remains

• Identify requirements to associate to each Plan
  Initiative
• Complete Agency Consultant Studies (2) and ARMA
  Risk Assessments
• Prioritize requirements (based on above)
• Establish direction and role of the eRIM Steering
  Committee (2008 2016)

7
Montanas On The Move

• Digital Archive MOU (draft) with State of
  Washington
• eRIM Committee approach to enterprise records
  management
• Scanning and access partnership with Internet
  Archive via Text Archive and State Library
  Catalog (Montana Memory Project)
• Native American Portal for Self Representation

8
Privacy Public Access to Court Records

• New Rules for all Courts to take effect July 1st
• Balancing Montanas Constitutional Guarantees of
  public access to court records and individual
  privacy
• When e-filing starts next year there will be no
  more virtual obscurity

9
Permanent Preservation of State Publications

• New statute passed in 2007
• Preservation of both print
• born digital
• No opposition 2 years of cooperative work with
  all stakeholders
• Responsibility rests with State Library
• Publications are being harvested via web crawls

10
In Closing.

• Stakeholders goal is to stay abreast of the
  federal and other states digital initiatives.
• Stakeholders goal is to implement enterprise
  electronic records management.
• Stakeholders goal is to preserve our history and
  culture.
• Stakeholders goal is to manage our resources
  effectively and efficiently.

11
MT Initiatives Resources

• State of Washington Digital Archives
  http//www.digitalarchives.wa.gov/default.aspx
• MT Memory Project http//cdm103401.cdmhost.com/ind
  ex.php
• Internet Archive http//www.archive.org/index.php
• Electronic Records and Information Management
  Steering Committee http//www.sos.mt.gov/RMB/commi
  ttees/erim.asp

12
Thank you!

• Judy Meadows State Law Librarian jmeadows_at_mt.gov
  406-444-3660
• Patti Borsberry State Records Manager
  pborsberry_at_mt.gov 406-444-9000