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GUIDELINES FOR STORING AND PRESERVING ELECTRONIC RECORDS IN THE PUBLIC SECTOR

Objective

This document aims to provide guidelines for storing and preserving electronic records or data in the public sector in relation to their evaluation, segregation, storage, transfer, preservation and security. The guidelines are meant for the Record Officer, Heads of Information Technology, Information Systems Officer and the personnel tasked with electronic record and data management in their departments.

Background

  • As with printed records, electronic records represent information that has been created, received or stored officially by electronic means and therefore are interpreted as Public Records in the National Archives Act 2003. They include correspondence or official documents produced using Microsoft Office software for word processing, spread sheets, graphics, presentations, e-mail and databases.
  • Electronic records which are still active, i.e. need to be acted upon, may be stored in the department until action is completed and they are no longer required by the department. Inactive records with archival value must be sent to the National Archives in accordance with the prescribed format and procedure.
  • The National Archives must first be consulted before any electronic records or data are destroyed.

Scope

The guidelines cover the following areas:

Record Management

Updated Date :