Good morning everyone, I hope you're having a nice spring day.  We're still unseasonably cold hear in Washington State and hoping it will warm up soon.

I wanted to share how my company captures electronic records and get input from others on how they capture theirs.

We currently have over 10 million records in our system, and tens of thousands of record types. We use an Electronic Record Authorization (ERA) form that is completed by the records specialist when an electronic record type is first identified.  The ERA identifies the responsible organization and points of contact, record description, sensitivity and authorized access names, records schedule, metadata, system folder path and folder title.  The ERA is approved by the responsible manager and records management.  Once the ERA is approved, then that record type is authorized to be transferred to the electronic records system as many times as needed.  Meaning that the ERA is created at the initial step for that record type, we don't create an ERA for each batch.

There has been a lot of discussion about whether this is too much information or if there is a better way to capture the information needed to manage the electronic records.  Does anyone have a better way to capture this information?  How do you all ensure that the appropriate meta data, security, etc is identified?

Any information you can send will be greatly appreciated.

Deb Martin
[log in to unmask]
Content & Records Management
509-376-3771


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