A state agency with a well-established records management program and a robust physical records management solution in place determined that, as the volume of its electronic information grew, electronic records required similar governance and information lifecycle management. Electronic records were decentralized and stored in Outlook, and network drives maintained by individual end users. These unstructured repositories housed approximately 15TB of data. In 2015, an internal audit at the Agency found that:
- Electronic records were not consistently retained or purged according to the Agency’s retention schedule.
- Users were unsure of their roles and responsibilities regarding records management, including emailbased records.
As a result of these findings, the Agency received executive level approval and endorsement to undertake a multiyear project to implement an electronic records and information management (RIM) solution. In parallel to Agency-level activities, in 2011, a framework for the management of federal government records was mandated. The Agency was determined to stay ahead of state regulatory requirements and initiated the journey for electronic records in 2015. Subsequently, the State Library and Archives Commission established minimum standards and procedures (Electronic Records Standards and Procedures, September 2017) for the creation, protection, maintenance, retention, storage, disposition, and preservation of electronic state records as part of the records management program required for state agencies.