If no human readable copy is to be maintained, written certification of intention to comply with the four steps is required in advance before using a digital imaging system. The Archives does not have a similar program to store and examine electronic records for deterioration like the microfilm storage program we are required by state law to maintain. We do recommend that you store security copies off-site in a secure location and that you examine them periodically to ensure all information is readable. We also have the automated index to Governor Beasley s correspondence, which our Reference staff use to locate specific correspondence for reference requests, and we have Governor Beasley s Internet Homepage as it appeared just before he left office. The difference between an information system and a record system is determined by how the system is used.
Government agencies create records as required by law or to document official business transactions.
A record system is created to provide a record of business transactions within the proper documentary context. Therefore, your automated system becomes a record system when either a part or all of it is used to support your agency s recordkeeping requirements. The best way to ensure your records will be intact, authoritative and available when you need them is to plan ahead. If so, review your enabling legislation and other legal mandates and analyse business functions to be supported by the system. Good planning is the backbone of good design.