wisconsin digital summit november 28, 2006 electronic records in wisconsin presented by amy k. moran...

Wisconsin Digital Summit November 28, 2006

Electronic Records in Wisconsin

Presented by Amy K. MoranDivision of Administrative

Services


Contents Why we are here today What Changes with E-Records IT and Records Partnership

Learning a New Language Enterprise Status Autumn 2006 Enterprise Recent Activity Next Steps Questions


Why we are here today Government in the Sunshine -

“ . . . all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them. . . “ Wis. Stat. s. 19.31

Public Records saved for 4 different reasons : administrative, legal, financial and historic May only dispose when authorized by approved

Department RDA (Records Disposition Authority) Most public records now generated

electronically Agencies schedule; IT, custodial

responsibility


What Changes with E-Records New Working Partnerships

Information Technology and Records Agency Business Management, Legal,

Information Technology and Records New Common Language New Concepts New System and Application

Design Considerations


New Language “Record”IT Function

A group of related fields that store data about a subject (master record) or activity (transaction record). A collection of records make up a file.

Records Function

Business information used in the course of making decisions, or conducting public transactions

Information . . . maintained as evidence . . . by an organization or person, in pursuance of legal obligations (ISO 15489)


New Language “Archive”

IT Function

To compress one or more files and folders into a single file for backup or transport. . . . implies data retention, and archived data are typically stored in a secondary location for backup . . . purposes.

Records Function

To transfer records from individual or office of creation to a repository authorized to appraise, preserve, and provide access to those records.

‘Archival authority’ . . . [is] responsible for selecting, acquiring, and preserving, making available, and approving destruction of other records.


New ConceptsElements of an E-Record

Structure

heading; body; form (internal logical relationshipsheading; body; form (internal logical relationships))

ContextContextsender; receiver; date; time (external logical sender; receiver; date; time (external logical relationships)relationships)

Con

ten

tC

on

ten

tdata

and

data

and

in

form

atio

nin

form

atio

n


I. Design

II. Creation

II I . Maintenance and ManagementUse, preservation and legal disposal

t = months, years; forever

akm1.5

t = 1 key clicks"blink of an eye"

New Concepts Information Life Cycle


Speaking of Life Cycles Formats

• Punch cards

• 5 ¼” floppies

• VHS tapes


Public Records and Information Technology Challenges

Conflicting Life cycles Information life cycle may have long tail Moore’s Law rate of change in hw/sw Media viability ~3-5 years (barring gold) Media formats and readability over time

End User Focus Marketplace and tools are maturing


Enterprise Status Autumn 2006

Administrative Rule on Electronic Records (ADM

12) and Primer complete E-records training presentations available for records officers

End User e-records training available on web

E-mail retention Best Practices guidance under development


Enterprise Recent Activity

DOA / WHS Study Team

Recommendations developed

Presentation to Secretary Bablitch for

feedback and approval early December


Next steps

Finalize and circulate draft recommendations to agencies

Review and revise with feedback

Proceed with program


Questions


Resources Administrative Rule on Electronic

Records (ADM 12), Primer; and E-records program development training presentations available

http://enterprise.state.wi.us/home/erecords/Default.htm Self help training on what is a record

http://enterprise.state.wi.us/home/email/email_Mgmt_Trnng.htm

What is a record – Interactive Q and A http://enterprise.state.wi.us/home/email/RecordsQA_Quizzes/RecordsQA/default.htm

Records Management Quizhttp://enterprise.state.wi.us/home/email/RecordsQAQuizzes/Quizzes/default.htm


What is a Public Record – 1

Under ch. 16.61 we must retain evidence of public decisions and transactions . . . .


Public Record to be preserved for permanent use

Wisconsin Statutes s.16.61(2)(b)

(b) "Public records" means all books, papers, maps, photographs, films, recordings,

optical disks, electronically formatted documents or other documentary materials,

regardless of physical form or characteristics,

made, or received by any state agency or its officers or employees

in connection with the transaction of public business,

and documents of any insurer that is liquidated or in the process of liquidation

under ch. 645 .

"Public records" does not include:


Public Records preserved for permanent use does not include

1. Records and correspondence of any member of the legislature. 16.61(2)(b)1. 1m. Any state document received by a state document depository library. 16.61(2)(b)1m.

2. Duplicate copies of materials the original copies of which are in the custody of the same state agency and which are maintained only for convenience or reference and for no other substantive purpose. 16.61(2)(b)2. 3. Materials in the possession of a library or museum made or acquired solely for reference or exhibition purposes. 16.61(2)(b)3.

4. Notices or invitations received by a state agency that were not solicited by the agency and that are not related to any official action taken, proposed or considered by the agency. 16.61(2)(b)4. 5. Drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working. 16.61(2)(b)5

6. Routing slips and envelopes 16.61(2)(b)6.


What is a Public Record - 2

Under chapter 19 (19.31 et seq.) we must disclose whatever information we have that has been requested (subject to balancing act).


Public Access to records 19.32(2)

(2) "Record" means any material on which written, drawn, printed, spoken, visual or electromagnetic information is recorded or preserved, regardless of physical form or characteristics, which has been created or is being kept by an authority. "Record" includes, but is not limited to, handwritten, typed or printed pages, maps, charts, photographs, films, recordings, tapes (including computer tapes), computer printouts and optical disks.


Public Access to Records does not include "Record" does not include drafts, notes,

preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working; materials which are purely the personal property of the custodian and have no relation to his or her office; materials to which access is limited by copyright, patent or bequest; and published materials in the possession of an authority other than a public library which are available for sale, or which are available for inspection at a public library. 19.32

wisconsin digital summit november 28, 2006 electronic records in wisconsin presented by amy k. moran...

Documents

electronic records

records partnershiplearning

collection of records

new conceptselements

greatest possible information

legal disposalt

public transactionsinformation

archived data