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Digitizing Official State Records 

Records Center staff are currently working with campus entities and the Department of Cultural Resources to implement best practices for electronic records. The following resources may help administrative units maintain appropriate control of official state records as they investigate the migration to digital surrogates and born-digital records.

Cloud Computing

The following document is intended to provide guidance on common cloud computing concerns as they relate to official records. Topics include: compliance issues, service interruptions, costs, security, privacy, removing data from the cloud, and e-discovery guidelines.

Digital Communications

The following document resources provide guidance on managing electronic communications as an element of public records, including e-mails, text messages, and instant messages:

Digital Imaging

The Department of Cultural Resources requires any agency that images records as part of its retention policies create and sign an Electronic Records and Imaging Policy. It is also required for agencies wishing to maintain electronic records which have a retention period of ten years or more. The sample Electronic Records Imaging Policy replaces the former Self-Warranty form: