The Ohio Electronic Records Committee

By Janice Schulz

The Ohio Electronic Records Committee (OhioERC) is a statewide group of records managers, archivists, legal professionals, and information technology professionals devoted to providing guidance for the management of electronic records in Ohio’s state agencies. There are currently twenty members, including representatives from state, county, and local government and Ohio’s public universities. University of Cincinnati Records Manager Janice Schulz has served on the OhioERC since 2006 and was elected as Secretary in 2008.

The committee studies best practices in electronic records management and develops resources that can be used to create agency policies and procedures. Since its founding in 1998, the OhioERC has developed seven guidance documents:

  • Databases as Public Records Guidelines
  • Digital Document Imaging Guidelines
  • Electronic Records Management Guidelines
  • Guidelines for Managing Electronic Mail
  • Guidelines for Managing Web Site Content
  • Trustworthy Information Systems Handbook
  • Hybrid Microfilm Guidance

In 2010, the OhioERC, in cooperation with the Ohio Historical Records Advisory Board and with funding by the National Historical Publications and Records Commission, offered workshops covering its Email Management and Digital Imaging guidelines. The presentations were recorded and are available on WGTE’s Knowledge Stream website.

Current projects include writing guidelines for Managing Databases, Social Networking, and Cloud Computing, developing one-page tip sheets for quick, easy reference, and creating presentations introducing several of the existing guidelines. Updates and products can be found on the newly redesigned OhioERC website or through facebook.

The UC Records Management Program incorporates several OhioERC guidelines in its policies and procedures, including Electronic Records Management, Managing Electronic Mail, Databases as Public Records, and Managing Web Site Content. Using OhioERC guidelines helps us to ensure compliance with state regulations and industry best practices. Additionally, our participation with the committee helps us to remain current with technological changes and to be proactive with the management of new technologies as they affect electronic records. Our presence on this statewide committee identifies UC as one of the leaders in the management of Ohio’s electronic records.

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