Staying on top of records management and compliance requirements can be challenging as technology and regulations continue to evolve. Below are two important updates from OhioERC to help you stay organized and informed:
1. NEW OhioERC Online Training Module – File Naming Conventions.
In an era of digital overload, individuals and organizations are generating thousands of documents, images and datasets every day. Without a clear system in place, finding the right file can quickly turn into a frustrating and time-consuming task.
A file naming convention provides a standardized framework that can help bring structure and consistency to your digital environment. To support this effort, OhioERC has developed a short, practical online training module designed to help you take control of your electronic files. The module walks you through templates, strategies and best practices you can start using immediately.
Access the module here: https://app.screencast.com/D1kPDDy4eM4ma.
2. DOJ extends web accessibility compliance deadlines.
The U.S. Department of Justice has issued an interim rule extending the compliance deadlines for ADA website and mobile app accessibility requirements for state and local governments. Jurisdictions with populations of 50,000 or more now have until April 26, 2027, while smaller jurisdictions have until April 26, 2028 to comply. The interim rule appears in the Federal Register and is effective April 20, 2026.
As a reminder, OhioERC has previously covered the ADA Title II Web and Mobile Application Accessibility Rule (see here and here). Other than extending the compliance deadlines, the interim rule does not alter any other provisions of the 2024 final rule.
Avoid “Self-Destructing” Messaging Apps
Last week was Sunshine Week (March 15–21), when the Ohio Attorney General’s Office releases its updated Sunshine Laws Manual to help Ohioans and public employees understand their rights and duties under the Public Records and Open Meetings laws.
The 2026 edition includes a new directive from Attorney General Dave Yost advising public employees not to use apps that automatically delete messages—such as Signal, WhatsApp, or Snapchat—because records are retained based on the content of the record, not the platform it was created or sent on. Auto-deleting messages may violate the Public Records Act since they prevent proper retention and review.
Yost highlights the recent case Ohio v. Wade Steen, et al., in which two State Teachers Retirement System board members used secret, off-record communications about a $65 billion investment. A judge ruled they violated their fiduciary duties and barred them from future board service. Yost writes that such secrecy erodes public trust and harms public institutions.
The Attorney General’s Office also provides free Sunshine Laws training, as does the Auditor of State. In Ohio, public officials (or designees) must complete this training once per elected term, and sessions are open to the public.
A World Without Microfilm: How Local Governments are Leading the Charge in Digital Preservation – Part II
Following last month’s blog post, this month’s post will discuss the current work that is being done by the Digital Initiatives & Standards Committee (DISC) and what the next steps are for creating a digital preservation guide for the State of Ohio.
DISC has partnered with state records organizations, including the Ohio Electronic Records Committee, the Ohio History Connection, and the Ohio Historical Records Advisory Board. In conjunction with these partnerships, DISC has established three subcommittees to determine standards and best practices for electronic records. The Microfilm committee has been tasked to determine the cost-effectiveness and long-term reliability of microfilm. Initial findings include: a significant price increase in microfilm supplies, a lack of product options, the impracticality of microfilm accessibility, and the obsolescence of microfilm equipment and repair.
If local governments decide to forego microfilm as a document preservation option and go the route of digital preservation, the Microfilm Subcommittee recommends the following to be considered:
- Update retention schedules to reflect retaining electronic media and removing microfilm;
- Plan to digitize microfilm (priorities, cost, staff, and time);
- Research and invest in a digital preservation system.
The Minimum Standards Subcommittee has been meeting and working on coming up with digital standards, which include the following objectives:
- Preferred digital file types (including DPI (dots per inch) and compression standards);
- Standard and uniform naming conventions of records;
- Implementing quality control standards when scanning records;
- Applying sufficient metadata for searchability purposes.
The Security Subcommittee has discussed best practices for the security of electronic records. The following recommendations have been proposed:
- Access/Restriction to certain records;
- Understanding the difference between an access copy and a preservation copy, and what electronic document format they should be in;
- Establishing the security controls for staff and internal/external users
- Understanding explicitly the contract when dealing with a third-party system;
- Having a disaster recovery plan in place.
Each of the three subcommittees will be compiling a report to address/review with the entire Digital Initiatives and Standards Committee this year. DISC hopes to have an Archives & Records Administration Permanent Electronic Records Guideline released in 2027.