Updated Publication Available from OhioERC

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We are pleased to announce that the Ohio Electronic Records Committee (OhioERC) has updated one of our publications developed for elected officials and professional staff responsible for managing electronic records in Ohio’s public agencies.

GUIDELINES FOR ELECTRONIC RECORDS MANAGEMENT was designed to provide guidance to users and managers of computer systems in Ohio government about:
▪ the problems associated with managing electronic records, including special record-keeping and accountability concerns that arise in the context of electronic government
▪ archival strategies for the identification, management and preservation of
electronic records with enduring value,
▪ identification and appropriate disposition of electronic records with short
term value, and
▪ improving access to state government records.

These guidelines are intended to assist Ohio government agencies meet record keeping
requirements pursuant to the Ohio Public Records Act. The updated guidelines can be found HERE

COMING SOON: Update to PLAN FOR SOCIAL MEDIA ENGAGEMENT

Audience Survey

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The Ohio Electronic Records Committee offers a variety of educational resources and free online training sessions designed specifically for public officials, public agencies, and their staff.

These resources are free, informative, and available anytime. They’re ideal for both new and experienced officials who want to ensure their electronic record strategies align with legal and professional standards.

As we look to develop new resources, please take a moment to complete this one-question survey. This will allow us to better develop resources based on the make-up of our audience working in Ohio public agencies. Please select the option that best represents your organization.
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Tackling summer digitization projects? OhioERC has you covered

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Summer often brings the opportunity to take on larger, long-term projects that may get sidelined during busier months. For many public entities, this may be the season to focus on digital document imaging. Digital document imaging projects convert paper records into high-quality, searchable digital formats. These projects may free up physical storage space, improve public access to records, enhance disaster recovery planning, streamline retrieval and sharing, and preserve aging or fragile documents. They can range in size from scanning a few file drawers to multi-year, agency-wide digitization efforts.

If you’re planning or considering a document imaging project this summer, OhioERC offers several tools and guidelines to help you, including:

  • Scanning Feasibility Tool – Before investing time and resources into a scanning project, use this interactive worksheet to assess whether digitizing is the best option. The tool evaluates the volume and types of records, staffing and equipment availability, and potential expenses. The tool also provides a list of questions to consider before kicking off a new project.
  • Guidelines for Digital Imaging of Public Records– This comprehensive guidance document walks you through project planning, technical specifications and selection, system implementation and archiving and long-term maintenance considerations.
  • Tips for Document Imaging– This Tip Sheet provides quick tips and best practices for those that elect to embark on a document imaging project.

With the tools provided by OhioERC, you don’t have to start from scratch. Visit the OhioERC Document Imaging resources page for the full list of all of OhioERC’s resources in this area.