The Ohio Electronic Records Committee (OhioERC) has published a new tip sheet: Tips for Text Messaging Retention! These tips highlight the potential records management concerns public offices and officials should consider when using text messaging for government business. The tip sheet includes questions that can help determine if the text is a public record, the risks and liabilities involved with texting, best practices for government offices to implement, and the pros and cons of allowing employees to text on their personal devices versus providing them with government-issued devices. If your government office uses text messaging then you should check this out!
The OhioERC is proud to promote its latest tool to assist in the managing of public sector agency records. While today the majority of our records are born digital, many public sector agencies are still pressed with issues of storage, retrieval, and management of growing or displaced physical, paper-based records in their possession. A possible solution for managing these documents is to scan them, thus converting them to digital documents which then can be integrated with born digital documents and enterprise systems.
Public sector agencies using paper in their operations should consider whether the conversion of paper to digital will improve operations before investing in such a project or workflow. They should consider potential efficiencies in information accessibility, management, and disposition, while also feasibly complying with organizational records retention and management policies.
This new tool provides a means to assist public sector agencies in properly analyzing the records they manage and maintain to determine whether to digitize them. It encompasses several factors, including employee costs, storage space, supplies, equipment, reproduction, and migration to future systems. This tool is not intended be used to conduct a cost benefit analysis (CBA) nor business process management (BPM); it would be wise to conduct these business and financial analyses along with using this tool. The Scanning Feasibility Tool can be found on our Document Imaging Guidelines page.
The OhioERC approved it’s latest “Tip Sheet” Recordkeeping System Procurement that is designed to assist agencies in the purchase of recordkeeping, document imaging and document management systems. The tip sheet discusses:
- What is an RFP?
- Who should be at the table?
- Components of a good RFP
- Evaluating reponses