Records Management

OhioERC updates two records management resources

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The Ohio ERC has released updated versions of two of its guidance documents:

Recordkeeping System Procurement: Selecting and implementing an electronic recordkeeping system is a significant investment for any organization. The revised Recordkeeping System Procurement tip sheet provides practical guidance for planning and managing the procurement process. It explains the purpose of a Request for Proposal (RFP), identifies key stakeholders who should be involved, and outlines essential elements of a successful procurement effort, including requirements gathering, budgeting, vendor evaluation and contract negotiations. The resource is designed to help organizations make informed decisions and identify systems that meet both operational and records management needs.

Tips for “Who Should Be at the Table”: Successful records management depends on collaboration across an organization. The updated Tips for Who Should Be at the Table publication outlines the three groups that play critical roles in records and information governance initiatives: the records commission, department records coordinators, and the information governance committee. The revised tip sheet explains the responsibilities of each group and highlights how they work together to support compliance, policy development, electronic records management, and organizational decision-making.

Both resources are available on the OhioERC website and provide valuable guidance for public offices seeking to improve records management practices, implement new technologies, and build stronger information governance programs.

Updates from OhioERC

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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.

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