Charter

Electronic Records Subcommittee March 22, 2000

PURPOSE

To recommend and regularly review policies, guidelines, and best practices for the creation, maintenance, long-term preservation of and access to electronic records created by Kansas state government.

GOALS

• Prepare and regularly update an Electronic Records Management and Preservation chapter for inclusion in the Information Management section of the Kansas Statewide Technical Architecture.
• Develop policies, guidelines, and best practices on specific electronic records management issues including, but not limited to:
  • E-mail management;
  • long-term maintenance of electronic media;
  • management of electronic files in a networked environment;
  • recordkeeping issues in information system development;
  • log file management;
  • management and preservation of web-based records;
  • identification and implementation of retention periods for electronic records;
  • methods for ensuring Open Records Act compliance in relation to electronic records;
  • ensuring the authenticity and reliability of electronic records.
• Identify and work with the State Archives to develop new records series entries to propose to the State Records Board for inclusion in the General Retention and Disposition Schedule.
• Review recordkeeping plans for electronic records series that have been designated by the State Records Board as requiring long-term retention.

COMMITTEE RELATIONSHIPS

• The Electronic Records Subcommittee will submit policy, guideline, and best practices recommendations to the Chief Information Technology Officer, Executive Branch and the Information Technology Advisory Board for potential Information Technology Executive Council consideration.
• The subcommittee also will submit recommendations to the State Records Board and the State Archivist in areas for which they have legal responsibility.

PROCEDURES

• The chair regularly will convene meetings of the subcommittee to discuss electronic records management issues facing state government.
• Under the chair's oversight, the Kansas State Historical Society will provide administrative support for the creation, dissemination, retention, and disposition of subcommittee meeting agendas, minutes and supporting materials.
• The subcommittee will establish technical advisory groups as necessary to fulfill its responsibilities.

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