Electronic records
Introduction
The vast majority of government records are now created electronically. The Lord Chancellor’s Code of Practice on the Management of Records under section 46 of the Freedom of Information Act (56KB) 
states,
states,‘The principal issues for the management of electronic records are the same as those for the management of any record. They include, for example, the creation of authentic records, the tracking of records and disposal arrangements.’
The increase in the use of Information Technology in the creation of records presents new challenges to those responsible for the records management function in any public authority. More members of staff have the opportunity to create, amend and dispose of electronic information. If this is carried out in an uncontrolled manner, there is a real possibility of loss of material or unnecessary duplication.
Records NI Project
The main driver so far has been the corporate Northern Ireland Civil Service (NICS) Electronic Document Records Management Implementation (EDRMI) project, known as Records NI – the first transfer to, and ingest of, these records by PRONI may be as early as 2013 (see also PRONI’s Digital Records Statement (28KB) ).The following documents contain reports, guidance and best practice advice on recent developments in the field of electronic records management in the Northern Ireland public sector:
- ‘Lessons learned’ reports describing PRONI’s experiences as being one of three lead implementers in the RecordsNI project:
This document provides best practice advice and guidance on how public sector organisations should plan for the implementation of an Electronic Document and Records Management system.
The effective management of The Northern Ireland Civil Service EDRMS will ensure the full realisation of the RecordsNI project. Central to this is the implementation of electronic disposal and retention.
Retention and Disposal of Electronic Records
The following guidance document has been produced by PRONI to outline the procedures for disposition of digital records created in the NICS EDRMS (TRIM) by staff in NICS departments.The main audience for the document is Departmental Information Managers, information management staff, IT support and TRIM administrators. The guidance has been produced in co-operation with NICS Departments. Application of this guidance is the responsibility of the Department or Public Body concerned with compliance of their business needs and records management requirements under the Public Records (NI) Act 1923 and the Disposal of Records Order 1925.
