Electronic Records   

Electronic Records 101 | ImageNow | Disposition of Electronic Records

Electronic Records 101

In the process of sorting through files, you may find a majority of office records are stored in an electronic format. Files such as Microsoft Office™ items, pictures, scanned images and PDF’s may be clogging up your W:\ or U:\ folders. With an increase of electronic documents comes a host of issues including but not limited to: decreased computer performance, error messages, potential security hazards and a host of other possibilities.

The International Standards Office (ISO) defines a record as, “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business". As such, the following sample list of items (regardless of creation method) is considered as equivalent to a paper document with regards to retention and disposition:

  • Email messages
  • Microsoft Office™ files (Word, Excel, PowerPoint, Access, Visio, Project, etc.)
  • Adobe™ PDF files
  • Picture/graphic files (.jpeg, .tif, .bmp, .gif, etc.)
  • PeopleSoft™ and related system data
  • Sound or movie files

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