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Electronic recordkeeping and electronic government

Electronic recordkeeping and electronic government. 16 September 2003. Today’s presentation. Part 1 Introduction to electronic records concepts Legal framework Minnesota’s electronic records program Some options for Missouri to explore Part 2 E-gov’t and e-recordkeeping case study.

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Electronic recordkeeping and electronic government

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  1. Electronic recordkeeping and electronic government 16 September 2003 Missouri Information Technology Advisory Board

  2. Today’s presentation Part 1 • Introduction to electronic records concepts • Legal framework • Minnesota’s electronic records program • Some options for Missouri to explore Part 2 • E-gov’t and e-recordkeeping case study Missouri Information Technology Advisory Board

  3. What is a record? • RSMo Ch. 109.210:"Record", document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business. Missouri Information Technology Advisory Board

  4. What is an electronic record? • RSMo: “Regardless of physical form or characteristics” • Anything subject to discovery? • Programmable, executable knowledge • Content, structure, context Missouri Information Technology Advisory Board

  5. What is the value of a record? • Accountability (operational, fiscal) • Evidence • Citizens’ rights • Historical and cultural resource • Information as an asset Missouri Information Technology Advisory Board

  6. E-recordkeeping challenges • Paper based practices • Volatile technologies, unstable media • Privacy and security • Costs: increasing demands, decreasing resources • Legal uncertainties • No proven solutions or models • Steep learning curves for everyone Missouri Information Technology Advisory Board

  7. E-recordkeeping opportunities • New services and products • E-government • Convergence on the Web • Cost-effective and efficient solutions • Much greater use value • Return on investment (information as an asset) Missouri Information Technology Advisory Board

  8. Legal framework • Missouri laws • Uniform Electronic Transactions Act • Electronic Signatures in Global and National Commerce Act • E-Government Act of 2002 Missouri Information Technology Advisory Board

  9. Putting it together: MN’s example • One size does not fit all • Local environment • Products • Projects and partnerships Missouri Information Technology Advisory Board

  10. Local environment and knowledge • No central records management office • No strong traditions of records management • Data practices and privacy • Interested partners and communities • Growing interest in e-government • Absolute need for collaboration Missouri Information Technology Advisory Board

  11. TIS • Premise: trustworthy systems produce and preserve trustworthy records • Inspired by UETA, E-Sign • Documentation • Design methodology and risk analysis • “Do it yourself” • Asks questions, provides examples • Appropriate (not best) practices • “Family resemblance” Missouri Information Technology Advisory Board

  12. Education, tools, standards • Data and process models • Trustworthy information systems • Electronic records management guidelines • Metadata and XML workshops • Recordkeeping metadata standard Missouri Information Technology Advisory Board

  13. Projects and partnerships • OT, IPC: architecture and standards • GIS: metadata, education/promotion, data sets • ERER: electronic real estate records system • DHS: enterprise wide policy guidelines • NECCC: e-government, cross boundary integration (XBI) Missouri Information Technology Advisory Board

  14. Some options to explore in MO • Local knowledge, appropriate practices • Collaboration • Education, promotion, communication • Standards, architecture • Positioning and opportunism • E-government Missouri Information Technology Advisory Board

  15. The goal is to add value • Return on investment • Standards and architecture • Cross boundary applications • Access, description, privacy, preservation • Basic tools: metadata and XML … Missouri Information Technology Advisory Board

  16. Examples and models • Standards and guidelines: OH, KS, MN • Architectures: FEA, KS, MN • Education: SC, GIS • E-Gov’t: UT One-Stop, MassCARES, OMB Quicksilver Initiatives Missouri Information Technology Advisory Board

  17. Final thoughts … • No silver bullet: local knowledge • Collaboration • Add value • Convergence on the web • Think beyond the traditional concept of “record” • Incremental, iterative progress Missouri Information Technology Advisory Board

  18. Contact information Bob Horton State Archivist Minnesota Historical Society robert.horton@mnhs.org www.mnhs.org/preserve/records Missouri Information Technology Advisory Board

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