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Electronic Records and Records Management Practices - info florida

Electronic Records and Records Management Practices - info florida 2025

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The document outlines the State of Florida's guidelines for managing electronic records and public records management practices. It emphasizes the importance of compliance with Florida's Public Records Law, detailing responsibilities for agencies in maintaining, retaining, and disposing of electronic records. Key topics include definitions of public records, policies for managing electronic communications, retention requirements, environmental controls for storage media, and procedures for destruction of records. The document serves as a comprehensive handbook to assist state and local government agencies in effectively managing their electronic records while ensuring public access and legal compliance.

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What are the formats of electronic records?

Examples of electronic records include: emails, websites, Word/Excel documents, digital purchase receipts, databases, text messages, social media postings, and information stored on SharePoint sites and content management systems (Catalyst, Slack, DropBox, etc.).

What are the 5 characteristics of electronic records?

Authenticity, Accuracy, Integrity, Accessibility Maintain- ing content, structure and context of electronic records is, therefore, both more vital and difficult than with traditional analog records.

What is the law for records request in Florida?

(1) It is the policy of this state that all state, county, and municipal records are open for personal inspection and copying by any person. Providing access to public records is a duty of each agency. (2)(a) Automation of public records must not erode the right of access to those records.

How should electronic records be structured?

Electronic records should be arranged consistently and logically so that they can easily be found and used. They should be structured into folders and sub-folders with the other electronic records, including emails, that belong with that subject, case or project.

What are the basic requirements of electronic records?

Security and compliance are critical aspects of electronic records management. Organizations must ensure that their electronic records are protected from unauthorized access, theft, and damage. They must also comply with regulatory requirements and industry standards, such as HIPAA, GDPR, and ISO 27001.

What are the four types of electronic records management systems?

There are a few main types, like Document Management Systems (DMS) like Docupile for electronic documents, Content Management Systems (CMS) for all sorts of stuff, Email Management Systems for emails, and Records and Information Management (RIM) Software for organizing everything.

What are the practice of records management?

Records management ensures records and evidence remain authentic, safe, and usable. Records management is the process of ensuring that the evidence created, collected, and used by an organization is created, managed, stored, and used in such a way that it remains authentic, safe, and usable, now and in the future.

How to best organize electronic files?

Start by sorting your files into categories, then use file folders or binders to keep related documents together. Label each folder or binder clearly, and consider using color-coding to make it even easier to find what you need.

Electronic Records and Records Management Practices - info florida 2025

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Electronic Records and Records Management Practices - info florida 2025

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How to quickly redact Electronic Records and Records Management Practices - info florida online

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What are the formats of electronic records?

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What is the law for records request in Florida?

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What are the basic requirements of electronic records?

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