We are in an era in records management in which we must manage electronic records. But many of us are not sure just how to maintain electronic files. Do we maintain in native format; how do we maintain the integrity of the electronic file, should the metadata be maintained how do we manage the ram data, etc. All these are questions and we are all struggling for answers. I believe we look at past records management practices for possible answers as the media for record keeping has changed many times and must determine the best course of action.

The first communication was verbal and the first written communication is on stone called petroglyphs. These are paintings in stone caves that date back about 40,000 years and are is believed to be the first form of written communication. The area where these petroglyphs are found, is not easily accessible. The symbols have no key, to date ,but we can interpret some of the symbols. These petroglyphs could be a way of transmitting information.


The earliest written communication was in stone and is called the "Indus Script" which is perhaps 5,000 years old. We do not know the meaning of the symbols to date since it has not yet been deciphered. Just like electronic records like the 5 1/4 floppy or other electronic information where the technology to read the information has become obsolete the information cannot be read of understood without the correct key or technology. The earliest deciphered written language are hieroglyphics from Egypt. They are from about 3200 B.C. and we are able to decipher the hieroglyphics due too the discovery of the Rosetta Stone in 1799.


The first written word on paper began around the 4th millennium B.C. as the complexity administration of trade outgrew the power of memory. Since the 4th century we have managed paper records with historical data or archival data being stored by the government, church, museums or private collectors.

The modern records management principals were developed by Emmett Leahy sometimes called the father of records management. Now we are in a new era where we must manage information or records in all types of media, we must manage physical records as well as electronic records. There has been much debate about electronic records in the last few years. The debate centers around how to store, retrieve, access, and secure electronic records in the current working environment as well as plan for future environments. How do you approach this is or could be unique to your working environment.

As the records manager you should develop policies and procedures about the management of electronic records. The policies and procedures need to be supported by upper management and the information services department, records center and legal counsel. All must work together to review and modify the policies and procedures as technology changes.

Electronic records have been defined as a business record under the revised federal rules of civil procedure passed in 2006. These electronic records are discoverable in a litigation action and if you do not properly manage these electronic records your company could be fined, scanconed or have adverse inference place on by the courts. You as records manager could also be held accountable under some laws regarding safeguarding of information. Even federal and state governments are not immune to these actions.

As a records manager you must make your organization aware of the rules, regulations and best practices regarding the storage, retrieval, and migration of electronic records or like the "Indus Script" your information will become unreadable or unusable due to obsolesce of technology software, hardware etc.. Your business history could become lost or even worse sanctions from the courts or an adverse action judgment could be handed down by the court for not properly managing your electronic records.

How your manager these electronic records is unique to the culture of your organization. You could use solutions such as matter centricity or other software solutions. For the electronic records management program to work you need upper management support along with information services and legal support for success in this program.


As you manage your electronic records, keep aware of changing technologies and methodologies for maintaining your electronic information. Move carefully when managing electronic records since a proprietary system can easily become cumbersome and sometimes obsolete if your vendor disappears leaving you without technical support for your current electronic records management program. You want information around as long as legally and operationally necessary. If we combine past records management practices with future technologies we have the ability to save our business records for operational, historical or litigation purposes.

An article written by Glenn Gercken (CRM), Records Manager, Ungaretti & Harris LLP