Electronic Records Management Checklist

1. Defining the purpose of the checklist

• To have the necessary records on hand which enable you to perform your tasks
• To find the needed information quickly
• To share information with staff members who have access
• To retain the records you have in accordance with legal obligations and corporate requirements
• To provide evidence of your activities if required
• To use the space at your disposal effectively

2. Creating records

• Use templates and patterns where possible to classify digital information and records, e.g. templates for meeting organization
• Along with templates, you can generate and apply a standard style for corporate records keeping, e.g. logos, terminology and content
• Create records that show in details how decisions have been made. Also maintain records of any actions and transactions which impact on your work
• Create records always ensuring that they meet any legal/contractual obligation
• When working with records, always comply with the corporate data protection requirements
• No matter if a record is created for personal or group use, it'd include the name of record creator, his/her job title and the date of last revision
• The record should have explanation and meaning of any codes or abbreviations used within the text
• Use only static links in records and avoid using dynamic links, because when a record changes, dynamic links are difficult to maintain to keep the record accurate

3. Naming records

• Ensure that the filename of records clearly indicates their content
• Input standard terms to describe records. Vague and common terms (ex. 'miscellaneous' and 'the rest' or 'draft' and 'plain report') should be avoided as the first word in the filename
• Use the title of records as the filename in most circumstances
• You may include the date (in standard format yyyy.mm.dd) if it's a necessary component of records
• You may use an individual's name as a part of the filename. The surname should be first
• Input version numbers and latest editions of records in the filename
• Keep all your records in folder structure. Each new ...

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