Electronic records management

The vast majority of government records are now produced electronically and The National Archives works with central and local government organisations to ensure that this information is both stored securely and easily accessible. It is also working on improving its processes for archiving such records.

The management of electronic records is recognised as one of the vital underpinning elements in the government's modernisation programme. It is key both to underpinning online service delivery and to meeting the requirements of the Freedom of Information Act 2000 as they apply to providing access to official information and the Records Management Code under section 46 External website - link opens in a new window .

With the switch to use of electronic records, The National Archives is looking to improve its processes and procedures with regard to appraisal, selection, transfer, storage, sustainability and delivery.

The National Archives has initiated a programme of work in the following key areas:

Seamless Flow is about digital preservation; archiving digital information that´s needed for permanent record and for public access
Digital Continuity is about protecting semi-current digital files from technological obsolescence by ensuring data is migrated to new formats as appropriate
Web continuity is about ensuring that web links remain live even if documentation has moved or web addresses have changed

The National Archives also advises local government, which has similar responsibilities for online service delivery and Freedom of Information.

The National Archives helps organisations through:

e-Government Policy Framework for Electronic Records Management (356.494kb) , a publication produced jointly by The National Archives and the eGovernment Unit

A programme to develop functional requirements for electronic records management systems

Comprehensive background guidelines on the management, appraisal and preservation of electronic records

A set of practical electronic records toolkits to help organisations develop electronic documents and records management

The publication of generic requirements for sustaining electronic information over time

Making proper arrangements for the custody of electronic records

Liaison work

Liaison with central government is carried out by The National Archives' Records Management and Cataloguing department

Liaison with local government is carried out by The National Archives' National Advisory Services

Liaison internally at The National Archives with our Digital Continuity project supports the sustainability of electronic records

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