Wisconsin Digital Summit November 28, 2006 Electronic Records in Wisconsin Presented by Amy K. Moran Division of Administrative Services

Wisconsin Digital Summit November 28, 2006 Contents Why we are here today What Changes with E-Records IT and Records Partnership Learning a New Language Enterprise Status Autumn 2006 Enterprise Recent Activity Next Steps Questions

Wisconsin Digital Summit November 28, 2006 Why we are here today Government in the Sunshine - “... all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them... “ Wis. Stat. s Public Records saved for 4 different reasons : administrative, legal, financial and historic May only dispose when authorized by approved Department RDA (Records Disposition Authority) Most public records now generated electronically Agencies schedule; IT, custodial responsibility

Wisconsin Digital Summit November 28, 2006 What Changes with E-Records New Working Partnerships Information Technology and Records Agency Business Management, Legal, Information Technology and Records New Common Language New Concepts New System and Application Design Considerations

Wisconsin Digital Summit November 28, 2006 New Language “Record” IT Function A group of related fields that store data about a subject (master record) or activity (transaction record). A collection of records make up a file. Records Function Business information used in the course of making decisions, or conducting public transactions Information... maintained as evidence... by an organization or person, in pursuance of legal obligations (ISO 15489)

Wisconsin Digital Summit November 28, 2006 New Language “Archive” IT Function To compress one or more files and folders into a single file for backup or transport.... implies data retention, and archived data are typically stored in a secondary location for backup... purposes. Records Function To transfer records from individual or office of creation to a repository authorized to appraise, preserve, and provide access to those records. ‘Archival authority’... [is] responsible for selecting, acquiring, and preserving, making available, and approving destruction of other records.

Wisconsin Digital Summit November 28, 2006 New Concepts Elements of an E-Record Structure heading; body; form (internal logical relationships ) Context sender; receiver; date; time (external logical relationships) Content data and information

Wisconsin Digital Summit November 28, 2006 New Concepts Information Life Cycle

Wisconsin Digital Summit November 28, 2006 Speaking of Life Cycles Formats Punch cards 5 ¼” floppies VHS tapes

Wisconsin Digital Summit November 28, 2006 Public Records and Information Technology Challenges Conflicting Life cycles Information life cycle may have long tail Moore’s Law rate of change in hw/sw Media viability ~3-5 years (barring gold) Media formats and readability over time End User Focus Marketplace and tools are maturing

Wisconsin Digital Summit November 28, 2006 Enterprise Status Autumn 2006 Administrative Rule on Electronic Records (ADM 12) and Primer complete E-records training presentations available for records officers End User e-records training available on web retention Best Practices guidance under development

Wisconsin Digital Summit November 28, 2006 Enterprise Recent Activity DOA / WHS Study Team Recommendations developed Presentation to Secretary Bablitch for feedback and approval early December

Wisconsin Digital Summit November 28, 2006 Next steps Finalize and circulate draft recommendations to agencies Review and revise with feedback Proceed with program

Wisconsin Digital Summit November 28, 2006 Questions

Wisconsin Digital Summit November 28, 2006 Resources Administrative Rule on Electronic Records (ADM 12), Primer; and E-records program development training presentations available Self help training on what is a record What is a record – Interactive Q and A A/default.htm A/default.htm Records Management Quiz m

Wisconsin Digital Summit November 28, 2006 What is a Public Record – 1 Under ch we must retain evidence of public decisions and transactions....

Wisconsin Digital Summit November 28, 2006 Public Record to be preserved for permanent use Wisconsin Statutes s.16.61(2)(b) (b) "Public records" means all books, papers, maps, photographs, films, recordings, optical disks, electronically formatted documents or other documentary materials, regardless of physical form or characteristics, made, or received by any state agency or its officers or employees in connection with the transaction of public business, and documents of any insurer that is liquidated or in the process of liquidation under ch. 645.ch. 645 "Public records" does not include:

Wisconsin Digital Summit November 28, 2006 Public Records preserved for permanent use does not include 1. Records and correspondence of any member of the legislature (2)(b)1. 1m. Any state document received by a state document depository library (2)(b)1m. 2. Duplicate copies of materials the original copies of which are in the custody of the same state agency and which are maintained only for convenience or reference and for no other substantive purpose (2)(b)2. 3. Materials in the possession of a library or museum made or acquired solely for reference or exhibition purposes (2)(b)3. 4. Notices or invitations received by a state agency that were not solicited by the agency and that are not related to any official action taken, proposed or considered by the agency (2)(b)4. 5. Drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working (2)(b)5 6. Routing slips and envelopes 16.61(2)(b)6.

Wisconsin Digital Summit November 28, 2006 What is a Public Record - 2 Under chapter 19 (19.31 et seq.) we must disclose whatever information we have that has been requested (subject to balancing act).

Wisconsin Digital Summit November 28, 2006 Public Access to records 19.32(2) (2) "Record" means any material on which written, drawn, printed, spoken, visual or electromagnetic information is recorded or preserved, regardless of physical form or characteristics, which has been created or is being kept by an authority. "Record" includes, but is not limited to, handwritten, typed or printed pages, maps, charts, photographs, films, recordings, tapes (including computer tapes), computer printouts and optical disks.

Wisconsin Digital Summit November 28, 2006 Public Access to Records does not include "Record" does not include drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working; materials which are purely the personal property of the custodian and have no relation to his or her office; materials to which access is limited by copyright, patent or bequest; and published materials in the possession of an authority other than a public library which are available for sale, or which are available for inspection at a public library