Procedure

Four characteristics are necessary for the maintenance of trustworthy electronic records:

• Produced by Methods that Ensure Accuracy
• Maintained in a Secure Environment
• Associated and Linked with Appropriate Metadata
• Stored on Media that are Regularly Assessed and Refreshed

Produced by Methods that Ensure Accuracy

All platforms used by the institution to create and manage electronic records, including e-mail clients, social media platforms, and cloud computing platforms, conform with all applicable IT security policies.

Electronic files are saved in formats that comply with DNCR’s File Format Guidelines for Management and Long-Term Retention of Electronic Records. [1] File formats used by the College are identified as standard by DNCR and are well-supported, backwards compatible, and have robust metadata support.

Maintained in a Secure Environment

Security of the system and the records it holds is maintained in the following ways:

• Access rights are managed by the IT department and are assigned by a supervising authority to prevent unauthorized viewing of documents.
• Security access rights determine who has access to view confidential and non-confidential information.
• Folders with confidential information are restricted, and access rights to confidential data are carefully managed. Confidential material is redacted before it is shared or otherwise made available.
• Physical access to computers, disks, and external hard drives is restricted.
• All system password and operating procedure manuals are kept in secure storage.

Associated and Linked with Appropriate Metadata

All records are associated and linked with appropriate metadata which is stored alongside the record.  At a minimum metadata retained includes file creator, date created, title (stored as the file name), and e-mail header information if applicable.

Stored on Media that are Regularly Assessed and Refreshed

Data is stored on media that are regularly assessed and refreshed.  Data is converted to new usable file types as old ones become obsolete. The following steps are taken to ensure the continued accessibility of records kept in electronic formats:

• Records may be periodically migrated to new file types, particularly when a new information technology system requires that they be brought forward in order to render the file properly.
• Metadata is maintained during transfers and migrations.
• Storage media that is on premises are maintained in a manner and in an environment that promotes bit-level preservation. Humidity does not exceed 50% and should not fall below 30%. Room temperature is set between 65° F to 75° F. The College adheres to the media manufacturer’s recommendations for specific environmental conditions in which the media should be stored.
• Whatever media is used to store data on premises is clearly labeled with enough information that its contents can be determined (e.g., optical media should have a physical label; data stored on a server should be indexed or held in a document management system).