locate specific records for accountability purposes, which can have huge legal
ramifications. Retaining an overabundance of records in electronic format also raises
concerns over the reliability, authenticity, and longevity of records because electronic
versions are easily changed, accessible by many employees within an organization, and
software platforms can rapidly become obsolete.
In addition to publishing literature, establishing guidelines, and creating canons of good
practices, the records management community has attempted to address many of these
issues by completing studies in electronic records management
, . Cohasset Associates
1
surveyed 2,206 individuals about their organization’s records management program in
2003. The questions in the Cohasset survey measured the level of importance
organizations place on records management by capturing information about the formality
of records management programs. The survey also evaluated employees’ perceptions of
the effectiveness of the records management policies and practices in place at their
organization. The White Paper produced from the survey demonstrated that many
organizations do not have effective records management programs. Organizations are
currently failing to manage their electronic records efficiently and are not prepared to
handle future electronic records compliance, legal, and preservation issues.
A study by SRA International
2
, which looked specifically at federal government agencies
and evaluated their recordkeeping practices, found results similar to the Cohasset survey.
SRA reported that while situational factors accounted for major variation in the quality
and success of recordkeeping, in general, records management is a low priority in federal
agencies, and employees do not know how to “solve the problem of electronic records.”
A key finding of the SRA study team was that agencies need and want guidance from the
National Archives and Records Administration (NARA) on current records management
issues.
Despite the publication of standards by NARA, state archival programs, and other leading
records management professionals, many organizations are still puzzled over how to deal
with the management of electronic records and solve major problems documented in
reports such as the Cohasset survey and the SRA study. For example, the Sedona
Conference brought together experts from the legal field and produced The Sedona
Guidelines: Best Practice Guidelines & Commentary for Managing Information &
Records in the Electronic Age.
3
The Sedona guidelines contain excellent strategies for
implementing electronic records management policies and procedures, but do not provide
many practical solutions for day-to-day management of information in electronic formats.
1
See Robert F. Williams, Cohasset Associates Inc., “Electronic Records Management Survey – A Call to
Action,” Cohasset/ARMA/AIIM White Paper (2004). Available through Cohasset Associates,
<
http://www.merresource.com/whitepapers/survey.htm> [Accessed on 8/9/05].
2
See SRA International, Inc, Report on Current Recordkeeping Practices with the Federal Government
(December 10, 2001). Available through the National Archives and Records Administration,
<
http://www.archives.gov/records-mgmt/pdf/report-on-recordkeeping-practices.pdf > [Accessed on
8/9/05].
3
See The Sedona Guidelines: Best Practice Guidelines & Commentary for Managing Information &
Records in the Electronic Age, The Sedona Conference Working Group Series (September, 2005).
3