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The Domain Principles, because they are derived from Interior’s business direction and strategies, provide the primary direction and guidance around technology decisions within this domain. Additional benefit may sometimes be obtained by reviewing Select Best Practices. These reflect the valuable insights from either domain team members’ experiences or other public sector organizations.
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Best Practice 1: Classification – For electronic records classification, an initial quality assurance process is crucial. Comment on classifications (both document and record): the need for recognition of a classification process anomaly. Specifically, that the definition of a Federal record (as found in 44 U.S.C. 3301) tells us that many of the documents we have (in whatever format) are already "records", whether or not we have as yet classified them as such. Also, see Administrative Procedure Act (APA): 5 U.S.C. 551-702.
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Best Practice 2: Scanning – Select the lowest scanning resolution that makes the documents readable. Use standard file image data types.
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Best Practice 3: Document Versioning – Version control by date, author, subject and classification should be the minimum information maintained.
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Best Practice 4: Digital Signatures – To use automated workflow, digital signatures and or assigned keys are required.
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Best Practice 5: Indexing – Barcodes, OCR indexing wherever possible. Attempt to use the minimum set of indexes that you can get everyone to agree on (e.g. don't over index).
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Best
Practice 6: NARA
– Use media that is approved by
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Best Practice 7: Integration – Any electronic document management system is integrated with the records management system.
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Best Practice 8: Records Scheduling- Assure that agency record schedule is up-to-date, is used to classify and is regularly updated.
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Best Practice 9: File Plans Index- Each bureau should have a complete and up-to-date index of organizational file plans and a records retention/disposition schedule.
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Best Practice 10: Quality Assurance- For electronic records classification, an initial quality assurance process is crucial.
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Best Practice 11: Records Inventory- For the development of a file plan, an initial records inventory baseline is required.
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Best Practice 12: Clearance Process- Each bureau must include a records management component in their formal exit clearance process (includes paper and electronic records).
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Best Practice 13: Migration Strategy- For electronic records management systems, a migration strategy for media and formats is developed.
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Best Practice 14: Application Server- The ability to make the application server used for Records management a "Closed" (e.g., limited access) environment.
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Best Practice 15: Storage R&D- Trade studies of storage media are conducted regularly to stay abreast of changes in the storage environment that is the core of electronic records management.
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Best Practice 16: Inkjet Printers- Inkjet printed documents are never used as official records (e.g., use laserjets).
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