Electronic Records Program Annual Report 1995-1996 State Historical Society of Wisconsin, Archives Division Paper and electronic copies of this report are available upon request. Write or call: Electronic Records Program, 95-96 Annual Report State Historical Society of Wisconsin, Archives Division 816 State Street Madison, Wisconsin 53706 608-264-6450 This report is also available on the Archives Division World Wide Web Information Resource at This report was printed and distributed in October of 1996 Table of Contents executive summary. . . . . . . . . . . . . . . . . . . . . . . .i introduction . . . . . . . . . . . . . . . . . . . . . . . . . .1 Accomplishments for 1995-1996. . . . . . . . . . . . . . . . . .3 Preliminary Preservation Plan. . . . . . . . . . . . . . . . . .5 The preliminary version of the mandated comprehensive plan for the protection, preservation, and accessibility of electronic records of historical value provides an overview of the three strategic areas that must be addressed to ensure the proper management of electronic records: policy and technical standards, an assistance program, and a model archival program for electronic records of long-term value. Appendix A: Strategic Plan . . . . . . . . . . . . . . . . . . 13 The Pilot Electronic Records Program strategic plan, developed in February 1996, establishes goals, objectives, and strategies to meet the requirements of the four year project. The strategic plan specifically addresses the mandate to preserve and provide access to electronic records and provide assistance to state agencies for the preservation and access of electronic records. Appendix B: Sentencing Commission Report . . . . . . . . . . . 17 A report of the State Archives' attempt to take custody of historically significant research data from the now-defunct Sentencing Commission. The report highlights several issues facing program managers in the development and maintenance of modern information systems. Executive Summary The unique and fragile nature of electronic data demands a reevaluation of the way state and local agencies manage records. Processes and procedures created to meet the needs of paper recordkeeping do not apply equally to electronic records, requiring a reassessment of our records management methods. In order to meet recordkeeping responsibilities, agencies must ensure that electronic records are accessible and readable over time and maintain an active program committed to preserving records from their creation to final disposition. Any breakdown in the records management process increases the chance that electronic records with long-term administrative or historical value will be unreadable and inaccessible. This preliminary plan identifies three objectives required to meet records management program needs for reliably managing electronic records. Each of these objectives must be achieved at a statewide level as well as by each state and local agency. Objectives 1. Develop policy and technical standards for electronic recordkeeping Policy Wisconsin needs statewide policies to help state and local agencies during the transition from paper based recordkeeping to electronic recordkeeping. Specifically, policies must: -emphasize the incorporation of records and archives management capabilities into electronic systems, -address minimum recordkeeping capabilities and system development and maintenance, -identify responsibility for long-term management of electronic records of permanent value. Technical Standards Implementing statewide policy for electronic recordkeeping systems requires establishing and promulgating tools, methods, standards, and procedures. These separate components become technical standards for managing electronic records when combined with coherent policies. Strategies Working with data, forms, and records professionals, the State Archives will: -Assess and evaluate policy and technical standards needs and recommend specific areas of development, -Develop and disseminate policies and standards for managing electronic records in areas where the State Archives has authority, -Actively advocate and participate in the policy and standards development process where authority does not exist. 2. Develop a program to assist state agencies and local governments to establish and maintain electronic records State and local government employes need an authoritative, reliable, and consistent source of information and training to effectively create, manage, and preserve electronic records. The state does not currently have a centrally coordinated records management assistance program that supports and fosters the development and maintenance of electronic records and recordkeeping systems. A program would provide the information, training, coordination, and leadership necessary to accomplish that objective. Strategies During the first half of 1997, the State Archives will assess each of the assistance program areas and present recommendations for their improvement or development. 3. Develop a model program to manage electronic records of long term value State and local agencies maintain electronic records to fulfill recordkeeping requirements; some of those records must be kept for a significant amount of time (i.e. 25 to 100+ years). In practice, these records are maintained by either the creating agency or the State Archives, depending on who has statutory responsibility for the records in question. The agency that has custody of records of long-term value must maintain an archival program capable of meeting archival requirements. Unfortunately, state standards and best practices to meet archival requirements for electronic records currently do not exist. Strategies In order to ensure the development of necessary standards and best practices, the State Archives will: -Examine and evaluate archival requirements for managing electronic records, -Develop a model archives program to manage electronic records of long- term value, -Develop archival standards and best practices for managing electronic records of long-term value. Introduction The Electronic Records Program of the State Archives has now reached the midpoint of its four-year pilot. In the last two years, program staff have examined and evaluated methods for preserving and providing access to the state's electronic records of historical value and provided assistance to state agencies. The outcome of this work has been the development of partnerships with data, forms, and records professionals, a growing archives and records advocacy role in statewide technology planning, a base level of competence in using computer technology, an emerging custodial capability for electronic data, and a growing electronic records research agenda. But there is still much to be done. The impact of digital technology on recordkeeping is profoundly changing how state agencies and local governments do business. Institutions that, until recently, kept both paper and electronic data now keep only electronic, increasing the risk of loss and the custodian's responsibility to ensure continued access. State agencies and local governments, as they increasingly rely on electronic systems to meet recordkeeping requirements, must be guided by coherent policies and technical standards, and provided assistance. Digital technology is also changing the nature of Wisconsin's historical record. Access to historical information may be enhanced through the use of online databases and the Internet, and rare documents can be better preserved if they are digitized and originals removed from frequent handling. But the use of technology to improve access and preserve historical records requires an ongoing commitment to migrate the digital record to new technologies as old ones become obsolete. To preserve properly the electronic historical record, archival programs must have sufficient resources and management procedures that have been developed and tested. The Electronic Records Program The Electronic Records Program was established in July 1994. During the first year of the Program, staff focused on the areas of data management and administration, service and outreach, and establishing the Electronic Records Program Advisory Group. The product of these initiatives was improved access to electronic records managed by the State Archives, draft procedures and guidelines for agency submission of electronic records to the State Archives, and new partnerships with records and technology professionals. In August 1995, the Advisory Group met to discuss the direction of the Program's work. The Advisory Group recommended that the Program reassess its goals and objectives as well as develop specific guidance in the area of preserving electronic records. In response to these recommendations, Program staff developed and implemented a strategic plan and began work on a preliminary plan and guidelines for preserving state and local agency electronic records of ongoing value. Three of the products from this year's work are included in this report. The 1995-1996 annual report consists of a brief summary of accomplishements for the year, a preliminary preservation plan, and two appendices. The appendices include a plan of work for the final two years of the project and a report of an unsuccessful attempt to obtain electronic records. At the completion of the pilot program in 1998, a comprehensive plan for the protection, preservation, and accessibility of electronic records of permanent historical value will be submitted to the Governor, Legislature, Department of Administration, data, records, and forms professionals, state technology groups, and all other interested parties. Accomplishments for 1995-1996 Program staff continue to make significant progress toward meeting the goals of the project. Areas of work include program planning and administration, data management and administration, assistance to state agencies, local governments, and the public, outreach, and participation in state technology initiatives. Below is a brief listing of some of the work accomplished in the second year of the Program. Program Planning and Administration -Developed strategic plan for 1996-1998, -Met with the Advisory Group to establish priorities and direction for the Program's work, -Met with top level Department of Administration officials to discuss electronic records issues and promote the possibility of collaborative projects. Data Management and Administration -Developed and implemented accession procedures for electronic records, -Identified consulting services for data conversion, -Drafted a report on the failed attempt to transfer electronic records from the Sentencing Commission (see Appendix B), -Worked with the Elections Board in a collaborative project to read twenty nine-track tapes of campaign finance and election data, -Accessioned five electronic record series, including electronic texts from the Wisconsin Women during World War II Oral History Project and survey data of the Governor's Commission on the Status of Women. Assistance to State Agencies, Local Governments, and the Public -Met with the Department of Health and Social Service, Bureau of Vital -Statistics staff to evaluate the Electronic Birth Registration system, -Consulted with technology staff of Department of Health and Social Services on the feasibility of including Federal Government Information -Locator System standard fields into their website, -Reviewed a feasibility study for the Employe Trust Funds Imaging System, -Consulted with staff of the University of Wisconsin-Madison and several local government agencies on the legality of accepting and storing public records in electronic form, -Consulted with members of the public interested in preserving electronic records in their possession. Outreach -Spoke to the Wisconsin Data Administrators Group on the issues and problems of preserving electronic records, -Presented a paper at a regional professional conference on the need for documentation for electronic systems, -Spoke to a UW-Madison conservation course on the issues and problems of preserving electronic records. Participation in State Technology Initiatives and Groups -Statewide Electronic Forms Standard -Electronic Mail Policy Task Force Preliminary Preservation Plan The State Archives, through the work of a pilot electronic records program,is currently developing a comprehensive plan for the protection, preservation, and accessibility of electronic records of permanent historical value. This document is a preliminary version of the comprehensive plan, covering a set of issues that must be addressed to ensure the preservation of electronic records. Program staff will update and refine this document in the next two years and will publish a final version in June of 1998. Introduction The unique and fragile nature of electronic data demands a reevaluation of the way state and local agencies manage records. Processes and procedures created to meet the needs of paper recordkeeping do not apply equally to electronic records, requiring a reassessment of our records management programs. In order to meet recordkeeping responsibilities, agencies must ensure that electronic records are accessible and readable over time. An active program committed to preserving records from their creation to final disposition is a requisite of meeting these responsibilities. Any breakdown in the records management process increases the chance that electronic records with long-term value will be unreadable and inaccessible. When one considers the need to identify and preserve electronic records of historical significance, it becomes apparent that a comprehensive plan must address the complete records management life-cycle of electronic records. Failing to do so increases the chance that electronic records will not be properly managed and the historical record cannot be preserved. This preliminary plan identifies three objectives required to meet records management program needs for reliably managing electronic records. These objectives include the development of statewide policy and technical standards; an assistance program; and a model program to manage electronic records of long-term value. Each of these objectives must be achieved at a statewide level as well as by each state and local agency. Objective 1: Develop policy and technical standards for electronic recordkeeping The Study Committee on Reduction of State Records Storage Needs concluded, "Electronic records management poses a significant unmet challenge...Proactive steps need to be taken to develop needed policies and practices to manage data better and reduce electronic storage costs." Policy Wisconsin needs statewide policies to help state and local agencies during the transition from paper based recordkeeping to electronic recordkeeping. By fulfilling this need, the state can promote an efficient and effective use of technology and ensure compliance with federal, state, and local law, legal precedent, and best business practice. Current policies provide guidance to state and local agencies on the appropriate use of technology. These policies include Governor Thompson's Executive Order 242 establishing the development of a state enterprise perspective in the management of information technology and the Department of Administration's Administrative Rule on the Transfer of Public Records to Optical Imaging. These policies address the use of technology to conduct state business, but they do not fully address the ongoing requirements for managing electronic records. The state needs policy in order to guide the management of electronic records over time. Specifically, policies must emphasize the incorporation of record and archives management capabilities into electronic systems, address minimum recordkeeping capabilities and system development and maintenance, and identify responsibility for long-term management of electronic records of permanent value. Technical Standards Implementing statewide policy for electronic recordkeeping systems requires establishing and promulgating tools, methods, standards, and procedures. When combined, these separate components become technical standards for electronic records management. Current technical standards include statewide technology infrastructure standards, imaging application guidelines, and system development tools. However, as is the case with policy, existing technical standards address the use of technology to create automated systems, but not electronic records management. One example of a technical standard that may supports electronic records management is the proposed Repository Requirements document, developed by the Wisconsin Data Administrators Group. The Repository is a logical construct, made up of many tools, methods, standards, and procedures, that functions as a directory, an impact analysis environment, a documentation source, and business decision support. If implemented at either the agency or statewide level, the Repository approach would reduce data redundancy, standardize data collection, improve system development, and serve as a "documentation source for our information, computer (and manual) systems, business processes, and other organization assets." Furthermore, the Repository approach would provide a much needed body of information that is required to manage and preserve electronic records. Strategies Policies should define goals for the development of electronic records management programs. Technical standards will support these policies and provide a consistent and reliable means to achieve these goals. Working with data, forms, and records professionals, the State Archives will assess and evaluate policy and technical standards needs and recommend specific areas of development. In areas where the State Archives has authority, it will develop and disseminate policies and standards for managing electronic records. Where authority does not exist, the State Archives will actively advocate and participate in the policy and standards development process. Objective 2: Develop a program to assist state agencies and local governments to establish and maintain reliable electronic records State and local government employes need an authoritative, reliable, and consistent source of information andtraining to effectively create, manage, and preserve electronic records. This type of assistance is more logically provided and coordinated centrally than duplicated across agencies and local governments. The state does not currently provide such a coordinated information sharing ortraining program to support and foster the development and maintenance of electronic records and recordkeeping systems. A centrally coordinated records management assistance program would provide the following: Information State and local employes need to stay informed about electronic recordkeeping requirements and system capabilities. They need information not only about developments in traditional records management, but also about changes in information technology, government policy, and legal precedent -- a difficult, if not impossible, job when we consider the diverse and abundant sources of information that require ongoing monitoring and evaluation. Information dissemination can take many forms, from publishing guidelines and procedures documents, to establishing electronic discussion groups, to storing documents on the Internet. Each of the information resource areas that currently exist should be assessed, and recommendations for improvement developed and implemented. Training State agencies and local governments cannot manage their recordkeeping systems without training that focuses on both beginning and advanced courses for electronic records management, electronic forms, imaging systems development, electronic mail, and legality issues. Training should involve records professionals as well as senior and middle management, program managers, and information technology professionals. It could be provided by a centralized program staff, the coordinated use of agencies' records professionals, and/or private records management consultants. Coordination Consistent and useful electronic recordkeeping efforts require coordinated records management services--across, as well as within, state agencies and local governments. Until now the lack of coordination of recordkeeping management has provided agencies with little guidance. Central coordination of agency and assistance services (in the form of guidelines, information and training, or proposals for policy and administrative rules) would more efficiently and effectively meet agency needs. Leadership Records creators and managers in state agencies and local governments need an assistance program with the responsibility, authority, and resources to provide leadership. A successful leader will be able to provide guidance, direction, and support to manage records in all formats. Strategies Information, training, coordination, and leadership are necessary components of a successful program to manage electronic records. State agencies and local governments must have proper support programs to provide these components and assist them in meeting their recordkeeping responsibilities. During the first half of 1997, the State Archives will assess each of these assistance program areas and present recommendations for their improvement or development. Objective 3. Develop a model program to manage electronic records of long-term value State and local agencies maintain electronic records to fulfill recordkeeping requirements; some of these records must be kept for a significant amount of time (i.e., 25 to 100+ years). In practice, these records are maintained by either the creating agency or the State Archives, depending on who has statutory responsibility for the records in question. The agency that has custody of the records must maintain an archival program capable of meeting archival requirements. Unfortunately, state standards and best practices to meet archival requirements for electronic records currently do not exist. Strategies To meet this need, the State Archives is examining and evaluating archival requirements for managing electronic records and developing a model archives program to manage electronic records of long-term value. The outcome of this work will be the development of archival standards and best practices for managing electronic records of long-term value. Conclusion Policy, technical standards, and assistance are all tools that allow state agencies and local governments to develop records management programs capable of managing electronic records. The Electronic Records Program will identify and evaluate policies, technical standards, and assistance programs and assess their effectiveness. Achieving these three objectives will provide the foundation necessary for state agencies and local governments to fulfill their responsibilities to manage electronic records of long-term value. Appendix A: Strategic Plan This strategic plan, developed in February 1996, establishes goals, objectives and strategies to meet the requirements of the four year pilot Electronic Records Program. The strategic plan specifically addresses the Program's mandate to protect, preserve, and provide access to electronic records and provide assistance to state agencies for the preservation and access of electronic records. Work on the plan began in July 1996 and will conclude on July 1, 1998. Goal 1:Well-managed Pilot Electronic Records Program (Aug. 1994 -Aug. 1998) Projects are best accomplished through efficient and effective management of time and resources. This should include coordination, communication, and consultation with Division staff, agency personnel, archival professionals, and information technology professionals. A well-managed project will help meet the Project's mandate and Archives Division goals. Objective 1: Coordinate planning and progress of project Objective 2: Coordinate communications and report findings Objective 3: Coordinate work with the Advisory Group Goal 2: A comprehensive plan for preservation of electronic records of permanent historic value (Jan. 1996 - July 1996) The basic need to preserve electronic records as long as necessary or possible (i.e., in a manner that ensures readability, accessibility, and understandability) is the same as for all other record formats. However, of all record formats, electronic records are the least understood as far as strategies to fulfill preservation requirements are concerned. Understanding the requirements, expectations, and parameters for preserving electronic records is basic to developing strategic recommendations for future action. Objective 1: Identify requirements/needs for preserving electronic records Objective 2: Examine and evaluate options for preserving electronic records Objective 3: Develop procedures for preserving electronic records Objective 4: Recommendations Objective 5: Update annually Goal 3: A comprehensive plan for accessibility of electronic records of permanent historic value (Aug. 1996 - Feb. 1997) Open records law applies equally to records in paper and electronic formats. Beyond the public's right to know, various user groups have specific access needs to government information and records. Balancing the rights of the public and the needs of information users with the resources available is essential to developing access strategy recommendations. Objective 1: Define "accessibility of electronic records of historic value." Objective 2: Identify user requirements/needs for accessing electronic records Objective 3: Examine and evaluate options for access to electronic records Objective 4: Develop methods and procedures to implement options for access to electronic records in Wisconsin Objective 5: Recommendations Goal 4: Assistance to state agencies in planning archival management of their electronic records(Aug. 1994 - Aug. 1998) Archival management of electronic records requires an understanding and acknowledgment of the inadequacies of traditional records management. State agencies should have: 1) sufficient knowledge to plan actively for the archival management of electronic records; 2) incentives to implement efficient archival management of electronic records; and 3) a viable means of obtaining knowledge and training in the archival management of electronic records. Objective 1: Continue current activities Objective 2: Define levels of assistance Objective 3: Conduct needs assessment Objective 4: Develop strategy to assist state agencies Objective 5: Implement assistance strategy Objective 6: Evaluate assistance program Goal 5: Implementation within programmatic context (July 1997 - Aug. 1998) The implementation of the recommendations is a process involving the identifying of barriers and assets, developing solutions to overcome barriers, and gathering the resources to implement those solutions. Understanding the limitations and strengths of the organization is essential to establishing a viable implementation strategy. Objective 1: Identify barriers to implementing preservation and access solutions Objective 2: Identify existing assets for implementing preservation and access solutions Objective 3: Develop an implementation strategy Objective 4: Write comprehensive plan Appendix B: Sentencing Commission Databases Report This document is a report of the attempt by the State Archives to take custody of historically significant research data from the now-defunct Sentencing Commission. The report highlights several issues facing program managers in the development and maintenance of modern information systems and includes recommendations to minimize the possibility of irretrievable historical electronic records in the future. Summary Because of poor management and lack of cooperation the State Archives received from Sentencing Commission staff, Wisconsin has lost access to two electronic databases with long-term value. Electronic records specialists at the State Archives spent many hours trying to recover the Sentencing Commission data, all to no avail. They sought help from experts at UW-Madison, in Chicago, and abroad. None of these resources overcame the problems. When State Archives staff learned of the necessity of specialized versions of non-current hardware (no longer available through the Commission nor at the State Historical Society) to recover the Commission's databases, they ceased recovery efforts. The problems with the Sentencing Commission's records highlight several issues facing program managers in the development and maintenance of modern information systems. These issues include: -Design and development of electronic recordkeeping systems, -Compliance with guidelines, administrative rules and statutes relating to records management, -Training for program managers and other staff in maintenance of electronic recordkeeping systems, -The role of the State Historical Society in managing government records in electronic formats. Introduction Information of all kinds contributes an absolutely vital element in boosting Wisconsin's emerging economy. Though electronic information systems create, transmit, and store more and more of this valuable resource, system managers have given relatively little attention to insuring that such systems can, over time, maintain information in useable forms. This report describes one example of how valuable electronic data from a state office became unretrievable and unreadable through lack of adequate system management procedures. This case involved the Sentencing Commission. The problems that caused the loss of important data potentially affect many other automated information systems created and maintained by state and local governments in Wisconsin. Background The Sentencing Commission The Sentencing Commission, created in 1983 under Wis. Stat. 15.105(17) and attached to the Department of Administration, consisted of 17 members including the Secretary of Corrections, the chairperson of the Parole Commission, the Public Defender, the Attorney General and 13 members appointed by the Governor to serve six year terms. The Governor selected the Commission's chairperson, and the Commission appointed an executive director from outside classified service for a five year term. In 1995, the biennial budget legislation terminated the Commission. The Sentencing Commission had a mandate to develop sentencing guidelines in the absence of the Supreme Court taking such action. The Commission also provided training and ongoing consultation on the guideline system, sentencing reform, and alternatives to sentencing to all jurisdiction judges, attorneys, public defenders, and parole and probations officers. To develop and monitor the use of sentencing guidelines, the Commission collected data from the court and from the Department of Corrections. The agency designed and maintained two databases to manage the data using SIR 2.1.3 statistical database management software. The first database, Felony Sentencing Data, tracked basic demographic information on felony inmates of Wisconsin including their age, race, gender, sentence, criminal history, and the nature of the latest offense. The Sentencing Commission used the second database, Felony Sentencing Guideline Data, to monitor compliance with the sentencing guidelines and statewide sentencing patterns. The State Historical Society's Electronic Records Program The State Historical Society of Wisconsin serves as trustee to the State of Wisconsin for the selection, preservation, and accessibility of state government records with continuing value. In 1994, the State Historical Society initiated the Electronic Records Program. The program has begun to create a plan for managing electronic records with continuing or long-term value. At the end of the first year of the program, staff learned that the Sentencing Commission would go out of business. The Commission had scheduled two electronic databases for permanent retention (Records Disposition Authorizations 505A/0001 and 505A/0005). Because of this, program staff offered their services to aid in transferring these databases to the appropriate agencies. Chronology of Data Recovery and Preservation Efforts 1. June 1994 : The Sentencing Commission first scheduled the two databases in 1994 and designated them for permanent retention. Contrary to the Guidelines for the Management of Electronic Information, issued in 1993 by the Public Records Board, the Commission failed to include any description of the system design or version of the software used on its records schedule. 2. May 1995: the State Archives forwarded a letter (May 8, 1995) to the Commission's records officer indicating that it could provide assistance in dealing with the transfer of the databases to the appropriate agency. The archivist then completed an appraisal of the record series maintained by the commission and determined that the two databases had long-term and historical significance and should be transferred to the State Archives. 3. June 1995: State Archives requested that the Sentencing Commission not format its hard drives until archivists had determined that data files transferred to the State Archives were complete and readable. 4. August 1995: Commission offices closed, surplussing specialized 286 hardware, despite the request from the State Archives to lend one such 286 work station to help with data recovery; the Sentencing Commission transferred scheduled databases on a tape backup system. 5. September 1995: Electronic records program archivist began analysis and recovery efforts on the Commission databases. 6. October-November 1995: Electronic records program archivist sought help from technical experts: -Software manufacturer contacted, -Data conversion services contacted, -TechPartners listserv contacted, leading to discovery of problems with the Commission's management of SIR software, -Economic and Social Research Council Data Archive England) contacted, existence of machine-specific code in SIR software learned, -Technical support staff member from Sentencing Commission contacted, need for specialized 286 hardware learned. 7. December 1995: State Archives staff learned that no specialized 286 hardware available at the Sentencing Commission nor at SHSW. Without the necessary database management software and the 286 hardware for running the databases, the electronic records archivist could not proceed with recovery efforts beyond this point. Issues The loss of the Sentencing Commission's electronic data bases indicates far greater threats to Wisconsin's government information than evidenced by this one office. It highlights several basic issues in the management of information systems that require resolution to prevent many similar losses. 1. Design and development of electronic recordkeeping systems Like many other state offices, the Sentencing Commission used proprietary software with limited capabilities to migrate data to new formats. RECOMMENDATION: As a public policy, the state should require that all agencies, commissions, boards, and offices use software capable of exporting to standard formats and develop migration strategies to insure that data with long-term value does not remain in obsolete formats or on fragile media. 2. Compliance with current guidelines, administrative rules and statutes on records management The Sentencing Commission did not follow the Guidelines for the Management of Electronic Information which the Public Records Board issued in 1993. RECOMMENDATION: The Board should update and expand this publication and educate state data administrators, information systems managers, and records/forms officers about its basic points. The Board should have clearer authority to require compliance with statutes, administrative rules, and guidelines on electronic information management. 3. Training for program managers and other staff in maintenance of electronic recordkeeping systems By themselves, new administrative rules, guidelines, or statutes will not fully protect the electronic records of state government. Information technology administrators, program managers, and records officers require training in the procedures required by new policies. The report of the Study Committee on Reduction of State Records Storage Needs also finds a need for such training. RECOMMENDATION: DOA should develop a training program to accompany new rules, guidelines, or statutes on the proper development and maintenance of information systems that create, keep, and store government records. 4. Role of the State Historical Society in managing Wisconsin's government records in electronic formats The State Archives at the State Historical Society has the responsibility to identify, select, preserve, and provide access to state records in all media with long-term or historical value. It has the expertise to handle electronic records, if it receives them in standard and readable formats. RECOMMENDATION: to ensure the preservation, authenticity, and accessibility of government records in electronic formats, the staff of the State Archives must be involved in the formulation of system development and system management guidelines under which all state government data will be managed.