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Electronic Records Program 1995-1996 Report

Appendix A: Strategic Plan

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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

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