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Basic Requirements of an Electronic Recordkeeping System at EPA

Summary

These are the basic EPA and federal requirements for recordkeeping systems that manage records on electronic media. Collectively these requirements cover:

Background

EPA has selected Documentum as the standard platform for enterprise content management (ECM). Documentum includes an electronic recordkeeping system that meets these requirements. The selection, which was announced in a joint memorandum from EPA's Office of Information Collection and Office of Technology Operations and Planning, resulted from an evaluation of criteria in five major areas:

This document expands upon the records management functions that were evaluated and the practices necessary to carry out those functions effectively.

Definition

An electronic recordkeeping system must meet National Archives and Records Administration (NARA) requirements and be able to:

Life Cycle Management

The system must manage records throughout their life cycle and be able to:

Metadata

The system must capture metadata about the records it manages and be able to:

Retrieval

The system must retrieve records and be able to:

Integrity

The system must ensure the integrity of the records it manages and be able to:

Security

The system must provide an appropriate level of security for the records its manages and be able to:

Backup

The system must allow for records to be backed up to protect against information loss and be able to:

Migration

The system must allow records to be migrated and be able to:

Permanent Records

The system must permit permanent records to be transferred to NARA and be able to:

Procedures

EPA organizations should implement procedures to establish the trustworthiness of their electronic records and their records disposition practices. These procedures should include:

Training

EPA organizations should train staff on the electronic recordkeeping system, including:

References


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