If a state agency or county/local office converts physical records (generally microfilm or paper) to an electronic format and wishes to destroy the originals, they may choose to do so under certain circumstances. If the government entity is confident that they have followed all applicable policies and guidelines (see list below), they may destroy any previous versions and maintain the digital files as the Copy of Record.
Guidelines and policies pertaining to converting physical records to electronic formats:
- OCPR Policy 20-01: Electronic Records Retention and Disposition (https://www.in.gov/iara/files/policy-20-01-erecords-retentionanddisposition.pdf)
- Ensures electronic public records are retained in a trustworthy, accessible, and reliable manner.
- OCPR Policy 20-02: Electronic Records Technical Standards (https://www.in.gov/iara/files/policy-20-02-erecords-technicalstandards.pdf)
- Establishes consistent standards for the creation and maintenance of electronic public records.
- IARA Electronic Records Guidelines (https://www.in.gov/iara/files/20230726_IARA_Electronic_Records_Guidelines.pdf)
- A basic guide to managing your electronic records, including guidelines for digitization.
- Critical Records Guidance (https://www.in.gov/iara/files/critical-records-guidance-2023-10.pdf)
- A basic guide to what Critical Records are, and how to manage yours.
- Electronic Recordkeeping System Guidance (https://www.in.gov/iara/files/recommended-capabilities-for-electronic-recordkeeping-systems-2023.pdf)
- Guidance to help you make defensible decisions about electronic recordkeeping systems.
- Vendor Qualifications (https://www.in.gov/iara/files/vendor-qualifications-2023-10.pdf)
Recommended qualifications to look for in a vendor for digitization or other conversion projects.