Types of digital records

Common types of digital records include word processed document, spreadsheets, multimedia presentations, email, websites and online transactions.  Digital records can also be found in many systems throughout an agency including databases and business information systems, shared folders and hard drives.

No matter what the format or the location, all records must be managed in accordance with the provisions of the Archives Act.

The following list is not exhaustive, but highlights the range of digital records that can be generated by agencies on a daily basis:

Documents created using office applications:	Records in online and web-based environments:	Records generated by business information systems:	Digital communications systems
word-processed documents spreadsheets presentations desktop-published documents	intranets extranets public websites records of online transactions	databases geospatial data systems human resources systems financial systems workflow systems client management systems customer relationship management systems systems developed in-house content management systems	Email SMS (short messaging services) MMS (multimedia messaging services) EDI (electronic data interchange) electronic document exchange (electronic fax) voice mail instant messaging multimedia communications (eg video conferencing and teleconferencing

Policy

Agencies are required to comply with the Government's Digital Transition policy which aims to move Australian Government agencies to digital recordkeeping for efficiency purposes. For many agencies, this means planning and implementing a digital transition project. Digital transition is the process of adopting digital records management practices.

Standards

ISO 16175 Principles and Functional Requirements for Records in Electronic Office Environments is an important standard for agencies considering purchasing and implementing software solutions for digital records and information management.

A number of other Australian and international standards are also important for the management of digital records.

Email

Emails often are the single largest body of digital records coming into and generated by an agency. Managing email is an essential part of any strategy to mange an agency's digital records.

Digitisation

To achieve the efficiencies identified by the Digital Transition Policy, many agencies might consider digitisation of records. Digitising accumulated physical records provides advice on a range of issues agencies need to be aware of when planning for and undertaking a digitisation project. Digitising records can have significant benefits for the management of important business information.

The cloud

Cloud computing presents both benefits and risks for agencies. The growth of the cloud and increased interest in the use of cloud-based technologies for storage will require considerable analysis if it is to offer a viable alternative to traditional approaches. National Archives has developed two pieces of advice to assist agencies:

• Records management and the cloud and
• A checklist for records management and the cloud (pdf, 433kb)

Social media

Social media tools use the web to enable people to collaborate and interact online. Agencies are increasing using these Web 2.0 technologies as part of their business. Agencies need to manage the records these interactions create and develop policies to manage these types of digital records.

• Social media: Another type of Commonwealth record
• Your social media policy – what about records?

Mobile devices

Mobile devices are increasingly being used by agencies as a means of communication. Capturing key records of discussions, deliberations and decision making is important. Agencies need to plan how to manage records on mobile devices.