Electronic records must remain available, accessible, retrievable and useable for as long as a business need exists or as long as legislative, policy and archival requirements exist.

Electronic records are any documents or records created, communicated and maintained by means of electronic equipment. They include, but are not limited to, Word and Excel documents, electronic mail, computer-based diaries, appointment books and calendars, electronic organisers, and databases.

Currently UNSW does not manage electronic records in electronic format. Therefore all records created or received electronically, including word processing documents and electronic mail messages, should be printed and attached to the relevant paper files. As UNSW moves to a more electronically managed information environment appropriate guidance will be developed.

NSW State Records does offer the following useful advice on managing your electronic records:

Directory Structures

Naming documents

NSW State Records also provide the following advice on naming your files:

"Make document titles meaningful and use corporate language tools where possible, e.g. corporate thesaurus, lists of standard file titles. Include details such as the subject of the document, version number, date, type of document, etc.
Examples:

• File note re ACME contract
  
• Minutes of focus group 241103
  
• Desktop management guidelines draft 1
  

Don't forget that the business context is provided by the controlled directory structure you have established." * from RIB30

Further Information

• UNSW Electronic Recordkeeping Policy
  
• UNSW Email Policy
  
• NSW State Records' short guide to implementing the Standard on digital recordkeeping