ERS "At a Glance"
What is the Electronic Records Section and how can they help?
"The Electronic Records Section (ERS) functions as a locus of expertise, leadership
and information sharing for the Society of American Archivists (SAA) regarding
the management and preservation of records in electronic form. " The members
of the ERS come from a variety of backgrounds. Some members are involved with
electronic records research, or they may handle electronic records in their
work, or both. Other members of the ERS are interested parties, staying up
to date on electronic issues partly through their membership in the section.
The Section has a listserv, a website, a newsletter, a steering committee
and holds regular meetings, which are the channels through which information
is communicated to its members. The Section also comments, from time to time,
on proposed government regulations or emerging standards.
The Chair and Vice-chair of the ERS function as primary media contacts for
the Section. They are available to respond to calls for comments from the news
media, or would be happy to give a referral to another section member who would
be able to comment on a particular issue, if appropriate. Please see the press
kit link to the biographies of the ERS leaders or the Electronic Records Section
website leadership page for their contact information.
What is an Archivist?
Perhaps you hear the work "archivist" and conjure up images of old records,
damp basements and cavernous, unfriendly libraries. While it is true that archivists
do in general manage older records, this is a partial misconception.
An archivist is a trained custodian of records of long-term or permanent value
to the organization (which explains why the preponderance of records in their
charge may be older). Many archivists have master's degrees in either history
or library and information science. Some archivists are certified, which means
that they have taken special tests and have made a commitment to continuing
education.
An archivist, moreover, is a person who understands that records are evidence
and must be carefully maintained to retain their evidential value and trustworthiness.
How can Archivists help with the care of electronic records?
Archivists are familiar with the environmental requirements for media and
the elements that contribute to environmental control. Electronic media have
environmental needs, just like paper and microfilm. A stable environment is
vital to ensure these media reach their anticipated lifespan. This is especially
important because optimal environmental conditions for electronic media will
be even more difficult to ensure than they were in the traditional archives,
since not all deterioration that can happen to electronic media is visible
on the physical carrier.
Archivists also have a tradition of theory and practice for the maintenance
of records of long-term value to the organization. They are experienced with
the identification and selection of records of long-term value, through the
process they call appraisal. They can help advise on records that do not need
retention.
Archivists have an understanding of the evidential qualities of records and
the characteristics and attributes of records that must be maintained for records
to remain trustworthy and optimally evidentially viable. Archives will be excellent
test beds for long-term preservation media and solutions, since retaining records
long-term is part of their mission. Archivists' familiarity with indexing and
describing records makes them vital participants in discussions on what metadata
to capture and how. Lastly, archivists have experience with reference or public
service, which will be in increasingly important aspect of managing electronic
records as they become more numerous and are subject to FOIA requests or even
sought by historical researchers.
Archivists have a great deal of knowledge that can be effectively applied
to the uncertainties of electronic record keeping. One group of archivists
that can be particularly helpful to those with questions about electronic records
is the Electronic Records Section of the Society of American Archivists.
Page last updated: 13 August 2005
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