Managing Electronic Records, 4th ed.

Citation

Calvert, P. (2010), "Managing Electronic Records, 4th ed.", The Electronic Library, Vol. 28 No. 3, pp. 469-469. https://doi.org/10.1108/02640471011052089

Many readers will need no introduction to this book, which has become a standard text for records managers. The first edition was published in 1992, the second in 1998, and the third in 2002. Its longevity is evidence of the high regard in which the book and its author are held.

The book's structure has remained much the same since the first edition. Essential information about the nature of electronic records, their relationship to conventional records and key issues connected with their management is provided in the first chapter. Chapter two deals with electronic storage media, and here the new edition has expanded coverage of solid state devices. The following chapter describes the wide variety of file formats that could be encountered in electronic records management, and it is here that the increasingly common (and therefore important) formats for audio and video are explained. The fourth chapter is on how to conduct an inventory of an organisation's records, covering the planning process and the actual survey. The next chapter on retention schedules shows the American origins of the book, and although this topic is hugely important the US bias is somewhat disappointing for readers elsewhere. Having said that, this chapter has been significantly revised to reflect recent changes to Federal legislation that has an impact around the world. The sixth chapter explains that no organisation is likely to store all its records; most will identify key records and focus on keeping those secure. The last chapter is on managing electronic files and media.

There are other good books on records management that have been published since Saffady's text first appeared. Planning and Implementing Electronic Records Management: A Practical Guide, by Kelvin Smith (Facet, 2007) is a good introduction. Managing Electronic Records, edited by Julie McLeod and Catherine Hare (Facet, 2005) was less focussed yet would be important to anyone wishing to delve into the subject in depth. Record Keeping in a Multi‐Media Environment: Managing the Creation, Use, Preservation and Disposal of Unique Information Objects in Context, by Alistair Tough and others (Chandos, 2006) is for more experienced records managers looking at (as the title implies) new media used for the creation and storage of records. Yet still, most records managers are likely to point to Saffady as the first port of call for anyone entering the profession or studying for a professional qualification.