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State Electronic Records Initiative (SERI)

In July 2011, the  Council of State Archivists launched an initiative focused on improving efforts  to manage, preserve, and provide access to state government electronic records  nationwide. The initiative is managed by the SERI Steering Committee.

Survey and Phase I Report. In 2011, each state archives and records  management program completed a survey about their existing electronic records  programs then participated in extended follow-up telephone interviews. The data  collected allowed CoSA to develop a composite nationwide profile   of state archives’ efforts to  create, fund, and maintain state electronic  records programs included in the SERI Phase I report issued in early 2012.

SERI Work Plan: Four Planks. Since completion of Phase One, CoSA has taken the data from the surveys and interviews and developed action plans around the findings. The SERI Committee’s work is organized around four planks, each directed by a subcommittee: 1) education and training; 2)  awareness of electronic records; 3) governance issues within states; and 4)  best practices, tools, and implementation strategies.

Education Subcommittee

Awareness Subcommittee

Governance Subcommittee

Best Practices & Tools Subcommittee

Self-Assessments completed by every state and territory in May-June 2012 helped them determine the current status of their electronic records programs and identify where they should focus their attention to continue to move forward. The self-assessment tool is based on the Digital Preservation Capability Maturity Model developed by Charles Dollar and Lori Ashley and will be available on an ongoing basis to the state archives and records program so they can monitor their progress toward more comprehensive electronic records programs.Grant funds from the National Historical Publications and Records Commission (NHPRC) supported development of the Self-Assessment tool.

The Strategic Training and Education Program (STEP) project, began on October 1, 2012, and will run for three years. It will provide state archives staff with access to training immediately through scholarships, deliver three week-long institutes during 2013-2014, and develop a plan to meet long-term training needs for state archives and records management staff. The STEP Project is supported by a grant from the Institute of Museum and Library Services (IMLS).

The Program for Electronic Records Training, Tools, and Standards (PERTTS)  began January 1, 2013, and will run for two years with funding from the National Historical Publications and Records Commission. This project will focus on two areas: (a) providing access to in-depth information about standards, best practices, and tools for the management and preservation of electronic records, and (b) delivering education and training to ensure that these standards, best practices, and tools are widely and effectively implemented.

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