What Are Electronic Records?
Electronic records are digital documents or data created, stored, and maintained in electronic form that serve as evidence of business activities, transactions, or decisions and must be retained for operational, legal, or compliance purposes.
Electronic records include emails, PDFs, spreadsheets, databases, scanned documents, and system-generated files that organizations rely on for daily operations and regulatory compliance.
Who This Is For
- Organizations transitioning from paper-based records
- Compliance, legal, and records management teams
- IT teams responsible for data storage and governance
- Businesses managing regulated or audit-sensitive information
Summary: Electronic records provide a digital, auditable, and scalable way to capture and retain business information while supporting compliance and operational efficiency.
Why Electronic Records Are Important
- Enable faster access and retrieval of information
- Reduce reliance on physical storage
- Support regulatory and legal requirements
- Improve data accuracy and consistency
Common Types of Electronic Records
- Business documents and reports
- Emails and communications
- Financial and transactional records
- Compliance and audit records
- System logs and metadata
Electronic Records vs Electronic Documents
- Not all electronic documents are records
- Records have retention and compliance requirements
- Records must remain authentic and unaltered
- Records require controlled access and governance
How Electronic Records Are Managed
- Captured at the point of creation
- Classified and indexed for retrieval
- Stored securely with access controls
- Retained and disposed according to policies
Use Cases for Electronic Records
- Regulatory compliance and audits
- Legal discovery and investigations
- Operational reporting and tracking
- Corporate governance and accountability
Next Steps
- Understand how electronic records fit into records management
- Explore document management software features
- Review practical use cases
- Book a demo to see records management in action
- Contact us to discuss compliance needs
FAQs
What are electronic records?
Electronic records are digital information maintained as evidence of business activities and retained for operational, legal, or compliance purposes.
Are electronic records legally valid?
Yes, when managed properly, electronic records are legally valid and recognized by regulatory authorities.
How are electronic records different from documents?
Documents become records when they are formally retained and governed according to policies and regulations.
Do electronic records require retention policies?
Yes, electronic records must follow defined retention and disposal policies.
Who should manage electronic records?
Records management, compliance, and IT teams typically manage electronic records.
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