LibGuides: Electronic Records Management: Home

Information about the Office of Public Records

The Office of Public Records is mandated by DC Law 6-19 and the District of Columbia Municipal Regulations, Title 1, Chapter 15, to review and approve agency records retention schedules; train records officers in implementing the policies, procedures, and guidelines of managing records; collect, store, preserve, conserve and service historical records in the custody of the Archives; collect, store and service temporary records in the custody of the Records Center; and collect, store and service publications in the custody of the Library of Government Information.

Public Records and Archive Services is managed and administered through the Office of Public Records and Archives.

Service Details:

Deeds, Land and Property

Corporations

Genealogy

Historical Document

Research Building Permits and Architectural Plans

Related Services:

District of Columbia Archives

Library of Government Information

Public Records Center

Service Contact:

Office of Public Records, Administrator

Contact Email: archives@dc.gov

Contact Phone: (202) 671-1105

Contact Fax: (202) 727-6076

Contact TTY: 711

Office Hours: Monday to Friday 8:15 am to 4:45 pm

Service Location:

GIS Address:

1300 Naylor Court, NW

Washington, DC 20001

Office of the Secretary - OS

Office Hours
Monday to Friday, 9 am to 5 pm

Connect With Us
1350 Pennsylvania Avenue NW, Suite 419, Washington, DC 20004
Phone: (202) 727-6306
Fax: (202) 727-3582
TTY: 711
Alternate Number: Notary: (202) 727-3117
Email: secretary@dc.gov

Ask the Secretary of the District of Columbia

Agency Performance

Kimberly A. Bassett

Secretary of the District of Columbia

Welcome

Digitization Guidelines and Management of Electronic Records

The following page provides access to guidelines, documents, and resources to support the digitization of DC government Records. This page contains tools to assist you with developing your digitization projects. It also contains tools to support quality control tasks related to your digital projects.

Systems

Access the Office of Public Records Digital Records Center
Use this link to access the Office of Public Records Digital Records Center, Preservica. Access to this system is limited to authorized DC Government Records Managers. For agencies seeking access, please contact your OPR Records and Information Specialist for more information or register at the link below.
Register for Access to the Digital Public Records Center
Use this link to register for access to the DC Office of Public Records Digital Public Records Center.
Frequently Asked Questions
Commonly asked questions related to the new Digital Public Records Center and the management of the electronic records submission process.

OPR Guidelines

These documents provide guidelines for agency digitization and digital preservation activities. Agencies should use these documents to develop their digitization projects and add electronic records to their Agency Records Schedules.

Digitization and Digital Asset Management Policy (rev. 2024)
This policy was developed by the Office of Public Records and Archives (OPR) under the authority provided to it under Code of the District of Columbia Title 2, Chapter 17. It relates to the creation, management and oversight of digitization projects and activities related to records of the Government of the District of Columbia.
OPR Long Term Digital Preservation Guidelines
This document provides guidelines for Records Managers to use in storing and preserving electronic records.
General Records Schedule 20: Electronic Records and Systems
This schedule provides disposal authorization for certain electronic records and specified hard-copy (paper) or microform records that are integrally related to the electronic records. This schedule applies to disposable and permanent electronic records created, maintained or received by District agencies including those managed for agencies by contractors.
Federal Agency Digital Guideline Initiative (FADGI) Guidelines
The Federal Agency Digital Guideline Initiative (FADGI) Code of Ethics is a set of professional practices to guide imaging practitioners to create faithful reproductions of historic records held in the public trust. By conforming to the guidelines described by the FADGI program we believe values such as accuracy, integrity, and fidelity to the historic record are maintained.

Digitization Tools and Electronic Records Resources

As agencies develop their digitization projects, the following tools and resources are provided by OPR to assist. These resources will be helpful in advancing your projects to approval and assisting in quality control management.

OpenDICE and AutoSFR
These tools are intended to be used in conjunction with the Technical Guidelines for Digitizing Cultural Heritage Materials. Together, the guidelines and the DICE testing and monitoring system provide the foundation for a FADGI-compliant digitization program.

Digitization Project Planning Form
Use this form to develop a plan for your Digitization Projects
Planning Digitization Projects Checklist
Template for developing digitization projects
Requirements for Digitizing Temporary Records
Requirements for agencies to use when digitizing temporary records
Requirements for Digitizing Modern Permanent Paper and Photographic Print Records
Requirements for agencies to use when developing projects digitizing permanent paper and photographic print records.
Requirements for Digitizing Historic Documents
Requirements for agencies to use when developing digitization projects using historic documents (records over 30 years old).
Quality Management Requirements
Quality Management Requirements for Digitization projects.
How to Copy Filenames into a Spreadsheet
Instructions for copying file names from a windows folder into an excel spreadsheet. This document will support the creation of your metadata spreadsheet.
Top Tips for Government Agencies Working with Electronic Records
Best practices for agencies as they manage electronic records.

How to Download Social Media Data
Instructions for Agencies to use as they download their social media data to submit to OPR quarterly.

Forms

Records Metadata Template
This document should be used to manage and track your agencies electronic records.
Request for Approval of Agency Digital Imaging Project
This form is used to request approval of a digitization project involving District Government records.
Request for Disposal of Temporary Original Records Duplicated by Electronic Means
The form is used for agencies requesting approval to dispose of physical records with a temporary disposition when those records have been reformatted.
PRC-D 001: Electronic Records Transmittal Form
Please use this form to transmit electronic records to the Office of Public Records Digital Records Center
PRC-D 002 - Verification for the Use of DCGRS 20, Electronic Records and Systems
Please complete this form to identify email accounts that require permanent retention under DC General Records Schedule 20 -Electronic Records and Systems.
Electronic Records Management System Identification and Description Form
Use this form to provide documentation of your agency's Electronic Records Management system.
Electronic Records Survey form
Use this form as you update your Records schedule to include the electronic records created by your agency.

Social Media Data Submission Form
Form for Records Managers to submit Social media data to the Office of Public Records

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