If you have created information using your computer then you have created a digital record and it needs to be managed. The main types of digital information and records are found as:

• office applications such as word-processed documents , spreadsheets, presentations and desktop-published documents
• online and web-based environments such as intranets, internets, public websites, and records of transactions
• business information systems such as databases, geospatial data systems, human resources systems, financial systems, workflow systems, client management systems, electronic document and records management systems (EDRMS)
• digital communication systems such as email, SMS (short messaging services), MMS (multimedia messaging services), voice mail, instant messaging, video conferencing and teleconferencing.

Check your agency’s information and records management policy for instruction on how to manage this type of information.

You use email every day and this is considered to be the largest body of digital records coming into and being sent from your agency each day.  Managing email is a part of your agency’s information and records management strategy.

• Managing email (includes video clip for 'Managing email')

Social media is another type of Commonwealth record. This communication tool uses the web to enable people to work together and interact online. Your agency uses Web 2.0 technologies as part of their business and needs to manage the information and records these interactions create. A social media policy needs to be developed to manage this type of digital information and records.

• Managing social media
• Your social media policy – what about records?

Mobile devices, such as smart phones and tablets, are used by agencies as a means of communication. It is important that any key records of discussions, deliberations and decision making is captured from these devices. We offer advice on how to manage this information.

• Managing information on mobile devices

Cloud computing presents both benefits and risks for agencies. The growth of the cloud has increased the interest in using cloud-based technologies for storage of information and records. It requires considerable analysis if it is to be used as a viable alternative to traditional approaches. We have developed some advice to assist and guide your agency.

• Cloud computing and information management.

Physical information and records come in many different formats and they also need to be managed.

Each of these formats has different properties and need to be managed. Find out about the processes for digitising and managing non-digital or physical records.

• Capturing information
• Preserving information
• Standard for the Physical Storage of Commonwealth Records

If you need help with managing information and records, contact the Agency Service Centre for advice.

• Archives Act 1983
• Digital Continuity 2020
• Information management systems
• Archiving websites
• Capturing information
• ISO 16175: Principles and Functional Requirements for Records in Electronic Office Environments