Simon, my suspicion is that many users will not recognize or admit that
there is an "absence of reliable electronic record keeping systems..." In
addition, the statement contradicts the policy to "capture and maintain
records in electronic form". I would suggest that you follow the suggestions
of others in stating that records policy applies to all records regardless
of media, however, you may want to attach an FAQ (Frequently Asked
Questions) or some sort of training that offers practical suggestions on how
to deal with specific types of electronic records - e-mail, web pages,
databases, or perhaps even specific types of electronic record series. In
the absence of a "reliable electronic record keeping system" (which your
policy suggests is a reality in your organization), you can still come up
with solutions aimed at those records that present particular challenges
(for example, long term retentions) or risks. By addressing this subset of
electronic records effectively first, you may be able to chip away at the
larger issues later. And yes, printing is a viable interim option in some
circumstances - for example, policy related e-mail. I'm not sure, however,
that I would offer it as a broad alternative as your proposed policy has.

Hope this helps!

Dwight Wallis, CRM
Multnomah County Records
2505 SE 11th Avenue
Portland, OR 97202
ph: (503)988-3741
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