INTRODUCTION
If you created or received an e-document in the course of your work and it provides evidence of an activity, transaction, or decision, you need to secure it as evidence, according to established institution’s retention schedules. Such an e-document becomes an e-record, which must be secured safely in an official e-records system so that it remains easily accessible by authorized staff. In a digitized records environment, the stability of the record is at much greater risk due to security threats. So, it is important to note that electronic or machine-readable records are records on electronic storage media. E-records requires the use of a computer to create it, access it, work with it, store it, delete it, or transfer it to another medium. According the National Archives of Australia (NAA) electronic or digital records include “word-processed documents, emails, databases and images” (NAA, 2004a). Electronic records can be stored in a variety of ways – in databases, on hard drives, in shared folders, in email accounts etc. E-Records are a very important asset to ensure that the institution is governed effectively and efficiently, and is accountable to its staff, students and the university environment that it serves. E-Records facilitate decision-making, provide evidence of policies, transactions and activities, organize documents, and support the university in cases of litigation. However, when the retrieval process takes a longer time and thus affects the smoothness of the administration and decision making process and also consumes time for the e-record manager searching for that particular document; hence the need for e-records.................................more

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