Chapter 9, File Management discusses procedures for managing files in all media. It is not recommended to use local shared drives or desktop workstations to retain official records as this practice exposes records to potential loss when employees leave, or when equipment or software is upgraded.

An Enterprise Content Management (ECM) system or other systems of records are the preferred medium for retaining electronic records. OnBase is an Enterprise Content Management system that provides records retention functionality.

It is important to document the records management procedures for all official records regardless of the media (electronic/physical) in written standard operating procedures.