In order to support the effective transfer of electronic records once selected, records management systems should have the following capabilities: 

1) The export of assemblies of records completes with context, metadata, and associated links from the system to a platform and application independent electronic repository. 

2) Transfer must follow the corporate strategy outlined in the Document Right Policies and Procedure guidelines. 

3) The format of the records for transfer conform to the following transfer and preservation formats :

• All Microsoft document format including project, visio, etc.
• Portable Document Format (PDF)
• Tagged Image File Format (TIF)
• Etc. 

4) Metadata describing folder structures, contents and relationships between documents stored in the electronic document management application should be transferred with the records, so that the metadata and the links to the document are not broken. Metadata should comprise the following:

• Title and subject of the document
• Author including the sponsoring organization
• Date created
• Filing address or directory path or file reference (as far as electronic documents are concerned these terms should be synonymous)
• Indexing information
• Access permissions and controls.

5) Metadata should be included in a structured description file, with a separate entry for each document and the entries will be linked to the documents by the filename used to store the document. The folder metadata should also be included in the description file. 

The contents of the structured description file should be capable of import to a spreadsheet or database.

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