Writing a procedure on how to store electronically (computer) generated records

#1
Does anyone have information for writing a procedure on how to store electronically (computer) generated records. For example, a supervisor uses a form that she fills out and e-mails to others. She stores this form on her computer which is backed up by a main server every night.
 
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#2
I would address it with a policy as opposed to a procedure. If you write a procedure, the focus should be on the guidelines (minimum requirements) individuals must follow when originating and controlling their own documentation.
 
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