RECORDS MANAGEMENTJudith Read and Mary Lea Ginn

Chapter 5Electronic File Management

Copyright 2011 South-Western, Cengage Learning

Electronic Databases

• Database—a collection of related data stored on a computer system

• Organized for rapid search and retrieval of data

• Microsoft Access is a popular database program

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Database Elements

• Table – Holds data in the database– Organized in fields and records

• Field– One or more characters treated as a unit– Examples: name, date of birth, age

• Record– All fields in the table related to one thing, person, place,

or organization

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Example Database Table

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Finding Information in a Database

• Find feature– Looks for data you specify– Looks in all or selected fields

• Queries and reports– Look for data you specify– Have more advanced options than the Find feature– Summarize data in a table or query– Sort results

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Example Database Report

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Databases in Records Management

• Database index of records– Physical records– Electronic records

• E-commerce– Web server application software queries or displays the

database– Examples: ordering products online, signing up for an

online newsletter, generating a pick list for items ordered

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How Computers Sort Data

• Computers read/sort numbers• Character standards use numeric codes to

represent symbols, numbers, and letters– ASCII– ANSI

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Sorting Differences

• A computer data sort may differ from a manual data sort– Titles and suffixes– Numbers in business names– Spacing and punctuation

• Indexing order field in a database– Data is entered according to manual filing rules– Computer sort will match a manual sort

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Electronic Record Life Cycle

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Creation and Storage

• Electronic files are created in software programs – A unique filename is given to each file/record– Files are stored on a hard drive, DVD, or other device

• Folder structure– A folder or directory is a subdivision of storage space– A path (the drive, the folder, and filename) indicates

where a file is stored

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C:\Records Management\Chapter 4 Review QuestionsC:\Records Management\Chapter 4 Review Questions

Use and Distribution

• Through electronic channels– E-mail– Text messages, tweets, and instant messages– Blogs, wikis, Internet forums, webinars, and podcasts– Intranets– Shared folders on a LAN

• Through printed documents– Regular mail– Facsimile– Courier

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Maintenance

• Moving files and folders• Copying files and folder• Backing up files and folders

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Windows Explorer provides Cut, Copy, and Paste commands on the Organize menu.

Disposition

• Records are disposed of– According to a records retention schedule– By destruction (or)– By transfer to permanent storage

• Data migration• Deleting files

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Managing Data on Portable Devices

• Portable devices– Cell phones and PDAs– Mini computers

• Tools• Synchronization with

other devices• Device information

security

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PRNewsFoto/Verizon Wireless/Newscom

Portable devices allow users to organize and share data.