Electronic RecordsElectronic Records

Chapter 11Chapter 11

Electronic RecordElectronic Record

Stored on electronic mediaStored on electronic media• ComputerComputer• Audio recordingAudio recording• Video recordingVideo recording

Accessed by electronic equipmentAccessed by electronic equipment DigitizedDigitized Easily changedEasily changed

DataData

Groups of characters representing Groups of characters representing specific values or conditionsspecific values or conditions

InformationInformation

Data that have been analyzed, Data that have been analyzed, interpreted, or compiled into interpreted, or compiled into meaningful form.meaningful form.

NetworksNetworks

Computers connected by Computers connected by communication linescommunication lines

Share information and resourcesShare information and resources LAN – local area networkLAN – local area network WAN – wide area networkWAN – wide area network

Magnetic MediaMagnetic Media

DiskDisk TapeTape Optical LaserOptical Laser

Data StorageData Storage

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http://www.jegsworks.com/Lessons/lehttp://www.jegsworks.com/Lessons/lesson6/lesson6-9.htmsson6/lesson6-9.htm

http://products.emtec-group.com/http://products.emtec-group.com/en/en/Professional_Media/en/en/Professional_Media/Data_Media/Data_Media/

Systems ConceptSystems Concept

Interdependent group forming a Interdependent group forming a unified wholeunified whole

Phases of SystemPhases of System

InputInput ProcessProcess OutputOutput ControlsControls FeedbackFeedback

What kinds of equipment do we use What kinds of equipment do we use for data input?for data input?

IndexingIndexing

Consistency importantConsistency important• Records on individual computer need to Records on individual computer need to

be accessible to othersbe accessible to others Indexes for “off-line” recordsIndexes for “off-line” records

• DepartmentDepartment• Type of recordType of record• Dates/batch/Dates/batch/• Type of computer created onType of computer created on• Type of software usedType of software used

DispositionDisposition

Routine backupsRoutine backups Routine destructionRoutine destruction

What kinds of issues or problems do What kinds of issues or problems do we see with the disposition phase of we see with the disposition phase of electronic records?electronic records?

Media IssuesMedia Issues

Media compatibilityMedia compatibility• Access equipmentAccess equipment• Software generationsSoftware generations

Media stabilityMedia stability• Vulnerability to damageVulnerability to damage• Quality retentionQuality retention

REO_End_User_05_2005.pptREO_End_User_05_2005.ppt

E-mail and Internet UsageE-mail and Internet Usage

Uniform retention policyUniform retention policy Consistent naming and indexingConsistent naming and indexing Use filtering to save timeUse filtering to save time

Email FiltersEmail Filters

PlanPlan• Look at types of email received and Look at types of email received and

frequent sendersfrequent senders Create appropriate foldersCreate appropriate folders

• Types of email or correspondentsTypes of email or correspondents Create filtersCreate filters

• Automatically sort email into foldersAutomatically sort email into folders

Network Safety and SecurityNetwork Safety and Security

1.1. Use better passwords and change Use better passwords and change them frequentlythem frequently

2.2. Install system patchesInstall system patches

3.3. Use and update virus softwareUse and update virus software

4.4. Install a personal firewallInstall a personal firewall

5.5. Be suspicious of unknown email Be suspicious of unknown email senderssenders

6.6. Backup important files regularlyBackup important files regularly

Hoaxes, Viruses, and Chain LettersHoaxes, Viruses, and Chain Letters

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Image RecordsImage Records

Digital or photographic Digital or photographic representation of a recordrepresentation of a record

MicroformsMicroforms• MicrofilmMicrofilm• MicroficheMicrofiche• Aperture cardsAperture cards• Microfilm jacketsMicrofilm jackets

Image RecordsImage Records

MicrofilmMicrofilm

Can be produced from paper Can be produced from paper documentsdocuments

Can be produced from printer files.Can be produced from printer files.

MicrofilmMicrofilm

Image Record - A photographic Image Record - A photographic representation of a recordrepresentation of a record

Microimage – A reduced imageMicroimage – A reduced image Microrecord – A reduced image of a Microrecord – A reduced image of a

document or recorddocument or record

Where are micrographic records Where are micrographic records used?used?

Why is this technology important?Why is this technology important?

MicroficheMicrofiche

Sheets with multiple imagesSheets with multiple images Can be reproducedCan be reproduced Can access by scrolling down/across Can access by scrolling down/across

the sheetthe sheet

Micrographics = Filming of recordsMicrographics = Filming of records

Preparing records - How do we index Preparing records - How do we index and prepare records for and prepare records for microfilming?microfilming?

Filming records – What are the Filming records – What are the concerns about filming records?concerns about filming records?• IndexingIndexing

FlashFlash Frame numberingFrame numbering

• Image qualityImage quality

Film processingFilm processing StorageStorage RetrievalRetrieval ViewingViewing

EquipmentEquipment

ViewersViewers Safe storageSafe storage Jackets or cardsJackets or cards