Post on 11-Jan-2016
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
http://www.maxtor.com/portal/site/Mhttp://www.maxtor.com/portal/site/Maxtoraxtor
http://www.rackmountsolutions.net/http://www.rackmountsolutions.net/
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
http://urbanlegends.about.com/librarhttp://urbanlegends.about.com/library/bltop25.htmy/bltop25.htm
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