Electronic Records Management with Technologies 1 COMP7780.
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Transcript of Electronic Records Management with Technologies 1 COMP7780.
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Electronic Records Management
with Technologies
1COMP7780
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Outline
Databases and Data Warehouse Collating Sequence Issues Electronic Record Management Storage Media Technologies Record Imaging
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Using Databases
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Using Databases
Databases are organized for rapid search and retrieval
(Relational) Databases have objects:◦Tables (store data)◦Forms◦Queries◦Reports
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Database Table (MS Access)
Records are arranged in rows
Fields are arranged in columns
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Data Hierarchy in Relational DB
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Finding Information in DB Use the Find feature
◦ Can be used on any field◦ Partial names can be used
Query by Example (QBE)◦ Choose fields◦ Choose sorting order: ascending or descending
Structured Query Language (SQL)
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Query in Design View
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Query Results Table
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MS Access Report
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Relations and Multi-table Query Real power of relational DB …
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Example DB Schema
Unified Modeling Language Class Diagram notation
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Databases and E-Commerce HTML (HyperText Markup Language) is the language
browsers interpret and display. Web Server receives instructions from coding on
the form. The coding opens the database and returns or adds
information to it.
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Data Warehouses Data warehouse: Stores data used to make
decisions◦ Obtained periodically from transaction databases◦ Snapshot of situation at specific time◦ Different from operational databases
Customer data is most common type of data housed◦ Corporate use transcends reporting internal data
to business intelligence today
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Data Warehouses (2) Metadata
◦ The part of the warehouse that defines the data Explains meaning of each data element and sets
standards e.g. to reconcile data from legacy systems
Quality data◦ The cleaning process to adhere to metadata standards
The older the data the more suspect its quality Datamart
◦ A subset of data pulled off the warehouse for a specific group of users Faster search time and lower costs
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Data Warehouses (3) Five steps in a data warehousing project:
1. Define the business uses of the data2. Create the data model for the warehouse3. Cleanse the data to ensure data quality4. Select the user tools5. Monitor usage and system performance
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Example Data Warehouse Schema
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How Computers Sort Text Data Character Standards
◦ The first 128 characters of the possible 256 are assigned specific numeric values.
◦ ASCII (American Standard Code for Information Interchange) Values Chart lists the value for spaces, symbols, number and lowercase and uppercase letter.
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Collating Sequence Issues
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ASCII Values Chart
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Usage Note 1: Case Sensitivity Many computer applications ignore upper
and lowercase letters. Default settings for Word and Excel treat
the letters the same whether lower or uppercase.
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Usage Note 2: Extended ASCII Characters Due to the
original IBM PC Different code
pages for different languages
English ordering ignore diacritics (é ê ë è )
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Usage Note 3: Collating Sequence of Other Countries Diacritics
◦ marks over and around letters◦ For sorting purposes the characters may be considered to be
the same letter in most languages. English, French, German
◦ May be treated as different letters in some other languages. Turkish dictionaries treat o and ö as different letters, and oyun
comes before öbür. Similiary, Digraph (e.g. ß = ss in German) or Trigraph
treated as either multiple letters (majority) or one letter in different languages.
In several languages the rules have changed over time.◦ older dictionaries may use a different order than modern
ones.
See: http://en.wikipedia.org/wiki/Collating_sequence
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Encoding Systems for Eastern Languages
Languages Two-byte encoding systems
Simplified Chinese characters
GB(mainland China)
Traditional Chinese characters
Big-5(Hong Kong and Taiwan)
Japanese JIS, Shift-JIS, EUC-JIS, New-JIS
Korean KSC
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Using Unicode Unicode Worldwide Character
Standard International Standards
Organization (ISO) ISO10646 4 byte (32 bit) per character Include all major characters set + 4,914 dialect characters
approved by the Hong Kong government
Char ISO10646 Big5
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Applying Indexing Rules to Computer Applications Follow Rules 1–10 from Chapters 2–4 Key indexing units in mixed case with no
punctuation Spell out all symbols Format numbers for proper sorting
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Rule 5: Titles and Suffixes Numeric suffixes (I, II) are filed before
alphabetic suffixes (CPA, Jr., Sr.).
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Comparison of Sort Order for Suffixes
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Rule 7: Numbers in Business Names Numbers written as digits are keyed so that
all numbers have an equal number of digits and align on the right.
Add (adequate) leading zeros Another way: use numeric fields in DB
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Comparison of Sorted Numbers with and without Leading Zeros
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Electronic Record Management
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Electronic Record Life Cycle Create and Save Distribution and Use Maintenance Disposition
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Creation and Storage Electronic files are created in applications. The file is created when it is saved with a
filename and stored on a computer drive. Folder structure
◦Broad and shallow◦Use meaningful names
Filenames—use meaningful names
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Use and Distribution
Electronic documents distribution◦printed and sent through regular mail◦attached to an e-mail◦available on the organization’s intranet◦available on shared drive on the LAN◦published on Websites / blogs …
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Maintenance
Electronic files are maintained through◦Move◦Copy◦Back up◦Restore
Synchronization problem◦ PC and mobile devices (PDA / phone…)◦ Home / office / laptop PC◦ PC and servers / web / DB / host …
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Disposition
Electronic records disposition◦Data migration to archive◦Delete after retention period
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Storage Media Technologies
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Relationship Between Electronic and Image Records Electronic record—a record stored on electronic
storage media that can be readily accessed or changed. ◦ A machine-readable record—digitized and coded
information that must be translated by a computer or other equipment before it can be understood.
Image record—a digital or photographic representation of a record on any medium such as microfilm or optical disk.
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Electronic Media Magnetic media—magnetically coated
materials used by computers for data storage.
Optical media—high-density information storage medium where digitally encoded information is both written and read with a laser.
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Magnetic Media Floppy disk or diskette Hard disk Magnetic tape Redundant array of independent disks
(RAID) Videotape Removable / USB hard disk
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Optical Media
Basic 1x Speed
(Mbit/s)
Approximate Maximum Speed
Capacity
SpeedMultiples(
×)
(Mbit/s)
Read only
media
Read/Writemedia
1st generation :CD
1.17 56× 65.62650/70
0MB650/700
MB
2nd generation: DVD
10.55 20× 232.104.7-17
GB4.7/8.5
GB
3rd generation :BD
36 12× 43225-100
GB25/50G
B
Read-Only, Record Once (-R), Read-Write (-RW) All removable from drive
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Advantages of Removable Data Storage Devices Can be stored in locked cabinets, vaults, or other
secure locations Can be used in other computer systems with
compatible drives Can be used to back up conventional hard drives
and to restore electronic records if a removable drive fails
Can be used with an identical device if a removable drive fails
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Data Input Computer keyboard Scanner Bar code scanner RFID scanner Optical character
recognition (OCR) Fax machine
Handheld devices Removable disks Mobile communication
devices Push technology
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Storage and Retrieval Procedures Indexing electronic records involves assigning
identifier codes or filenames and using keywords, or using directories and subdirectories
Retrieving involves identifying categories and subcategories of electronic records and directories and subdirectories where they may be stored
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Label Information —Removable Data Storage Devices Department, unit, or organization that created the
records Name of records series Inclusive dates, numeric series, or other identifying
information Type of computer used to create the records Software name and version used to create the
records
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Label Information —Centralized Data Processing Facilities Complete listing of files contained on the medium Manufacture date for the medium Security precautions and access restrictions Type of copy—working or storage Any special attributes of the medium
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Retention and Disposition Duplicate records Media compatibility and stability Access E-mail records Active records storage Inactive records storage and archives
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Disposition of Electronic Records
Medium Disposition
Magnetic disks
Delete file(s) from disk and overwrite space with new information
Magnetic tapes
Restore all files to hard disk, delete selected files, write remaining files to tape
CD-ROM disks
Restore all files to hard drive, delete selected files, write remaining files to new CD-ROM, and shred original CD-ROM
CD-RW, CD-R disks
Restore files to hard drive, delete selected files, rewrite remaining files to same disk
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Records Safety Adopt protective measures for hardware,
software, and media Convert records on magnetic media to hard
copy, optical disks, or microforms for long-term storage
Protect against loss of files Take measures to prevent computer viruses
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Records Security Security policy and checks Security measures Data protection Security for faxed documents E-mail retention policies
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Record Imaging
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Image Media Microform—the collective term for all microimages
such as microfilm, microfiche, aperture card, and microfilm jacket
Micrographics—the technology by which recorded information can be quickly reduced to a microform, stored conveniently, and then easily retrieved for reference and use
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Types of Microforms Roll microfilm Microfiche Microfilm jacket Aperture card Computer-output microform or microfilm
(COM)
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Stages of an Image System Preparation
◦ Prepare records for imaging Processing
◦ Index and code records◦ Microfilm or scan records◦ Process microfilm◦ Make duplicate copies for use
Continued on next slide
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Stages of an Image System Use
◦ Store records◦ Retrieve records◦ View/read records◦ Print hard copy (optional)
Continued from previous slide
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Commercial Imaging Services Microfilming Processing Duplicating Inspecting and testing Loading and labeling cartridges Producing microfilm jackets and aperture cards Scanning microforms Storing master copies of vital records
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Microform Storage Recommendations Store storage and working copies in vertical,
upright position Avoid stacking microforms Use drawer cabinets for reels and cartridges Store microfilm reels and cartridges in boxes Store cartridges in carousels partitioned for boxes
Continued on next slide
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Microform Storage Recommendations Store flat microforms in drawer cabinets, separated
by tabbed dividers Store microforms upright in open or closed trays for
desktop use or place into cabinets for security Use microform storage panels with pockets to insert
microfiche or microfilm jackets (optional).
Continued from previous slide
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Storage Environment Recommendations Prohibit eating, drinking, and smoking in microform
work areas. Keep containers and equipment clean. Maintain maximum temperature no greater than
77°F; relative humidity from 20–50%; variations no more than 10% a day.
Store microform storage copies in a fire-resistant room or vault. Store duplicate vital microforms in another location.
Continued on next slide
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Storage Environment Recommendations Store microform storage copies in drawer cabinets
or shelving units with doors. Use air-conditioning or air-filtration system.
Use acid-free film reels, storage boxes, and paper enclosures or attachments.
Remove deteriorating microforms from storage. Replace with duplicate copies.
Use safety and security protection; limit access; protect from damage or loss.
Continued from previous slide
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Microform Display Devices Microform reader Single-purpose reader Multipurpose reader Stationary reader Microform viewer
Microform projector Reader/printer Universal
reader/printer Reader/Scanner Microfilm drive
(M drive)
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Retention Guidelines
Multiple copies Multi-site (off-site) backup
Type of Record Retention Guidelines
Records kept for three years or less
Keep as paper records or on magnetic or optical disk storage
Records kept for 7 to 15 years
Consider optical disk storage or microfilm
Vital and archival records
Keep on microfilm
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Software Tracks and manages paper, electronic, and
image records Increases rapid access to records Reduces number of misplaced records Maintains records indexes, charge-out files,
and retention and destruction records
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Class Discussion (1)Backup and Media Reliability
Personal experience in losing data ◦ due to media failure◦ due to operational / software mistakes◦ virus / hackers◦ …
Remedy: personal / company experience in doing backup
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Class Discussion (2)Losing track of information You did have the information / file but you
spent much time in finding it. Why? Any remedy experience?