RECORDS MANAGEMENT Judith Read and Mary Lea Ginn Chapter 12 Electronic Media and Image Records 1 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Electronic and Image Records Electronic record – Stored on electronic storage media – Can be readily accessed or changed – Digitized data that must be translated by a computer or other type of equipment for use – Often referred to as a machine-readable record Image record – A digital or photographic representation of a record – On any medium such as microfilm, optical disc, or solid-state devices 2 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Magnetic Media Magnetic media – A variety of magnetically coated materials – Used by computers for data storage – Examples include hard drives and magnetic tape – Because the moving parts of magnetic media are subject to failure – Making backup copies is essential 3 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Optical Media A high-density data storage medium – Digitally encoded information is both written and read by means of a laser – Examples include optical discs, CDs, and DVDs Read by optical disc drives Newest laptops do not always come with an optical drive 4 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Solid-State Media Provide data storage on interconnected flash memory chips Data is retained when the device is not plugged into a power source High-performance storage devices that have no moving parts Most common solid-state drive (SSD) are flash drives 5 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Solid-State Media Secure digital card is another SSD Advantages – No moving parts – No heat – No vibration – Less power draw – Faster access time Disadvantage: Costs can be prohibitive 6 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Data Input Data input can be accomplished in various ways – Keyboards – Scanners – Bar codes and radio frequency identification (RFID) – Optical character recognition (OCR) – Fax machines – Handheld devices 7 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Retrieval Procedures A data warehouse includes – Systems to extract data from operating systems – A warehouse database system that provides flexible access to the data Electronic files must be identified so that they can be easily retrieved Operating system software maintains a directory and filename index of files Removable data storage devices must be clearly labeled for accurate storage and retrieval 8 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Retention and Maintenance Electronic records must be included on the records retention schedule Duplicate records can result in information redundancy Media compatibility refers to how well the media and the access equipment work together Media stability refers to the length of time the media will maintain its original quality 9 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Retention and Maintenance Migration is the process of moving data from one electronic system to another Electronic records may be stored in remote locations Workstations connected by a network, intranet, or in the cloud allow many users to access data at the same time Freedom of access raises safety and security concerns 10 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Records Safety Records safety refers to protecting records from physical hazards Users should adopt protective measures for hardware, software, and media Records stored on magnetic media should be converted to hard copy, optical discs, or microforms for long-term storage Protection against computer viruses is important 11 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Records Security Records security refers to protecting records from unauthorized access Security policies and checks help to ensure safety of records Security measures 12 Locks Passwords Scanners Digital signatures Firewalls Encryption © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Managing Information on Mobile Devices Electronic information management is necessary for mobile digital devices – Smartphones – Tablet PCs and laptop computers – Personal digital assistants Many businesses allow employees to use their own devices Organizations should establish security policies and procedures for devices 13 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Image Media Micrographics is the technology by which information can be reduced to a microform Microforms are photographic document storage media – Resolution – Density – Reduction ratio – Magnification ratio 14 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Microfilming Procedures Document preparation involves inspecting documents and placing them into proper sequence for filming Indexing is recording information for a location directory for microforms or electronic records – Flash target indexing – Sequential frame numbering – Blip coding – Bar coding 15 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Production Equipment After records are microfilmed, the film is processed – Microfilm processor – Master microform – Generations of microforms Contact printing is a method of making multiple copies of microforms 16 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Microform Storage and Retrieval Microform storage copies are for retention purposes Microform working copies are for viewing, printing, or scanning Display devices are used – Microform readers – Viewers and projectors – Reader/printers – Microfilm drives (M drives) 17 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Image Records Retention Microfilm records can be preserved for decades CDs and DVDs have useful life spans ranging from 10 to 100 years Remastering is making a new copy of a master record 18 © 2016 Cengage Learning ®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.