Electronic Records The Systems Concept A system is a regularly interacting or interdependent group of items forming a unified whole. Within a system, various groupings of interrelated components that accomplish one phase of a task are called a subsystem. Records Storage is a subsystem of a Records and Information Management System.

Data must be inputed into a computer. Data (bits and pieces of information) provides the building blocks of information that is cumulative and can be used for effective decision making. Information is data that has been sorted, computed, analyzed, interpreted, compiled, and categorized. Data must be inputed into a computer. Keyboard OCR Modem Scanner Bar Code Reader FAX Personal Digital Assistant (Palm V)

Personal Digital Assistant A Handheld computer controlled by a pen or optional keyboard. Palm handheld devices (www.palm.com) have 4 standard software applications. An address book A date book A memo pad A to do list You can enhance them with Internet & e-mail plus expense tracking.

Electronic data interchange Computer-to-computer transmission of records in standardized, computer-readable format. Allows for the exchange of standardized documents through computers. Purchase orders and invoices are transmitted between customer and supplier. Other Electronic Records Issues Consistency in naming directories, subdirectories, and files. Accurate labeling of disks, cassettes, etc.

Data Warehousing or data mining refers to combining many different databases across an organization. Duplicate records or backups are vital but at some point should be purged. Information redundancy is storing duplicate copies of the same information. One may be electronic and one may be a hard copy. Retention schedules and policies for electronic records must be established and followed.

E-Mail is considered the organization’s property and are subject to management under the organization’s records and information management system. A clear & enforced e-mail policy is necessary. Every 30 days all messages may be purged. If a message is needed for a longer period it should be migrated to another location.

Electronic Security Records Safety: Protect records from physical hazards & Viruses. Records Security: Protect records from unauthorized access and use. Password, digital signature, encryption or scrambling of data. Callback system. Faxes are not very secure unless precautions are taken. Don’t put anything in an e-mail you wouldn’t want used in court.

RIM Software Selection of software should address: Complexity and amount of training required for employee proficiency. Well written training manuals Reliability & experience of the vendor Initial cost and future costs of software, installation, & upgrades Maintenance, backup, & support services

Hierarchical storage management (HSM) is a data storage management system used to separate active and incactive computer data by migrating files between primary and secondary storage media. Retention Software Software programs that provide research capability for users to collect information on applicable laws and regulations that apply to specific records are important.

Emerging Technologies Zasio Enterprises Retention 5.0 is a retention software designed to operate in Windows. This program can be installed to provide document tracking and management of active and inactive storage or on-site and off-site storage including multiple locations. Emerging Technologies Digital data will gradually overtake the volume of hard-copy records!!??

Intelligent agents or Smart Assistants Software that follows programmed instructions and can anticipate the need for information and take independent action to improve a process and communicate with others. Retrieval agents Watcher agents Helper agents Shopper agents Holograms: Anticounterfeit devices on credit cards and paper currency that can also store data. Nano-CD is 50 GB Electronic paper/ink that can be changed.