Electronic Records Chapter 11

Electronic Record  Stored on electronic media ComputerComputer Audio recordingAudio recording Video recordingVideo recording  Accessed by electronic equipment  Digitized  Easily changed

Data  Groups of characters representing specific values or conditions

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

Networks  Computers connected by communication lines  Share information and resources  LAN – local area network  WAN – wide area network

Magnetic Media  Disk  Tape  Optical Laser

Data Storage  Maxtor Maxtor Maxtor 

 esson6/lesson6-9.htm esson6/lesson6-9.htm esson6/lesson6-9.htm  group.com/en/en/Professional_Media /Data_Media/

Systems Concept IIIInterdependent group forming a unified whole

Phases of System  Input  Process  Output  Controls  Feedback

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

Indexing  Consistency important Records on individual computer need to be accessible to othersRecords on individual computer need to be accessible to others  Indexes 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

Disposition  Routine backups  Routine destruction  What kinds of issues or problems do we see with the disposition phase of electronic records?

Media Issues  Media compatibility Access equipmentAccess equipment Software generationsSoftware generations  Media stability Vulnerability to damageVulnerability to damage Quality retentionQuality retention

 REO_End_User_05_2005.ppt REO_End_User_05_2005.ppt

and Internet Usage  Uniform retention policy  Consistent naming and indexing  Use filtering to save time

Filters  Plan Look at types of received and frequent sendersLook at types of received and frequent senders  Create appropriate folders Types of or correspondentsTypes of or correspondents  Create filters Automatically sort into foldersAutomatically sort into folders

Network Safety and Security 1. Use better passwords and change them frequently 2. Install system patches 3. Use and update virus software 4. Install a personal firewall 5. Be suspicious of unknown senders 6. Backup important files regularly

Hoaxes, Viruses, and Chain Letters  ry/bltop25.htm ry/bltop25.htm ry/bltop25.htm

Image Records  Digital or photographic representation of a record  Microforms MicrofilmMicrofilm MicroficheMicrofiche Aperture cardsAperture cards Microfilm jacketsMicrofilm jackets

Image Records

Microfilm  Can be produced from paper documents  Can be produced from printer files.

Microfilm

 Image Record - A photographic representation of a record  Microimage – A reduced image  Microrecord – A reduced image of a document or record

 Where are micrographic records used?

 Why is this technology important?

Microfiche  Sheets with multiple images  Can be reproduced  Can access by scrolling down/across the sheet

Micrographics = Filming of records  Preparing records - How do we index and prepare records for microfilming?  Filming records – What are the concerns about filming records? IndexingIndexing  Flash  Frame numbering Image qualityImage quality

 Film processing  Storage  Retrieval  Viewing

Equipment  Viewers  Safe storage  Jackets or cards