1. Electronic Records Chapter 11

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

3. Data  Groups of characters representing specific values or conditions

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

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

6. Magnetic Media  Disk  Tape  Optical Laser

7. Data Storage  http://www.maxtor.com/portal/site/ Maxtor http://www.maxtor.com/portal/site/ Maxtor http://www.maxtor.com/portal/site/ Maxtor  http://www.rackmountsolutions.net/

8.  http://www.jegsworks.com/Lessons/l esson6/lesson6-9.htm http://www.jegsworks.com/Lessons/l esson6/lesson6-9.htm http://www.jegsworks.com/Lessons/l esson6/lesson6-9.htm  http://products.emtec- group.com/en/en/Professional_Media /Data_Media/

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

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

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

12. 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

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

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

15.  REO_End_User_05_2005.ppt REO_End_User_05_2005.ppt

16. E-mail and Internet Usage  Uniform retention policy  Consistent naming and indexing  Use filtering to save time

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

18. 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 email senders 6. Backup important files regularly

19. Hoaxes, Viruses, and Chain Letters  http://urbanlegends.about.com/libra ry/bltop25.htm http://urbanlegends.about.com/libra ry/bltop25.htm http://urbanlegends.about.com/libra ry/bltop25.htm

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

21. Image Records

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

23. Microfilm

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

28.  Where are micrographic records used?

29.  Why is this technology important?

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

35. 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

36.  Film processing  Storage  Retrieval  Viewing

37. Equipment  Viewers  Safe storage  Jackets or cards