3. Creation of Electronic Records
Electronic files are created in specific software applications and file formats
A compressed file format saves a file using less storage space
Electronic files are stored on a computer’s hard drive, on shared drives, on
local area networks (LANs), or in the cloud
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4. Folder Structure and File Names
Dividing storage space into folders is an important part of managing
electronic information
A folder can hold many files or subfolders
Using meaningful filenames is important in managing electronic files
When naming files, think about how the data might be requested
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5. Classification of Electronic Records
Classifying records provides the means to locate, group, retrieve, and
manage them
Classification involves planning and making decisions
Metadata is structured information related to a record
Common metadata elements include the title, subject, author, keywords,
and comments
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6. Taxonomies
A taxonomy is a high-level, hierarchical classification system for records
An enterprise-wide taxonomy usually has three levels
Level 1 is a key business area
Level 2 is a function within a business area
Level 3 is a specialization or process within a function
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7. File Plans
A file plan is a classification scheme that defines and identifies all files
It includes indexing and storage of the files and referencing the disposition
schedule
Taxonomies and file plans work together to generate unique file plan
numbers
File numbers or unique identifiers help with classification of records
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8. Use and Distribution
Use and distribution of records can be through several electronic channels
E-mail
Intranets
Shared folders
Programs that search for files on a computer drive, LAN drives, or intranet
are important tools for electronic records management
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9. Retention and Maintenance
A records retention schedule is used to specify how long to keep the
records
Maintenance of electronic files follows scheduled times for disposing of files
E-mail, text messages, and tweets may be obtained as evidence during e-
discovery procedures
Established e-mail policies should be followed
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10. Moving and Copying Files
Files and folders can be moved or copied as part of managing electronic
records
The copy may have a different name than the original file or folder
Copying allows files to be available in two or more locations
Data migration is used to copy electronic folders and files onto new media
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11. Backing Up and Restoring Data
A backup is a copy of electronic files and/or folders
Backups are made as a precaution against the loss or damage of the original
data
Users should follow a regular schedule to back up vital and important
electronic records
If data is lost or damaged, it can be restored using backup copies
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12. Inactive Records Storage and Archives
Storage copies of electronic records may be recorded onto magnetic or
optical media
Storage copies may be used only for making additional working copies
The long-term quality of magnetic storage media has not been determined
Microfilm remains a popular medium for long-term storage of vital records
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13. Inactive Records Retention
Managers need to develop total life cycle retention periods
The records retention schedule reflects the length of time the data should
remain in computer-accessible form
After that time has expired, all data should be purged from all storage
devices supporting the system
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14. Disposition of Records
The final step in a records life cycle is disposition
An inactive record can either be destroyed or preserved indefinitely
If a record is to be destroyed, it must be done correctly and completely
To dispose of files on a magnetic disk, the files must be deleted, and the
space the files occupied must be overwritten
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15. Electronic Databases
An electronic database is a collection of related data stored on a computer
system
The data can be used with various applications
Databases are organized especially for rapid search and retrieval of specific
data
A variety of database programs is available
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16. Database Elements
A database contains tables that hold the data in fields and records
A field is a set of one or more characters, such as a name, treated as a unit
of information
Fields related to one person or organization make up a record
A query is used to instruct the program to find specific information
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17. Using Databases in Records
Management and E-Commerce
An electronic database allows rapid creation of documents such as mailing
labels
In e-commerce, a database is used with web server application software to
provide data or complete transactions
Push and pull technologies deliver data to a smartphone or other mobile
device
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18. Resource
Read, J., & Ginn, M. L. (2015). Electronic Records File Management. In Records
management (10th ed.). Boston, MA: Cengage Learning.
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