Electronic records require careful file management throughout their lifecycle. When records are created, they must be classified and organized into meaningful folder structures with descriptive file names. Classification systems like taxonomies and file plans are used to categorize records and assign unique identifiers. Records move through various stages of use, distribution, retention, storage, and eventual disposition. Backups protect records from loss or damage. Databases provide efficient search and retrieval of organized electronic data. Proper management of electronic records from creation to final disposition is important.

1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 11
Electronic Records File Management
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2. Electronic Records Life Cycle
 The need to organize electronic files is more important than ever
 When an electronic record is created and saved, it is also classified
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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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