This document discusses different types of electronic and image records used for data storage. It describes various storage media such as magnetic media like hard drives, optical media like CDs and DVDs, and solid-state media like flash drives. It also covers procedures for inputting, retrieving, and maintaining electronic records, as well as ensuring their safety and security. The document concludes by discussing image records stored using micrographics and associated production and storage processes.

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Chapter 12
Electronic Media and
Image Records
RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn

2. Electronic and Image
Records
 Electronic record
 Stored on electronic storage media
 Can be readily accessed or changed
 Digitized data that must be translated by a
computer or other type of equipment for use
 Often referred to as a machine-readable
record
 Image record
 A digital or photographic representation of a
record
 On any medium such as microfilm, optical
disc, or solid-state devices
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3. Magnetic Media
 Magnetic media
 A variety of magnetically coated materials
 Used by computers for data storage
 Examples include hard drives and magnetic
tape
 Because the moving parts of magnetic media
are subject to failure
 Making backup copies is essential
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4. Optical Media
 A high-density data storage medium
 Digitally encoded information is both written
and read by means of a laser
 Examples include optical discs, CDs, and DVDs
 Read by optical disc drives
 Newest laptops do not always come with an
optical drive
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5. Solid-State Media
 Provide data storage on interconnected flash
memory chips
 Data is retained when the device is not plugged
into a power source
 High-performance storage devices that have no
moving parts
 Most common solid-state drive (SSD) are flash
drives
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6. Solid-State Media
 Secure digital card is another SSD
 Advantages
 No moving parts
 No heat
 No vibration
 Less power draw
 Faster access time
 Disadvantage: Costs can be prohibitive
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7. Data Input
 Data input can be accomplished in various ways
 Keyboards
 Scanners
 Bar codes and radio frequency identification
(RFID)
 Optical character recognition (OCR)
 Fax machines
 Handheld devices
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8. Retrieval Procedures
 A data warehouse includes
 Systems to extract data from operating
systems
 A warehouse database system that provides
flexible access to the data
 Electronic files must be identified so that they
can be easily retrieved
 Operating system software maintains a directory
and filename index of files
 Removable data storage devices must be clearly
labeled for accurate storage and retrieval
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9. Retention and
Maintenance
 Electronic records must be included on the
records retention schedule
 Duplicate records can result in information
redundancy
 Media compatibility refers to how well the
media and the access equipment work together
 Media stability refers to the length of time the
media will maintain its original quality
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10. Retention and
Maintenance
 Migration is the process of moving data from
one electronic system to another
 Electronic records may be stored in remote
locations
 Workstations connected by a network, intranet,
or in the cloud allow many users to access data
at the same time
 Freedom of access raises safety and security
concerns
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11. Records Safety
 Records safety refers to protecting records from
physical hazards
 Users should adopt protective measures for
hardware, software, and media
 Records stored on magnetic media should be
converted to hard copy, optical discs, or
microforms for long-term storage
 Protection against computer viruses is important
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12. Records Security
 Records security refers to protecting records
from unauthorized access
 Security policies and checks help to ensure
safety of records
 Security measures
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• Locks • Passwords
• Scanners • Digital signatures
• Firewalls • Encryption

13. Managing Information
on Mobile Devices
 Electronic information management is necessary
for mobile digital devices
 Smartphones
 Tablet PCs and laptop computers
 Personal digital assistants
 Many businesses allow employees to use their
own devices
 Organizations should establish security policies
and procedures for devices
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14. Image Media
 Micrographics is the technology by which
information can be reduced to a microform
 Microforms are photographic document storage
media
 Resolution
 Density
 Reduction ratio
 Magnification ratio
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15. Microfilming
Procedures
 Document preparation involves inspecting
documents and placing them into proper
sequence for filming
 Indexing is recording information for a location
directory for microforms or electronic records
 Flash target indexing
 Sequential frame numbering
 Blip coding
 Bar coding
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16. Production Equipment
 After records are microfilmed, the film is
processed
 Microfilm processor
 Master microform
 Generations of microforms
 Contact printing is a method of making multiple
copies of microforms
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17. Microform Storage
and Retrieval
• Microform storage copies are for retention
purposes
• Microform working copies are for viewing,
printing, or scanning
• Display devices are used
– Microform readers
– Viewers and projectors
– Reader/printers
– Microfilm drives (M drives)
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18. Image Records
Retention
 Microfilm records can be preserved for decades
 CDs and DVDs have useful life spans ranging
from 10 to 100 years
 Remastering is making a new copy of a master
record
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19. Resource
Read, J., & Ginn, M. L. (2015). Electronic Media
and Image Records. In Records management
(10th ed.). Boston, MA: Cengage Learning.
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