This document discusses electronic records, image records, and records management. It covers: 1) The definitions of electronic records, which are digitized data stored on electronic media, and image records, which are digital or photographic representations of records. 2) Types of storage media like magnetic media (hard drives, tape) and optical media (CDs, DVDs). 3) Procedures for indexing, retrieving, storing, and ensuring security of electronic records. 4) The use of imaging technologies like microfilming, digitization, and optical storage to create archival copies of records.

1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 11
Electronic and Image Records
Copyright 2011 South-Western, Cengage Learning

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 or optical disk
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3. Magnetic and Optical Media
• Magnetic media
– A variety of magnetically coated materials
– Used by computers for data
– Examples include hard drives and magnetic tape
• Optical media
– A high-density data storage medium
– Digitally encoded information is both written and read
by means of a laser
– Examples include optical disks, CDs, and DVDs
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4. Removable Storage Devices
• Advantages
– Secure placement in locked cabinets or vaults
– Reliable backup for internal hard drives
– Easy transfer of data between computers
• Flash drive
– A small printed circuit board
encased in a hard plastic covering
– Large storage capacities
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PRNewsFoto/Imation Corp/AP Photo

5. Data Input
• Scanners
• Bar codes and RFID
• OCR
• Fax machines
• Handheld devices
• Push technology
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Courtesy of Palm. Inc.
Push technology can deliver e-mail and
other data on smartphones.

6. Storage and Retrieval Procedures
• Indexing electronic records
– Provides the means to locate, group, retrieve, and
manage documents
– Fields can be used to categorize documents, to track
creation or retention dates, or to enter keywords
• Retrieval
– Consistency in naming directories, subdirectories, and
files is important
– An index of directories, subdirectories, and filename
categories should be kept to speed retrieval
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7. Retention and Disposition
• Duplicate records
• Media compatibility and stability
• Access
• E-mail records
• Active and inactive records storage
– Working copies
– Storage copies
– Master copies
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8. Records Safety
• Protective measures
• Records conversion and backup
• Protection against computer viruses
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9. Records Security
• Security policies and checks
• Security measures
– Locks
– Passwords
– Firewalls
• Data protection
• Security for faxed records
• E-mail retention policies
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Photographer’s Choice/Getty Images.
Security systems help protect
sensitive records.

10. Image Media
• Microforms
• Micrographics
• Resolution
• Density
• Reduction ratio
• Magnification ratio
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Roll microfilm is a popular choice for
long-term storage.
© James E. Knopf, 2010/Licensed from Shutterstock.com

11. Microfilming Procedures
• Document preparation
• Indexing
– Flash target indexing
– Sequential frame numbering
– Blip coding
– Bar coding
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12. Microfilming Equipment
• Rotary camera
• Planetary camera
• Step-and-repeat camera
• Aperture card camera
• Filmer/scanner
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13. Production Equipment
• Microfilm processor
• Master microform
• Generations of microforms
• Contact printing
• Microfilm jackets
• Aperture card mounters
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14. Commercial Imaging Services
• Provide a practical alternative to in-house
processing of microforms
• Offer services such as microfilming,
duplicating, and producing microfilm jackets
and aperture cards
• Often used to store master copies of vital
records
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15. Storing, Retrieving, and Viewing
• Microform storage copies are for retention
purposes
• Microform working copies are for viewing,
printing, or scanning
• Display devices
– Microform readers
– Viewers and projectors
– Reader/printers
– Microfilm drives (M drives)
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16. Image Records Retention
• Microfilm records can be preserved for
decades—often used for vital records
• CDs and DVDs have useful life spans ranging
from 10 to 100 years
• Remastering—making new copies of a
master record
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17. Software
• Tracks and manages physical, electronic,
and image records
• Increases rapid access to records
• Reduces the number of misplaced records
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