Ch11 records management
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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.
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This document discusses the key components of a records and information management (RIM) program including record storage, retention and destruction schedules, and compliance with relevant laws and regulations. It outlines some of the costs associated with RIM such as salaries, storage space, and supplies, and strategies for reducing costs. The document also covers topics such as electronic document imaging, records retention and migration, legal issues regarding electronic records, media handling and storage, converting records to electronic format, inactive records management, records audits, and developing a records and information manual.
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Records management is the systematic administration of records and documented information throughout their lifecycle, including creation, classification as active or inactive, use, storage, and final disposition. It involves identifying, circulating, storing, and disposing of records based on their legal, archival, fiscal, or other value to an organization. Records can be in any physical form, including paper documents, photographs, films, and electronic files, and effective management requires classifying records as centralized or decentralized based on storage and access needs.
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Findability and discoverability of information / records in an organization is dependent on how much it has been worked on in terms of metadata identification, scope notes, etc.
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storage devices
Storage devices such as CDs, DVDs, flash drives, and external hard drives are used to store, port, and extract data files and objects. They serve important roles in the information processing cycle by allowing users to back up data, free up disk space, transfer data between devices, and save files for future use in a portable and permanent manner. Storage devices also help share files and protect data from others by keeping it private.
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Meanwhile, connect with ODSI - Online Digital Solutions, UK by following the below mentioned links:
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While connect with me at the following:
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Email: zoey.zurnab@odsi.co.uk
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Ch11 records management
- 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 2
- 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 3
- 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 4 PRNewsFoto/Imation Corp/AP Photo
- 5. Data Input • Scanners • Bar codes and RFID • OCR • Fax machines • Handheld devices • Push technology 5 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 6
- 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 7
- 8. Records Safety • Protective measures • Records conversion and backup • Protection against computer viruses 8
- 9. Records Security • Security policies and checks • Security measures – Locks – Passwords – Firewalls • Data protection • Security for faxed records • E-mail retention policies 9 Photographer’s Choice/Getty Images. Security systems help protect sensitive records.
- 10. Image Media • Microforms • Micrographics • Resolution • Density • Reduction ratio • Magnification ratio 10 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 11
- 12. Microfilming Equipment • Rotary camera • Planetary camera • Step-and-repeat camera • Aperture card camera • Filmer/scanner 12
- 13. Production Equipment • Microfilm processor • Master microform • Generations of microforms • Contact printing • Microfilm jackets • Aperture card mounters 13
- 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 14
- 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) 15
- 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 16
- 17. Software • Tracks and manages physical, electronic, and image records • Increases rapid access to records • Reduces the number of misplaced records 17