This document discusses the forms and components of electronic records. There are two main categories of electronic records: born digital records, which are natively created in digital form using software; and digitized records, which are converted from analog to digital by scanning. Electronic records can take various forms, including application files, different file formats like text documents, spreadsheets, and multimedia, and are stored using various media like hard drives, CDs, and cloud services. Electronic records have three main components - content, which is the raw data; context, which provides meaning; and structure, or how the information is arranged.

1. ELECTRONIC RECORDS
RAT 06103
LECTRUE TWO
The Forms of Electronic Records

2. Lecture Outline
1. Types of electronic records
2. Forms of electronic records
3. Formats of electronic records
4. Components of electronic records

3. Categories or types of electronic records
Basically there are two main categories of electronic records which are
i. Born in digital records
ii. Scanned or converted electronic records

4. Born Digital Electronic Records
 Born digital records are those records that have natively been created in the digital
form rather that being digitized from other formats like paper.
 This imply that the records are basically electronic as they have been created
electronically using computer and software.

5. Examples of Born-digital Information
i. Emails
ii. Power points
iii. Spreadsheets
iv. PDFs
v. Images and Videos
vi. Data sets and Data base

6. Digitized electronic Records
What is digitization?
 Is the process that involves conversion of analogue materials (such as paper documents)
into digital form so that they can be stored and accessed electronically.
 The process of digitization involves converting characters or images by scanning into
binary digits to create digital files. A record that has been converted from hard copy or
manual form to digital form is referred to as a digitized record.

7. Examples of digitized Electronic Records
i. Academic Certificates
ii. Stock Certificates
iii. Contracts
iv. Official Letters
v. Invoices

8. Forms of Electronic Records
The following are the issues which composes electronic records
i. Applications software
ii. Technology
iii. Storage media
iv. Digital Components

9. Application software
What is application software?
 This is the computer program or software designed to help people perform a specific
function directly for an end user or for another application.
 Examples of the application software are word processors, database programs, web
browsers, image editors and communication platforms

10. Technology
 Electronic records relies on technology for its whole lifecycle, the technology facilitate
creation, access and storage of the records example of technologies used is cloud
computing and block chain technology (Decentralization block chain, Trust block
chain, Immutability).
 Cloud Computing is the model for enabling ubiquitous, convenient, on-demand
network access to a shared pool of configurable computing resources like network,
servers, storage, applications and services that can be provided with a minimum
services provider interaction

11. Storage Media
For electronic records to be complete there should be storage medium to facilitate storage
of the records. There are different types of the storage medium used to store electronic
records
 The storage medium can be either
1. Magnetic.
On magnetic media, the digital data is encoded as microscopic magnetized needles on the
surface of the medium (e.g., disk (computer applications) or tape (video and audio
recording).
2. Optical.
On optical media, the digital data is encoded by creating microscopic holes in the surface
of the medium (e.g., disk).

12. Example of Storage Medium for electronic
records
i. Internal drives
ii. External drives
iii. CDs,
iv. DVDs
v. Floppy Disks
vi. USB Drives
vii. Magnetic Tapes
viii. SD Cards

13. The storage capacity of digital media is measured in bytes, the basic unit of measurement:
a. 1,024 bytes make a kilobyte (KB)
b. 1,024 KBs make a megabyte (MB)
c. 1,024 MGs make a gigabyte (GB)
d. 1,024 GBs make a terabyte

14. Criteria for choosing storage medium
 Capacity
 Longevity
 Durability
 Versatility
 Portability
 Compatibility
 Cost

15. Formats of Electronic Records
There are different Electronic Records formats these includes
i. Data files
ii. Text-based records
iii. Multi-dimensional documents
iv. Multi-media documents

16. Data Files
Data sets:
 groups of related electronic records organized and treated as a unit. Data sets are
created, managed and used in the context of a database. For example, a data set could
contain information about employees in an organization

17. Text Based Document
Text-based documents:
 Documents that contain little other than words, and that can be read by text editors or
word processing software programs.
 For instance, a spreadsheet from Microsoft Excel could be imported into a memo being
created using Microsoft Word, or a snapshot of a web page or a slide created using
Microsoft PowerPoint could be included in a report created using a publishing software.

18. Multi-dimensional documents
Multi-dimensional documents:
 Records that can be represented in more than one way on the screen and on the printed
page.
 For instance, a spreadsheet can be represented as a set of figures or as the result of the
calculations. Both representations are part of the record, although it may not always be
necessary to retain both of them.
 Similarly, a PowerPoint presentation may consist of a set of slides and notes displayed
and used in different ways.

19. Multi-media documents
Multi-media documents:
 Documents composed of a number of different elements, which interact together to
display their full meaning.
 These records may include graphical, moving image, sound and text documents, which
may appear differently at different times in response to variations in user interaction.

20. Components of electronic Records
There are three components of electronic records which are
i. Content
 Raw unformatted pieces of information easily manipulated, updated, edited, copied and
reused
ii. Context
 The tendency of data to be understandable in a particular way to a particular location or
area
iii. Structure
 Arrangement of information

21. THANKS FOR YOUR ATTENTION!!