The document discusses the definition and differences between electronic records and paper records. It also discusses the forces driving the increased use of electronic information in the workplace. Some key points are: - Electronic records include digital data, text, images, audio, and video. They can be born digital or converted from paper. - Compared to paper, electronic records have advantages like volume and ease of use, but also challenges like reliability and long-term accessibility. - Factors pushing the increased use of electronic information include business competition, technology advances, and personal preferences of flexibility and mobility. - Proper management of electronic records like email is needed to address issues around retention, availability over time, and legal requirements.

1. Managing electronic information by Fe Angela M. Verzosa

2. Special Libraries Association Docbase WWW HTML pdf XML Tablets Paper Digital

3. Introduction definition of electronic records differences between paper records and electronic documents forces of change into the workplace

4. definition electronic records are digital objects of information packaged in any of the following multimedia form of communication : data text image audio and video

5. Records in the Electronic Age “ Born Digital” Records created on a computer or other electronic device “ Born again” Those records scanned or otherwise converted into a digital or electronic format

6. differences recognizability volume reliability authenticity ease of use preservation Yes No large small Yes not quite Yes difficult Yes depends Yes costly papaer paper electronic

7. forces of change into the workplace political economic business personal

8. It’s not just paper anymore!

9. business forces high level of competition economic recovery government deregulation flatter organizational structures focus on results in achieving business /organizational aims focus on client orientation

10. personal drivers of change greater use of electronic information individual approaches to electronic document filing system integration of digital forms of communications (voice, text, video) more flexibility in converting document forms (from text to image, voice to text, etc.) relying less on traditional approaches to recordskeeping

11. the electronic environment where is the workplace going ? why automate ? why manage electronic records ?

12. where is the workplace going ? emphasis on personal utility tools emphasis on team work integration of the workplace need for location-independent work information anytime, anywhere, anyplace changing workplace mix changing workforce mix

13. reasons for automation rising costs of traditional approaches fear of loss in competitive position incompleteness of files increasing difficulty of accessing files increasing backlog of unprocessed records seeming inevitability of automation

14. why manage electronic records a totally different nature compared to paper an ever-increasing mass of electronic records complexity thru a variety of hardware/software complexity thru distributed systems and networks short life-time/danger of obsolescence

15. Issues and concerns in managing electronic records availability intelligibility reliability accessibility through time

16. reliability easy to alter electronic docu- ments and images without any visible evidence the need for periodic recopying introduces the possibility of accidental corruption

17. Gone forever There are electronic records that are now extinct and gone forever. On the endangered list How many floppy disks, CD’s, tapes, DVD’s, or other soon to be obsolete media may contain records of importance that are not well preserved and may be unreadable, inaccessible – and gone?

18. accessibility thru time extend the life of the information carrier recopy onto more durable media migrate across technology generations through system upgrades leap-frog from a technology that is on the verge of obsolescence to a state-of-the-art one, bypassing current technology

19. Email often replaces phone conversations and face to face meetings that would not have been included in files in the past, resulting in more records being created. E-MAIL: Why are we talking about it?

20. The trouble with e-mails is… Staff routinely deleting e-mails – no written policy in the office on saving and deleting e-mails Executive officer withdrew executive order directing deletion after 6 months…Not adequate for “protecting critical information and providing evidence….” Technician reformatting a disk drive during routine maintenance accidentally deleted the files

21. Why do we need an e-mail policy? Help employees understand the importance of managing e-mail Help employees use and manage e-mail properly, consistently, and effectively Clarify responsibility & retention issues for e-mail

22. Should the message be sent? Avoid sensitive / confidential information - Beware of copyright Be careful of Distribution Lists/Groups Informal/Careless Tendency for misuse

23. “ Netiquette” aka E-mail Etiquette Provide a meaningful subject line Stay on topic; don’t combine subjects. If it comprises multiple topics, consider multiple messages Mind your manners “Please and Thank You” Use a title if unfamiliar with the person or if it is formal correspondence Watch your tone - BE CAREFUL OF ALL CAPS Use exclamation points sparingly!!!!

24. When constructing the message… Be concise and professional Avoid wordiness - Stay away from jargon, acronyms, abbreviations, emoticons If forwarding a message / attachment, is permission required? Use correct spelling, grammar and punctuation

25. Am I the originator of the email and the message…. is a substantive message ? has to do with the work of my office? has content that I will need in future years to do my job? supports decisions that were made in my program area? requires me to take action? will be needed for operational, fiscal or legal purposes? Save the Email if you answer “yes”

26. The Email can be destroyed if you answer “yes” Am I the originator of the email and the message is… personal? just “chit-chat?” informational only? Something I probably will not need and is being kept by someone else for operational, fiscal or legal purposes?

27. Save the Email if you answer “yes” Remind employees that the office has a right to monitor employee e-mails Enforce office’s e-mail policy equally across organization Be realistic about personal use Never use e-mail to fire employees or to deliver bad news Do not use e-mail to discuss an employee’s performance with other managers Do not rely on e-mails to the exclusion of personal contact

28. Think electronic “file cabinets” E-mail management Just like traditional metal cabinets used for paper, only digitized

29. How it works Individual users move e-mails into pre-determined folders Users are responsible for decisions on retention and disposition Good to set up as “working files”, or transitory administrative type information Recommend “record” copies be retained on drives or servers E-mail management

30. Adapt your paper files There is a good chance you already have an existing paper file structure: Adapt to use for your “electronic file cabinets” Most users will use a limited number of folders specific to their job function and responsibilities Create “desk guides” to get users familiar with their filing system

31. what is the lesson here ? modern information technology not only causes the problem , but also provides the possibilities to deal with them.