Management of Electronic Information in the new millennium


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presented at the Public Forum sponsored by the Phil. Assn. of Academic and Research Libraries, held at Mega Trade, SM Mega Mall, Ortigas Center, Mandaluyong City, Philippines, on 1998 Sep 15

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Management of Electronic Information in the new millennium

  1. 1. Management of electronic information in the new millennium by Fe Angela M. Verzosa
  2. 2. Introduction <ul><li>definition of electronic records </li></ul><ul><li>differences between paper records and electronic documents </li></ul><ul><li>forces of change into the workplace </li></ul>
  3. 3. definition <ul><li>electronic records are digital objects of information packaged in any of the following multimedia form of communication : </li></ul><ul><li>data </li></ul><ul><li> text </li></ul><ul><li>image </li></ul><ul><li>audio and video </li></ul>
  4. 4. differences <ul><li>recognizability </li></ul><ul><li>volume </li></ul><ul><li>reliability </li></ul><ul><li>authenticity </li></ul><ul><li>ease of use </li></ul><ul><li>preservation </li></ul><ul><li>Yes No </li></ul><ul><li>large small </li></ul><ul><li>Yes not quite </li></ul><ul><li>Yes difficult </li></ul><ul><li>Yes depends </li></ul><ul><li>Yes costly </li></ul>papaer paper electronic
  5. 5. forces of change into the workplace <ul><li>political </li></ul><ul><li>economic </li></ul><ul><li>business </li></ul><ul><li>personal </li></ul>
  6. 6. political forces <ul><li>demise of cold war </li></ul><ul><li>emergence of new nations </li></ul><ul><li>changing roles of international/ regional organizations </li></ul><ul><li>remoteness of government from people </li></ul><ul><li>demands for right to information </li></ul><ul><li>and public pressures for access to government records </li></ul>
  7. 7. economic forces <ul><li>falling trade barriers </li></ul><ul><li>more integration of world economies </li></ul><ul><li>increasing globalization of interests </li></ul><ul><li>rise of multinational/ transnational organizations </li></ul><ul><li>more pronounced need for communi-cation and knowledge transfer </li></ul><ul><li>shift from industrial-based to service-based society </li></ul>
  8. 8. business forces <ul><li>high level of competition </li></ul><ul><li>economic recovery </li></ul><ul><li>government deregulation </li></ul><ul><li>flatter organizational structures </li></ul><ul><li>focus on results in achieving business/organizational aims </li></ul><ul><li>focus on client orientation </li></ul>
  9. 9. personal drivers of change <ul><li>greater use of electronic information </li></ul><ul><li>individual approaches to electronic document filing system </li></ul><ul><li>integration of digital forms of communications (voice, text, video) </li></ul><ul><li>more flexibility in converting document forms (from text to image, voice to text, etc.) </li></ul><ul><li>relying less on traditional approaches to recordskeeping </li></ul>
  10. 10. the electronic environment <ul><li>where is the workplace going ? </li></ul><ul><li>why automate ? </li></ul><ul><li>why manage electronic records ? </li></ul>
  11. 11. where is the workplace going ? <ul><li>emphasis on personal utility tools </li></ul><ul><li>emphasis on team work </li></ul><ul><li>integration of the workplace </li></ul><ul><li>need for location-independent work </li></ul><ul><li>information anytime, anywhere, anyplace </li></ul><ul><li>changing workplace mix </li></ul><ul><li>changing workforce mix </li></ul>
  12. 12. reasons for automation <ul><li>rising costs of traditional approaches </li></ul><ul><li>fear of loss in competitive position </li></ul><ul><li>incompleteness of files </li></ul><ul><li>increasing difficulty of accessing files </li></ul><ul><li>increasing backlog of unprocessed records </li></ul><ul><li>seeming inevitability of automation </li></ul>
  13. 13. why manage electronic records <ul><li>a totally different nature compared to paper </li></ul><ul><li>an ever-increasing mass of electronic records </li></ul><ul><li>complexity thru a variety of harware/software </li></ul><ul><li>complexity thru distributed systems and networks </li></ul><ul><li>short life-time/danger of obsolescence </li></ul>
  14. 14. Issues and concerns in managing electronic records <ul><li>availability </li></ul><ul><li>intelligibility </li></ul><ul><li>reliability </li></ul><ul><li>accessibility through time </li></ul>
  15. 15. availability <ul><li>identification ( digital documents are organized and described in a uniform format ) </li></ul><ul><li>readability ( they can be processed on a computer/device other than the one that initially created it or currently stored it ) </li></ul><ul><li>retrievability ( information objects or parts of them can be retrieved and displayed; this is linked to a software application and operating system ) </li></ul>
  16. 16. intelligibility ensuring that information objects are recognizable <ul><li>computer recognition </li></ul><ul><li>occurs when two computer systems either use the same digital language as in ascii text file or an international standard data exchange format. </li></ul><ul><li>human recognition </li></ul><ul><li>occurs when digital electronic objects are translated by software and displayed to humans who can make sense of it (as in a string of 1s and 0s featuring the image of a horse). </li></ul>
  17. 17. reliability <ul><li>easy to alter electronic documents and images without any visible evidence. </li></ul><ul><li>the need for periodic recopying introduces the possibility of accidental corruption. </li></ul>
  18. 18. accessibility thru time <ul><li>extend the life of the information carrier </li></ul><ul><li>recopy onto more durable media </li></ul><ul><li>migrate across technology generations through system upgrades </li></ul><ul><li>leap-frog from a technology that is on the verge of obsolescence to a state-of-the-art one, bypassing current technology </li></ul>
  19. 19. why preserve records? <ul><li>operational reasons </li></ul><ul><li>accountability </li></ul><ul><li>cultural heritage </li></ul>
  20. 20. preservation strategies <ul><li>low-risk technology </li></ul><ul><li>( ensures durability with minimal reliance on technology ): </li></ul><ul><li>acid-free paper </li></ul><ul><li>microfilming </li></ul><ul><li>high-risk technology </li></ul><ul><li>( with limited durability and absolute dependence on hardware/software ) </li></ul><ul><li>magnetic or optic media </li></ul><ul><li>migration/transfer from one technology to another </li></ul>
  21. 21. what is the lesson here? modern information technology not only causes the problem , but also provides the possibilities to deal with them.
  22. 22. thank you very much !!!