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Electronic Record Keeping IMR664

The document discusses key concepts related to electronic records including definitions of records, electronic records, metadata, and electronic recordkeeping. It covers the attributes of records including content, context, and structure. It also examines the characteristics, types, and challenges of preserving electronic records over time as technology changes. Maintaining the integrity, authenticity, and reliability of electronic records requires proper electronic recordkeeping systems.

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Amirull Adlan
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454 views19 pages

Electronic Record Keeping IMR664

The document discusses key concepts related to electronic records including definitions of records, electronic records, metadata, and electronic recordkeeping. It covers the attributes of records including content, context, and structure. It also examines the characteristics, types, and challenges of preserving electronic records over time as technology changes. Maintaining the integrity, authenticity, and reliability of electronic records requires proper electronic recordkeeping systems.

Uploaded by

Amirull Adlan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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ELECTRONIC RECORD

KEEPING
IMR664

AHMAD ZAM HARIRO SAMSUDIN,Ph.D.


Faculty of Information Management
Universiti Teknologi MARA
CONCEPTS OF
RECORDS
RECORDS MANAGEMENT
LIFE CYCLE OF RECORDS
PHASES OF LIFE CYCLE OF
RECORDS
RECORDS IN ORGANIZATION
CONCEPTS
 DOCUMENTS VS RECORDS
 TRANSACTIONS IN ORGANIZATION
 RELATIONSHIP AND COMMUNICATION
Terminology
 Records
• Books
• Papers
• Photographs
• Machine readable materials
• Documentary materials
 regardless of physical form or characteristics made
or received by an agency
 In IT-record as a particular set of information
composed of fields of information and a collection of
it comprises an electronic file
Data, Information & Records
Terminology
 Electronic records
• Machine readable records in electronic storage media
• Any information that is recorded in a form that only a
computer can process which may reside in a generic
electronic information system or produced by an
application as word processing or electronic mail (NARA)
 Metadata
• Describes or specifies characteristics that need to be
known about data in order to build information resources
such as electronic record keeping systems and support
records creators and users
• Data about data
Terminology
 Electronic Recordkeeping
• The development of automated processes an
agency uses to manage its electronic records that
support the preservation of an electronic record’s
content but also its context and structure over
time.
 Electronic Recordkeeping System
• Electronic information system that meets an
agency’s recordkeeping needs.
• Records are collected, organized and categorized
to facilitate their preservation, retrieval, use and
disposition to meet agency’s recordkeeping
needs (NARA)
Terminology
 Electronic Document Management System
• is a software that manages the creation, storage,
and control of semi structured documents
• Consist of several technologies including
document management, COLD-computer output
to laser disk, imaging and workflow.
• EDMS is not an electronic recordkeeping system.
• EDMS systems manage a content item as an
individual unit as opposed to preserving its
relationship to a larger group of documents that
provide evidence of the same particular
organizational function.
Concept of Records

 Records
• Recorded information produced or received in the
initiation conduct or completion of an institutional
or individual activities that comprises content,
context and structure sufficient to provide
evidence of the activity.
• It is applied regardless of the format or medium of
recording
Based on the concept….
 A record must relate the activity carried out by a
corporate body or an individual
 The activity and function it supports determine the
provenance of record and the record is evidence of
the activity
 Evidence of activities and transactions is needed for
accountability
 To provide evidence, record must be reliable and
authentic
 Authenticity and reliability dependent on the
content, context and structure of record
 To maintain authentic and reliable records, proper
record keeping systems are needed
The Attributes of Records
 Content is what the record says.
 Context is the background information
that helps explain the meaning of the
document. One piece of information
identifies the particular document, such as
the title, author and date of creation.
Another piece of information identifies the
creator and the purpose of creation, such
as the nature of the business function or
activity or the creating agency and unit
concerned.
The Attributes of Records
 Structure relates to both the appearance
and arrangement of the content (for
example, the layout, fonts, page and
paragraph breaks, tables, graphs, charts
and so on) and the physical or, more
appropriately, logical relationship of the
record to other related records in the
system (for example, where a document is
found in a file folder or in a bound
journal).
CHARACTERISTICS OF RECORDS
 Fixed
• Presented in static form
• Medium or carrier for authenticity
 Organic
• Natural output of work processes
• Sequence of transaction
• Each is related to former or later
 Contextual
• Derive its meaning, usefulness or value-create, maintain and use
• Reflect purpose
 Official
• Official evidence
• Organizational transaction-decisions and action
• Embody the authority of organization and officers
 Unique
• One of a kind
• Its sequences and interrelationship is unique
TYPES OF ELECTRONIC RECORDS
 Records generated using office application like desktop publishing
documents, words processing documents and spread sheet;
 Records of online transaction and other web-based records such
as intranets and extranets;
 Short messaging services, multimedia messaging services and
other electronic communication system;
 Multifaceted documents where by text is combined with graphics
or tables and links may be fixed to provide access to image,
sound and videos;
 Records created through social media such as instant messaging,
blogs, media sharing and other social networking sites;
 Records created through business information system like human
resource systems, databases, work flow systems and other
financial systems.
(The National Archives of Australia, 2015)
CHARACTERISTICS OF ELECTRONIC
RECORDS
Traditional Electronic
 Content recorded on  High density on

medium magnetic/optical
 By means of symbols device
 Direct access  Represented by

binary digits and must


be decoded
 Not directly access-

requires special
platform
CONNECTION BETWEEN CONTEXT AND
MEDIA
Traditional Electronic
 Content recorded on  Recorded on medium but

medium-paper, which has to be separated from


cannot be separated original device and
transferred to another
from time to time due to
technological
obsolescence
 Not permanently attached

to specific medium
CONNECTION BETWEEN PHYSICAL AND
LOGICAL STRUCTURE
Traditional Electronic
 Structure  Structure not readily

apparent(clearly apparent
visible) to users  Every time the record

is transferred to
another device the
physical structure
also changes
IDENTIFYING RECORDS

Traditional Electronic
 Identified by physical  By physical entity but

entity logical entity


 In many cases, entities

parallel to paper records –


letters, contracts, memo
etc
 Other cases less obvious

– database, hypertext and


multimedia
PRESERVING RECORDS OVER TIME

Traditional Electronic
 Preserving – to store  Physical units (storage media) must
physical units (sheets of be stored under best possible
paper, volumes) under conditions but regardless how good
best possible conditions – electronic info. will ‘fade away’ in
to avoid damage and short time (5-30 years)
repair damage when  Computer systems or software
occurs obsolete in shorter period of time –
information cannot be accessed by
successive computer system or
software
 To preserve ER, migration to new
technological platforms needed

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