Issues in Electronic Record Keeping - PowerPoint PPT Presentation

About This Presentation
Title:

Issues in Electronic Record Keeping

Description:

UIUC Archives Mission Statement: 'To select, preserve, and make accessible an ... Archives: 'are the organized noncurrent records of an institution or ... – PowerPoint PPT presentation

Number of Views:28
Avg rating:3.0/5.0
Slides: 14
Provided by: ProM84
Category:

less

Transcript and Presenter's Notes

Title: Issues in Electronic Record Keeping


1
Issues in Electronic Record Keeping
  • Presentation to Electronic Records Working Group

Chris Prom, Assistant University Archivist
2
What Ill Cover
  • University Archives Interest in Electronic
    Records
  • What are Records and Archives?
  • Transience of Electronic Information
  • A Few Examples
  • Legal and Administrative Issues--Discussion Later

3
UIUC Archives Mission
  • UIUC Archives Mission Statement To select,
    preserve, and make accessible an authentic record
    of the programs, people, and operations of the
    University of Illinois
  • Includes administrative functions, teaching,
    research, student life
  • General rules and State Law mandate records
    management functions related to paper and
    electronic systems

4
What are Records and Archives?
  • Records all books, papers, maps, photographs,
    or other official documentary materials,
    regardless of physical form or characteristics,
    made, produced, executed or received by any
    agency in the State in pursuance of state law or
    in connection with the transaction of public
    business and preserved or appropriate for
    preservation by that agency or its successor as
    evidence of its organization, function,
    policies, decisions, procedures, operations, or
    other activities . . . or because of the
    informational data contained therein 5 ILCS 160
  • Archives are the organized noncurrent records
    of an institution or organization retained for
    their continuing value in providing a) evidence
    of the existence, functions, and operations of
    the institution or organization that generated
    them, or b) other information on activities or
    persons affected by the organization.
    (University Archives Definition)

5
Simpler Definitions (Phil Bantin, Indiana
University)
  • Records recorded information in any form
    created or received and maintained by an
    organization or person in the transaction of
    business or the conduct of affairs and kept as
    evidence of such activity
  • Archives documents made or received and
    accumulated by a person or organization in the
    course of affairs and preserved because of their
    continuing value

6
How do records differ from data or information?
  • Part of a filing system
  • Not just information, but the consequence or
    product of an event
  • Are recreatable in the future, inviolate
  • Trustworthiness less susceptible to legal
    challenge
  • Have appropriate metadata
  • Appraisal Not all electronic records can or
    should be retained permanently

7
Why keep electronic records and archives?
  • Wise investment of University resources
  • Risk management
  • Allow for informed decisions
  • Provide permanent evidence of rights,
    obligations, entitlements
  • Support rule of law and provide accountability
  • Communicate social, political, and cultural
    values
  • Education, research, and personal enrichment

8
Our Assumptions
  • Electronic records are now as or more important
    than paper
  • Electronic Records needing attention include ERP
    systems, EDMS, websites, e-mail, files created in
    desktop applications, scanned images of paper
    documents, others
  • Preserving appropriate records requires
    partnerships between record creators,
    technologists, legal counsel, archivists,
    librarians, auditors, and others.

9
Transience of Electronic Records
  • Often created dynamically the record is
    assembled from a variety of sources, but does not
    exist as a discrete item until created
  • Systems may lack appropriate metadata to allow
    for recreation of record
  • Decentralized work processes
  • When is record created?
  • When can it be captured?
  • Most records depend on software
  • Media on which records are stored is frail

10
Transience Issues (Slide 1)
  • Transaction Processing Systems (DBMS, ERP, Data
    Warehouses)
  • limit data redundancy, improve integrity
  • good for current business or intermediate
    reporting needs
  • not designed to capture business records
  • often keep excessive amounts of data much longer
    than necessary for legal or administrative reasons

11
Transience Issues (Slide 2)
  • Electronic Document Management Systems (EDMS)
    and Records Records Management Systems (ERMS)
  • Paper-based subject files are disappearing
  • EDMS
  • most offices do not use one
  • no provision for file management, retention,
    disposal
  • ERMS
  • less common (TRIM, Provenance Systems)
  • DOD 5015.2
  • includes filing system for items of record
  • requires retention periods, version control
  • Reduce information liability provide risk
    management

12
Transience Issues (Slide 3)
  • Websites
  • constant change
  • dependencies on other sites, hyperlinks
  • E-mail
  • lack of appropriate metadata (e.g. recipient
    lists)
  • no control over retention of important e-mail
  • usually not managed in EDMS or RDA

13
Examples of Records Needing Attention
  • Data being migrated to UI Integrate
  • Department and office files
  • Documents to be managed by OTG system
    (preliminary survey indicates no record-keeping
    component, limited version control)
  • Web-based resources
  • Course Catalog (U Mich example)
  • Campus Administrative Manual
  • Student Web Pages
  • Email
Write a Comment
User Comments (0)
About PowerShow.com