Electronic Records

1
Electronic Records

• Chapter 11

2
Electronic Record

• Stored on electronic media
• Computer
• Audio recording
• Video recording
• Accessed by electronic equipment
• Digitized
• Easily changed

3
Data

• Groups of characters representing specific values
  or conditions

4
Information

• Data that have been analyzed, interpreted, or
  compiled into meaningful form.

5
Networks

• Computers connected by communication lines
• Share information and resources
• LAN local area network
• WAN wide area network

6
Magnetic Media

• Disk
• Tape
• Optical Laser

7
Data Storage

• http//www.maxtor.com/portal/site/Maxtor
• http//www.rackmountsolutions.net/

8

• http//www.jegsworks.com/Lessons/lesson6/lesson6-9
  .htm
• http//products.emtec-group.com/en/en/Professional
  _Media/Data_Media/

9
Systems Concept

• Interdependent group forming a unified whole

10
Phases of System

• Input
• Process
• Output
• Controls
• Feedback

11

• What kinds of equipment do we use for data input?

12
Indexing

• Consistency important
• Records on individual computer need to be
  accessible to others
• Indexes for off-line records
• Department
• Type of record
• Dates/batch/
• Type of computer created on
• Type of software used

13
Disposition

• Routine backups
• Routine destruction
• What kinds of issues or problems do we see with
  the disposition phase of electronic records?

14
Media Issues

• Media compatibility
• Access equipment
• Software generations
• Media stability
• Vulnerability to damage
• Quality retention

15

• REO_End_User_05_2005.ppt

16
E-mail and Internet Usage

• Uniform retention policy
• Consistent naming and indexing
• Use filtering to save time

17
Email Filters

• Plan
• Look at types of email received and frequent
  senders
• Create appropriate folders
• Types of email or correspondents
• Create filters
• Automatically sort email into folders

18
Network Safety and Security

1. Use better passwords and change them frequently
2. Install system patches
3. Use and update virus software
4. Install a personal firewall
5. Be suspicious of unknown email senders
6. Backup important files regularly

19
Hoaxes, Viruses, and Chain Letters

• http//urbanlegends.about.com/library/bltop25.htm

20
Image Records

• Digital or photographic representation of a
  record
• Microforms
• Microfilm
• Microfiche
• Aperture cards
• Microfilm jackets

21
Image Records
22
Microfilm

• Can be produced from paper documents
• Can be produced from printer files.

23
Microfilm
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• Image Record - A photographic representation of
  a record
• Microimage A reduced image
• Microrecord A reduced image of a document or
  record

28

• Where are micrographic records used?

29

• Why is this technology important?

30
Microfiche

• Sheets with multiple images
• Can be reproduced
• Can access by scrolling down/across the sheet

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Micrographics Filming of records

• Preparing records - How do we index and prepare
  records for microfilming?
• Filming records What are the concerns about
  filming records?
• Indexing
• Flash
• Frame numbering
• Image quality

36

• Film processing
• Storage
• Retrieval
• Viewing

37
Equipment

• Viewers
• Safe storage
• Jackets or cards