Council on archives international records management trust
Describing and Documenting
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Describing and DocumentingThe next step in an electronic records programme is to establish processes for describing the electronic records and documenting the contents of electronic files. Adequate documentation makes it easier to use electronic records. In this sense, it is an important supplement to the regular descriptive finding aid produced by the archivist or records manager. Documentation improves the quality of interpretation and provides a means of disseminating information about a file to potential users. It also reduces the need for reference staff to answer many specific questions about the file. Documentation is an important supplement to the regular descriptive finding aid. In these respects, documentation of electronic records fulfils the same function as registers and inventories of archival records in more conventional formats. Thorough description of electronic records is essential because the records are unusable without adequate documentation and the technical characteristics require an item-level description of each data element. Each archival institution must also maintain records needed for in-house administrative and maintenance functions for electronic records. Such in-house records as accession and processing records, tape maintenance logs and records of usage are not part of the user’s guide. While there are few commonly accepted standards for adequate documentation, data archivists generally agree on what constitutes minimal documentation. Essential documentation must include a description of the file’s identity, contents and organisation. Normally this information is conveyed through a finding aid (that is, a user’s guide or documentation package) consisting minimally of a title page, abstract, codebook and printouts of selected records from the file. Archival repositories may choose to describe and catalogue electronic records according to the agreed descriptive standard (eg ISAD(G), MARC AMC, RAD, MAD, or in-house descriptive and cataloguing conventions). It is not unusual for electronic records to be described in two or more formats, to suit traditional archival practice and electronic records requirements. For more information on description, see Managing Archives. Providing AccessThe final step in an electronic records programme is the development of reference services and provisions for user access to the records. Possible services range from simply making the data and related documentation available to providing programming assistance and statistical consultation. Each repository must develop its own policies regarding the extent of user services. These policies should be based on
Each repository has a minimum obligation to provide physical access to electronic records along with adequate documentation. Normally, physical access is arranged by creating a user copy of the desired data file which the researcher takes to a computing centre for additional processing and analysis. Physical access to the archival master copy should not be granted under any circumstances because of the potential hazard of damage to or alteration of the data. The repository should offer users some choice of technical specifications governing the exact physical format of the data file to assure maximum compatibility with other computer systems (choices may even include a printed facsimile). Every repository should be capable of providing these basic services to ensure equal access to all patrons regardless of their technical skills or access to computing facilities. The provision of physical access through user copies or printed transcriptions relieves the archival institution of the burden of providing elaborate technical support. More elaborate user services are desirable and may be necessary to meet the needs and expectations of the researchers. Some users request extracts from a file rather than a copy of the entire file. Others are interested in the data pertaining to only one case or a few cases and wish to search through a data file for the relevant records. If possible, the archival institution should develop the capacity to provide data files or extracts that meet precise user specifications. Policies governing access to confidential information can pose an acute problem for many data archives because of the tendency to collect relatively recent, micro-level data, some of which may have been collected with assurances of confidentiality. A variety of practical techniques exist to mask the identity of individual cases in an electronic data file (record). The most common technique is to create public-use or disclosure-free versions. Computer technology makes it possible to delete personal identifiers (names, addresses and so on) from a file prior to its release. However, the removal of personal identifiers does not always provide adequate protection against disclosure of individual identities. Statistical (or deductive) disclosure can occur when a case has a unique characteristic or a combination of attributes that permits its identification solely on the basis of its outstanding features (such as an income in excess of a certain amount). The risk of statistical disclosure may require additional processing of the data set prior to its release. Repositories should not release public-use versions of restricted records without the approval of the original custodian and review by statistical experts. Any techniques used to mask disclosure of individual names should be fully documented in the user’s guide. The repository should always maintain a complete version of the original data for use in the event that access restrictions are modified or removed. The acquisition of electronic records often requires expanded reference services. The user’s guide is the basic reference tool for data files and, if adequate, contains enough information to enable researchers to access and analyse each data file. Each repository should actively promote the use of its electronic records by publicising its holding as widely as possible. Many users come from the social sciences, economics, business, education and the natural sciences. Many are unaware of the services offered by traditional archival institutions. In order to reach these groups, holdings should be publicised through wide dissemination of abstracts, published guides to electronic records, special subject guides and inclusion of electronic records in general repository guides. Archival repositories have a minimum obligation to provide physical access to electronic records along with adequate documentation. Activity 30 What specific considerations would you take into account when considering an access policy for electronic records in your own archival institution? Directory: documents -> educ training -> public sector rec documents -> Concept stage documents -> The great global switch-off documents -> Nonprofit grant application documents -> The Truth about the Rwandan Genocide documents -> Annual InStructional unit plan documents -> Chaos equipment included public sector rec -> Council on archives international records management trust Download 0.83 Mb. Share with your friends:
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