Formats for electronic records

Formats for electronic records

• 
  Data sets: These are groups of related electronic records organised and treated as a unit. Data sets are created, managed and used in the context of a database. For example, a data set could contain annual census information for a region.
  
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  Text-based documents: These are primarily basic word-processed documents, with words only and few or no graphic images. However, it is already common for a single word-processed document to include embedded elements created by other software applications. For instance a spreadsheet from Microsoft Excel could be imported into a report being created using Microsoft Word. In addition, the word-processed report may include a chart created using Microsoft PowerPoint.
  
• 
  Multi-dimensional documents: Some forms of electronic record can be represented in more than one way on the screen and on the printed page. A spreadsheet can be represented as a set of figures and formulae or as the result of the calculations. Both representations are part of the record, although it may not always be necessary to retain both of them. Similarly, a presentation may consist of a set of prepared slides and notes displayed and used in different ways.
  
• 
  Multi-media documents: Such documents are composed of a number of different elements, which interact together to display their full meaning. They include graphical, moving image, sound and text documents, which may appear differently at different times in response to variations in user interaction.
  

Find an example of a data set, text-based document, multi-dimensional document and multi-media document created by your organisation. (Note: it may not be possible to locate an example of each type.) What software application was used to create each one? What business function does it support? Why was this type of format considered most appropriate for the purpose?

Summary

This lesson has explored the main technological trends that have led to the creation of electronic records, including mainframes, personal computers and networks. It has explained that electronic records are fundamentally the same as other kinds of records but they have special characteristics because of the medium in which they are created and stored. All records have content, context and structure, but with electronic records these attributes have to be analysed separately. The lesson described the main electronic record format types.

Study Questions

1. 
   What are the main differences between ‘traditional’ paper records and electronic records?
   
2. 
   Why do records professionals need to become involved in records from the point of creation?
   
3. 
   What are the four main uses of computers for record keeping in government?
   
4. 
   What is ‘batch processing’?
   
5. 
   What was the initial impact of records generated by mainframe computers for archivists?
   
6. 
   What are the main problems for accessing information over time associated with the spread of the use of PCs?
   
7. 
   What are the differences between a mainframe computers, PCs and network computing?
   
8. 
   Define the term ‘electronic record’.
   
9. 
   What is the difference between records and data?
   
10. 
    What are the three attributes that every electronic record possesses?
    
11. 
    Name four main electronic record format types.
    

Activities: Comments

Activities 1-6

All the activities in this module are designed to help you examine your institution’s existing electronic records management issues in relation to the suggestions and recommendations offered here. You are encouraged to examine your findings for each activity and compare them with the information provided throughout this module.

Lesson 2

Electronic Record-keeping Systems

Electronic records do not exist in isolation. They are created by organisations and individuals for specific purposes. To be readily accessible to others, electronic records need to be captured in record-keeping systems.

One of the most significant problems facing organisations that create and use electronic information is that electronic systems are seldom designed to keep records. They do not capture the structural and contextual information, or metadata, that describes how the record was created, how it is arranged (its form), who created it and what business function and transaction led to its creation. This creates two main problems. First is a risk that, without information about the record’s or data’s structure, it may be difficult if not impossible to retrieve it in the future if the software and hardware used to create it becomes obsolete. Second, without context, the record is meaningless.

This lesson explains how records managers and archivists are exploring how to use metadata and standards to ensure that electronic records can be migrated on to new systems without losing the information needed to understand them.

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

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