RECORDS MANAGEMENT Judith Read and Mary Lea Ginn Chapter 11 Electronic and Image Records Copyright 2011 South-Western, Cengage Learning
Electronic and Image Records Electronic record Stored on electronic storage media Can be readily accessed or changed Digitized data that must be translated by a computer or other type of equipment for use Often referred to as a machine-readable record Image record A digital or photographic representation of a record On any medium such as microfilm or optical disk 2
Magnetic and Optical Media Magnetic media A variety of magnetically coated materials Used by computers for data Examples include hard drives and magnetic tape Optical media A high-density data storage medium Digitally encoded information is both written and read by means of a laser Examples include optical disks, CDs, and DVDs 3
Removable Storage Devices Advantages Secure placement in locked cabinets or vaults Reliable backup for internal hard drives Easy transfer of data between computers Flash drive A small printed circuit board encased in a hard plastic covering Large storage capacities PRNewsFoto/Imation Corp/AP Photo 4
Data Input Scanners Bar codes and RFID OCR Fax machines Handheld devices Push technology Courtesy of Palm. Inc. Push technology can deliver e-mail and other data on smartphones. 5
Storage and Retrieval Procedures Indexing electronic records Provides the means to locate, group, retrieve, and manage documents Fields can be used to categorize documents, to track creation or retention dates, or to enter keywords Retrieval Consistency in naming directories, subdirectories, and files is important An index of directories, subdirectories, and filename categories should be kept to speed retrieval 6
Retention and Disposition Duplicate records Media compatibility and stability Access E-mail records Active and inactive records storage Working copies Storage copies Master copies 7
Records Safety Protective measures Records conversion and backup Protection against computer viruses 8
Records Security Security policies and checks Security measures Locks Passwords Firewalls Data protection Security for faxed records E-mail retention policies Photographer s Choice/Getty Images. Security systems help protect sensitive records. 9
Image Media Microforms Micrographics Resolution Density Reduction ratio Magnification ratio James E. Knopf, 2010/Licensed from Shutterstock.com Roll microfilm is a popular choice for long-term storage. 10
Microfilming Procedures Document preparation Indexing Flash target indexing Sequential frame numbering Blip coding Bar coding 11
Microfilming Equipment Rotary camera Planetary camera Step-and-repeat camera Aperture card camera Filmer/scanner 12
Production Equipment Microfilm processor Master microform Generations of microforms Contact printing Microfilm jackets Aperture card mounters 13
Commercial Imaging Services Provide a practical alternative to in-house processing of microforms Offer services such as microfilming, duplicating, and producing microfilm jackets and aperture cards Often used to store master copies of vital records 14
Storing, Retrieving, and Viewing Microform storage copies are for retention purposes Microform working copies are for viewing, printing, or scanning Display devices Microform readers Viewers and projectors Reader/printers Microfilm drives (M drives) 15
Image Records Retention Microfilm records can be preserved for decades often used for vital records CDs and DVDs have useful life spans ranging from 10 to 100 years Remastering making new copies of a master record 16
Software Tracks and manages physical, electronic, and image records Increases rapid access to records Reduces the number of misplaced records 17