Electronic Records - PowerPoint PPT Presentation

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Electronic Records

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Electronic Records Chapter 11 – PowerPoint PPT presentation

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Title: 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
24
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25
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26
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27
  • 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

31
(No Transcript)
32
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33
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34
(No Transcript)
35
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
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