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Trends (and Some Issues) in Electronic Records Management

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Trends (and Some Issues) in Electronic Records Management William Saffady, Professor College of Information and Computer Science Long Island University – PowerPoint PPT presentation

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Title: Trends (and Some Issues) in Electronic Records Management


1
Trends (and Some Issues) in Electronic Records
Management
William Saffady, Professor College of Information
and Computer Science Long Island University
2
Important characteristics of electronic records
  • ? Contains machine-readable rather than
    human-readable
  • information
  • ? Information originates as electronic signal
  • ? Any type of information
  • ? Quantitative data
  • ? Character-coded text
  • ? Images
  • ? Sound
  • ? Electronically encoded digital or analog

3
Important characteristics of electronic records
  • ? Originating devices
  • ? Computers of all types
  • ? Scientific and medical instrumentation
  • ? Video recorders
  • ? Audio recorders
  • ? Obsolete devices
  • ? Physical forms
  • ? Magnetic media
  • ? Optical media
  • ? Other

4
Issues and Concerns
? Growth of electronic records ? Quantity
paper vs. electronic records ? The cause
proliferation of information processing
technology computers, storage,
software ? E-business and E-government
initiatives ? Importance of electronic
records ? Many support mission-critical
applications ? Computers automate most
important activities, store most valuable
information ? Computer records more complete
than source documents
5
Issues and Concerns
? Inadequate controls for creation, storage,
retention ? Computers are commonplace but
operational guidelines are rare ? Many
records management decisions guided by user
discretion ? Information redundancy ? Same
information in electronic and non-electronic fo
rmats -- the problem of official
copies ? Problems of space, control,
coordination of retention actions
6
Issues and Concerns
  • ? System dependence
  • ? Hardware
  • ? Software
  • ? Media stability
  • Data migration requirements
  • Periodic recopying of media
  • Periodic conversion of records to new file
    formats
  • ? Remote access an advantage and a security
    problem

7
Issues and Concerns
  • ? E-discovery issues
  • ? The duty to preserve evidence in all
    formats
  • ? Amended Federal Rules of Civil Procedure
  • Broadens discovery process to include records of
    all types
  • Electronic records must be produced in usable
    format
  • Attorneys must understand electronic
    recordkeeping
  • infrastructure
  • Accessibility of backup copies, archived copies,
    legacy
  • data

8
Some Ideas and Trends
  • ? The declining cost of storage
  • ? Do retention guidelines play an important
    role in cost
  • reduction?
  • ? Are retention actions cost-justifiable?
  • ? Concept of Total Cost of Ownership for
    electronic
  • storage -- is purging more expensive
    than keeping?
  • ? Cost consequences of indefinite retention
    beyond
  • storage costs
  • The problem of email and fileshares
  • Problem of discretionary retention
  • Does a uniform maximum retention period make
    sense?

9
Some Ideas and Trends
  • Electronic records as official copies
  • Definition
  • Advantages compactness, reusability, backup
  • Complications for long retention
  • Data migration requirements
  • Keeping legacy systems in service
  • Born digital vs. conversion of paper records to
    digital formats for retention

10
Some Ideas and Trends
? Software solutions ? Email vaults ?
Records management application software ?
Concept -- relationship to document
management software ? Role of DoD
5015.2-STD ? Preconditions for successful
implementation ? Retention schedules
cover electronic records ? File taxonomy
to organize records ? Document management
software for active records ?
Automatic categorization
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