RECORDS MANAGEMENTJudith Read and Mary Lea Ginn

Chapter 11Electronic 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

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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

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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

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PRNewsFoto/Imation Corp/AP Photo

Data Input

• Scanners• Bar codes and RFID• OCR• Fax machines• Handheld devices• Push technology

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Courtesy of Palm. Inc.

Push technology can deliver e-mail and other data on smartphones.

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

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Retention and Disposition

• Duplicate records• Media compatibility and stability• Access• E-mail records• Active and inactive records storage

– Working copies– Storage copies– Master copies

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Records Safety

• Protective measures• Records conversion and backup• Protection against computer viruses

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Records Security

• Security policies and checks• Security measures

– Locks– Passwords– Firewalls

• Data protection• Security for faxed records• E-mail retention policies

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Photographer’s Choice/Getty Images.

Security systems help protect sensitive records.

Image Media

• Microforms• Micrographics• Resolution• Density• Reduction ratio• Magnification ratio

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Roll microfilm is a popular choice for long-term storage.

© James E. Knopf, 2010/Licensed from Shutterstock.com

Microfilming Procedures

• Document preparation• Indexing

– Flash target indexing – Sequential frame numbering– Blip coding– Bar coding

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Microfilming Equipment

• Rotary camera• Planetary camera• Step-and-repeat camera• Aperture card camera• Filmer/scanner

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Production Equipment

• Microfilm processor • Master microform• Generations of microforms• Contact printing• Microfilm jackets• Aperture card mounters

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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

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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)

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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

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Software

• Tracks and manages physical, electronic, and image records

• Increases rapid access to records• Reduces the number of misplaced records

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