RECORDS MANAGEMENTJudith Read and Mary Lea Ginn

Chapter 11Electronic Records File Management

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Electronic Records Life Cycle The need to organize electronic files is more important than ever

When an electronic record is created and saved, it is also classified

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Creation of Electronic Records Electronic files are created in specific software applications and file formats

A compressed file format saves a file using less storage space

Electronic files are stored on a computer’s hard drive, on shared drives, on local area networks (LANs), or in the cloud

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Folder Structure and File Names Dividing storage space into folders is an important part of managing

electronic information

A folder can hold many files or subfolders

Using meaningful filenames is important in managing electronic files

When naming files, think about how the data might be requested

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Classification of Electronic Records Classifying records provides the means to locate, group, retrieve, and

manage them

Classification involves planning and making decisions

Metadata is structured information related to a record

Common metadata elements include the title, subject, author, keywords, and comments

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Taxonomies A taxonomy is a high-level, hierarchical classification system for records

An enterprise-wide taxonomy usually has three levels Level 1 is a key business area Level 2 is a function within a business area Level 3 is a specialization or process within a function

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File Plans A file plan is a classification scheme that defines and identifies all files

It includes indexing and storage of the files and referencing the disposition schedule

Taxonomies and file plans work together to generate unique file plan numbers

File numbers or unique identifiers help with classification of records

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Use and Distribution Use and distribution of records can be through several electronic channels

E-mail Intranets Shared folders

Programs that search for files on a computer drive, LAN drives, or intranet are important tools for electronic records management

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Retention and Maintenance A records retention schedule is used to specify how long to keep the

records

Maintenance of electronic files follows scheduled times for disposing of files

E-mail, text messages, and tweets may be obtained as evidence during e-discovery procedures

Established e-mail policies should be followed

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Moving and Copying Files Files and folders can be moved or copied as part of managing electronic

records

The copy may have a different name than the original file or folder

Copying allows files to be available in two or more locations

Data migration is used to copy electronic folders and files onto new media

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Backing Up and Restoring Data A backup is a copy of electronic files and/or folders

Backups are made as a precaution against the loss or damage of the original data

Users should follow a regular schedule to back up vital and important electronic records

If data is lost or damaged, it can be restored using backup copies

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Inactive Records Storage and Archives Storage copies of electronic records may be recorded onto magnetic or

optical media

Storage copies may be used only for making additional working copies

The long-term quality of magnetic storage media has not been determined

Microfilm remains a popular medium for long-term storage of vital records

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Inactive Records Retention Managers need to develop total life cycle retention periods

The records retention schedule reflects the length of time the data should remain in computer-accessible form

After that time has expired, all data should be purged from all storage devices supporting the system

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Disposition of Records The final step in a records life cycle is disposition

An inactive record can either be destroyed or preserved indefinitely

If a record is to be destroyed, it must be done correctly and completely

To dispose of files on a magnetic disk, the files must be deleted, and the space the files occupied must be overwritten

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Electronic Databases An electronic database is a collection of related data stored on a computer

system

The data can be used with various applications

Databases are organized especially for rapid search and retrieval of specific data

A variety of database programs is available

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Database Elements A database contains tables that hold the data in fields and records

A field is a set of one or more characters, such as a name, treated as a unit of information

Fields related to one person or organization make up a record

A query is used to instruct the program to find specific information

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Using Databases in RecordsManagement and E-Commerce An electronic database allows rapid creation of documents such as mailing

labels

In e-commerce, a database is used with web server application software to provide data or complete transactions

Push and pull technologies deliver data to a smartphone or other mobile device

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Resource Read, J., & Ginn, M. L. (2015). Electronic Records File Management. In Records

management (10th ed.). Boston, MA: Cengage Learning.

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