Management of Electronic Records
Course Content
1st Part
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Introduction
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Records and Information defined: its relation with and differences to other
disciplines of similar nature.
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Life-cycle of e-records
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Retention/Disposal of e-records:
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Why?
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Differences with "back-up"s.
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Archives:
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Defined.
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Why is it important?
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Management of active e-documents
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Functional analysis
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Subject classification
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Case files
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Appraisal and disposition
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Document management
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Differences with records and information management
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Purpose
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Workflow systems
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Associated problems and solutions
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Digitization
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Why digitize?
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For archival purposes (significant intellectual or artifactual value)
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For dissemination of information (high demand for access)
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For preservation?
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Of text
Optical Character Recognition (OCR)
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Problems: High error rates
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Solution alternatives
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Spell checking via artificial Intelligence
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Selecting alternative words via fuzzy logic
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Of images
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Of Sounds
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Of moving images
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Associated problems:
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Preservation issues
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Light level damaging originals?
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Disbinding?
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Book cradles
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Handling procedures
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Use of intermediates and surrogates
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Cost
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Copyright
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Access issues
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Policies
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Naming conventions
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Metadata and finding aids
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Technical issues
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Resolution
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Compression ratios and methods
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Formats and standards
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Obsolescence
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Hardware and Software dependency
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Importance of keeping related documentation
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Alternative solutions suggested:
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Computer museums:
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Emulation
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Legal admissability and authenticity
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How it is done on paper records
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Watermarks
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Structure of the paper and ink
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Diplomatics and style
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Calligraphy
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Signatures, stamps and seals
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E-signatures
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Watermarks
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Biometrics
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Integrity vs alteration (after creation)
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Networking and security
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E-mail management
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Policy
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Importance of forming an e-mail policy
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Steps in forming an e-mail policy
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Why archive?
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Associated problems
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Attachments
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Capturing Metadata
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How to archive?
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Archiving databases (and casefiles)
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Why archive?
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Associated problems.
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How to archive?
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Disaster preparednes
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Back-ups and archival copies:
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Vital records management
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Media durability
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Metadata
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Defined
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Why important?
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Principle of provenance
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How to capture?
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Associated problems
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Standards and Guides for Computer Specialists
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AS 4390: Australian Records Management Standard
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ISO 15489: International Records Management Standard
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ISO 9000: International Quality Standard
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DoD 5015.2 = Department of Defense Design Criteria Standard for
Electronic Records Management Software Applications
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FDA = Food and Drug Administration Guidance for Industry
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MoReq = Model Specification of Requirements for Electronic Records
Management Systems
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The National Archives Digital Preservation Department PRONOM 3 User
Requirements
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PROV= Public Records Office of Victoria Standard 99 07: Management
of Electronic Records
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VERS = Victorian Electronic Records Strategy
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DIRKS = Designing and implementing recordkeeping systems:
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Research and Collaboration Efforts
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INTERPARES = International Research on Permanent Authentic Records
in Electronic Systems
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ERPANET = Electronic Resource Preservation and Access NETwork
2nd Part
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Usability and information architecture
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Search engines
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How they work?
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How to make the best use of them?
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Dublin Core and preservation metadata standards
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XML and its use in putting databases on the web
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The Z39.50 protocol
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The Spectrum standard and its use in museums
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EAD = Encoded Archival Description
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Interoperability of different standards
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