records management, ninth edition - · pdf filedatabases in records management
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RECORDS MANAGEMENTJudith Read and Mary Lea Ginn
Chapter 5
Electronic File Management
Copyright 2011 South-Western, Cengage Learning
Electronic Databases
• Database—a collection of related data stored on a computer system
• Organized for rapid search and retrieval of data
• Microsoft Access is a popular database program
2
Database Elements
• Table – Holds data in the database
– Organized in fields and records
• Field– One or more characters treated as a unit
– Examples: name, date of birth, age
• Record– All fields in the table related to one thing, person, place,
or organization
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Example Database Table
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Finding Information in a Database
• Find feature– Looks for data you specify
– Looks in all or selected fields
• Queries and reports– Look for data you specify
– Have more advanced options than the Find feature
– Summarize data in a table or query
– Sort results
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Example Database Report
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Databases in Records Management
• Database index of records– Physical records
– Electronic records
• E-commerce– Web server application software queries or displays the
database
– Examples: ordering products online, signing up for an online newsletter, generating a pick list for items ordered
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How Computers Sort Data
• Computers read/sort numbers
• Character standards use numeric codes to represent symbols, numbers, and letters– ASCII
– ANSI
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Sorting Differences
• A computer data sort may differ from a manual data sort– Titles and suffixes
– Numbers in business names
– Spacing and punctuation
• Indexing order field in a database– Data is entered according to manual filing rules
– Computer sort will match a manual sort
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Electronic Record Life Cycle
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Creation and Storage
• Electronic files are created in software programs – A unique filename is given to each file/record
– Files are stored on a hard drive, DVD, or other device
• Folder structure– A folder or directory is a subdivision of storage space
– A path (the drive, the folder, and filename) indicates where a file is stored
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C:\Records Management\Chapter 4 Review Questions
Use and Distribution
• Through electronic channels– E-mail
– Text messages, tweets, and instant messages
– Blogs, wikis, Internet forums, webinars, and podcasts
– Intranets
– Shared folders on a LAN
• Through printed documents– Regular mail
– Facsimile
– Courier
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Maintenance
• Moving files and folders
• Copying files and folder
• Backing up files and folders
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Windows Explorer provides Cut, Copy, and Paste
commands on the Organize menu.
Disposition
• Records are disposed of– According to a records retention schedule
– By destruction (or)
– By transfer to permanent storage
• Data migration
• Deleting files
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Managing Data on Portable Devices
• Portable devices– Cell phones and PDAs
– Mini computers
• Tools
• Synchronization with other devices
• Device informationsecurity
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PRNewsFoto/Verizon Wireless/Newscom
Portable devices allow users to organize
and share data.