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CHAPTER 1: DEFINITION OF TERMS, SITI AISYAH SYAFIQAH BINTI YUSOF,…
CHAPTER 1: DEFINITION OF TERMS
Data
.-Represent of information in a formalized manner suitable for communication, interpretation and processing generally by a computer system.
-Raw data refers to unprocessed data.
Informaiton
-Lead to knowledge regardless of the medium of it conveyance to a persons or more.
-A knowledge that human beings perceive through one or more of their senses.
Document
-Can be defined as the smallest unit for filing.
-Also referred as a non-paper based such as computer file.
Record
-A recorded information, regardless of media or characteristics, created or received and used in the operation of organization.
-Provides evidence of a business transaction.
-A record is a document with evidentiary value.
Types of Record
Public Record
-Record created or received and maintained in any public sector agency.
Private Record
-Record created or received and maintained by non-governmental organization or individuals relating to their private and public affairs.
Records can be used:
-In pressing for claims due to a person
-To show that someone is responsible for a particular action.
-To tell us the story of what has happened in the past.
-To boost the corporate image of a particular firm by showing the success in its long past.
-To tell us of our past mistakes and provides continuity in charting our future.
The Form of Record
Certificates
Circulars
DIsk
Film
Form
Files
Microfilm
Poster
Report
Signs
Record Center
Building designed or adapted for the low cost storage, maintenance and communication of semi current records pending their ultimate disposal
Archives
-Archives will normally be preserved in archival repository (storehouse/warehouse).
Types of Archives
Private Archive
-History of institution, corporation or family
Public Archive
-Federal, state and local government
-Primary purpose and permanent value
Manuscript Collection
-Unpublished sources of records of a particular activity.
Archival Repository
A building or part of a building in which archives are preserved and made available for consultation also known as an archives.
Evidence
-An indication, sign, testimony, in support of a conclusion.
Characteristics
Permanence
-Recorded information should be permanent so that it can be used as evidence.
Authentic
-Document accurately what actually transpired and indicate what was actually what was actually the state of affairs at a particular point on time.
-They cannot be changed or altered as an afterthought.
Values as Official Source of Information
-Record should have authority so that they should be considered to be true, official account or report that will have universal validity as the one true record
Unique
-Record are unique in that they are document of a single or individual event or transaction that will not be repeated in the same time, at the same place or for the same action.
SITI AISYAH SYAFIQAH BINTI YUSOF
(2019460512)
