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APPRAISAL OF ELECTRONIC RECORDS - Coggle Diagram
APPRAISAL OF ELECTRONIC RECORDS
Supplementary Application
Lack sufficient detail to merit retention
Many voluminous series of case files have automated indexes, called case management systems
Updates
Updating electronic records and data is common practice
Affects the appraisal of the information value
Conten of a database may
change from day to day
Hardware Dependence
Files that can only be accessed using particular hardware
Cannot be rewritten in a standard format on magnetic tape
Software Defendence
To access a data file or record
Designed with special utility programmes
Readability
Render a data file or record unusable
Evaluate the physical quality of the storage medium
Appraisal criteria of Electronic Record
The level of agregation
More readily interpreted and less voluminous than micro-level data
Un-aggregated micro-level data has the greatest potential for future secondary analysis
Paper-based environment, summaries, aggregations and statistical reports
Format
Determine the most desirable format for long-term retention
Records exist in both electronic and paper form
It is important to consider how the records are likely to be used
Appraisal
The identification and selection of potentially permanent electronic data and records is a complex process
Appraisal requires a content analysis and a technical analysis
Most electronic records do not have sufficient value
Archivists appraise information in computer files using the same general standards
Who is responsible of Appraisal
Record manager
Archivist
Information Technology Specialist
Records creator
Records that do require continued preservation
Document essential agency functions
Contain important and unique information
Provide automated access to other permanent records
Costs
Processing and preserving electronic files
Consider some of the potential advantages of keeping electronic records
Records Linktage
Consideration must be given to the existence of related data files
Possible but time consuming
Refers to the practice of combining data on identical
The potential for records to link to other records
Introduction
Built into the normal practice of records management
Electronic records are unlikely to survive neglect
Traditionally, paper records were appraised long after they have been created, used and stored.
Restrictions an Access to Personal Information
Electronic records and data offer greater flexibility in handling restricted information
Many electronic data files and record content confidential information
Format
Determine the most desirable format for long-term retention
Records exist in both electronic and paper form
It is important to consider how the records are likely to be used