Advantages And Disadvantages Of Record Management

It is essential for organisations to keep up to date and accurate records to ensure efficient

Managing information as an asset, also known as document and records management or content management is information that companies must protect. The information can be in the form of audio or video tapes, images, documents, hard drives, reports or individual knowledge known as tacit knowledge in the business industry. The value of the information and not the company infrastructure is where the greatest opportunity presents itself. Companies must focus their efforts on increased efficiency to manage all areas of information as company assets. Through management of information as an asset, companies can allow the appropriate access to qualified or

Well-organized file names and folder structures make it easier to find and keep track of data files. A system needs to be practical and used consistently. Without organization, you cannot report data effectively.

Metadata will include access management, preservation, administrative, descriptive, technical and structural data. Much of the metadata will have to be created. The original volumes had no table of contents, index, or other description of the records. Additionally, volumes were arranged chronologically with no attention paid to document type, source, or content. In addition to author, title, publisher, and date, descriptive metadata will be expanded include keywords regarding subjects, individuals, locations, or events referenced in the document, as well as any related documents. This will be a time consuming and costly effort, but it required to maximize the value of the online data to researchers, students, teachers, etc. An index for all volumes was completed after the fact in 1909 and that index will be incorporated into a referential database behind the web page front end, rather than in the metadata itself. A complete list of metadata elements are provided in Appendix

The choice on how to keep records can depend on the organisation size and resources and should be in line with the business needs. Some organisations might choose a mix of manual and electronic methods, keeping some hardcopy of important documents like photocopies of ID/Passports.

Chapter 7 discusses compression algorithms. Compressions are used often and sometimes we may not even be aware of it. The items we download or upload may be compressed in order to save bandwidth. Chapter 8 discusses the fundamental algorithms underlying databases (MacCormick, 7). This chapter emphasizes the techniques used to achieve consistency and to ensure that databases never contradict each other. Chapter 9 discusses the ability to ‘sign’ an electronic document digitally (MacCormick, 7). Chapter 10 discusses algorithms that would be considered great if it existed.

The two main methods of storage are manual and electronic, both methods having their own benefits. The data can be used for analysis to assist the organisation fulfil its future goals and overall vision. All data must be stored in such a way that it complies with the regulations put in place by the government. This not only protects the organisation, but each and every member of the public.

The system must be easily understood to others who may need access; creating only the records that are necessary, using a sensible and logical naming system, keeping the files and records up to date by sorting them regularly are ways to keep the system productive, simple and efficient. Faster filing and retrieval,

The purpose of this document is to establish a framework for the implementation and maintenance of an appropriate records management system. Innovative Widget is committed to maintaining a records management system that meets its business needs as well as its legal and accountability requirements.

The study sought to assess the extent to which records management practices were aiding the effectiveness and efficiency of the NUST Department of Works. The aims and objectives were to establish strategies used to manage records in the NUST Department of Physical Planning Works and Estates and to explore methods used to preserve and conserve the department’s vital records just to mention a few. It was the assumption of the study that there is a near total collapse of records management systems at the NUST Department of Physical Planning and Works and that study was significant because the findings were going to be used by records students undertaking records management studies. The literature review maintains that an effective records management program anchor on a written records management policies, standards and procedures. The researcher used a case study research design where a single department of NUST was chosen for this study. The population of the research comprised of all NUST

EDM allows for the management of diverse types of document storage in an organization using collaboration software and storage ("IBM FileNet", n.d.). Each line of business has diverse business processes and procedures for storing and retrieving their internal documents. Each document that is loaded in the EDM system, IBM FileNet, is stored with particular metadata and retention record information. Choice lists are maintained to aid the user with data integrity and consistency. Furthermore, the document owners can request their file to be content-based retrieval enabled. This allows for keyword searches within the application to find documents based on keywords, not just metadata captured during the original load or check-in of the

Computer databases are electronic filing system and are usually accessible on a computer network. The benefit of this method is that file access is so easy and quick by using a search process. Faster data access time can increase the productivity of managers and other employees who use data on a regular basis. Another benefit of such a system is that since electronic data is easy to backup in multiple locations, reducing the potential of a permanent data loss. The disadvantages of the electronic file system is that it prone to security since the computers are linked together on a network and hackers can get unauthorised access to your data. Another disadvantage is that it is costly to set up.

Before computers were invented, humans would store data in filing cabinets, safes, libraries, and other such places. However, the method of storing data changed when computerized databases were invented in the 1960’s [4]. Storing data in a digital database became more of a time and cost efficient method over storing data in filing cabinets or other like places. Computerized databases provide the user, or users, the ability to access, add, or remove data in a matter of seconds rather than the possible hours it could take, going through hundreds of physical folders.

d. Did the users have enough skills to operate the system? e. Where and how would the asset register be kept and updated? 1.6 JUSTIFICATION OF THE STUDY. The proposed study was recommended as it was of paramount importance to organizations which had accepted and undertook the information technology era into their businesses to have good and reliable ITAMS. The previous excel spreadsheets which were used in recording assets were highly prone to errors and presented a lot of paperwork, which required large storage space, and thus inappropriate and inefficient for the organization to achieve optimum performance.

Another criterion of information retrieval searching flexibility which was mentioned in this article is the free-text search option. Full text search refers to a technique for searching a computer-stored document or database. In a full text search, the search engine examines all of the words in every stored document as it tries to match search words supplied by the user (Wikipedia). The good example of free text search in information retrieval is a web search engines. One of the search engines using full text search technique is AltaVista. Even the free text provide flexibility to do searching, the results are not good as controlled vocabulary searching.