Preservation of the Integrity of Electronic Records

By: L. Duranti, T. Eastwood, H. MacNeil

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Hardcover | 31 December 2002

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Hardcover
184 Pages

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23.39 x 15.6 x 1.27

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By Terry Eastwood This book reports the findings of a research project on the means of protecting the integrity of active and semi-active electronic records. The project, which is commonly referred to as "the UBC Project," was conceived by two of the authors of this book, Luciana Duranti and Terry Eastwood, and conducted between 1994 and 1997. The third author, Heather MacNeil, who worked formally as the principal research assistant on the project, acted as an equal in the research and in the writing of this book. The project investigated a number of fundamental questions that have arisen over the past decade as a consequence of the rapid development and use of computer technology for the creation, maintenance, and preservation of recorded information. One of the first comprehensive studies of the issues associated with the management of electronic records was conducted by the United Nations. The study, commonly known as the ACCIS report, aimed to "develop guidelines for implementation of electronic archives and records management programmes for use by United Nations organizations, taking into account traditional archives and records management practices. " The report of the study of electronic records in eighteen United Nations organizations identified a number of enduring issues. It recognized that the United Nations had to "distinguish between record and non-record material. "l It recognized the problem of ensuring the authenticity of records, which, rather narrowly, it construed as "assuring legality.

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Introduction	p. 1
The Concept of Electronic Record	p. 9
The Concept of Record in Diplomatics	p. 9
The Concept of Record in Archival Science	p. 10
The Essential Elements of a Record	p. 11
The Components of a Record in the Electronic Environment	p. 12
Medium	p. 12
Physical Form	p. 13
Intellectual Form	p. 14
Persons	p. 15
Action	p. 17
Context	p. 18
Archival Bond	p. 19
Content	p. 19
Conclusion	p. 20
The Reliability and Authenticity of Electronic Records	p. 23
Reliability	p. 25
Authenticity	p. 27
Methods for Creating and Maintaining Electronic Records as Records	p. 31
Profiling Records	p. 31
Creating a record profile for every record in the records system	p. 31
Creating an electronic repository of record profiles	p. 35
Retrieving Records in Context	p. 35
Retrieving records	p. 36
Facilitating intellectual access to records	p. 36
Conclusion	p. 37
Methods for Creating and Maintaining Reliable and Authentic Electronic Records	p. 39
Establishing a Foundation for Ensuring the Reliability and Protecting the Authenticity of the Creator's Records	p. 39
Establishing and implementing procedures to protect the integrity of the electronic system	p. 40
Establishing agency-wide control over all the records in the records system	p. 40
Establishing and implementing access privileges	p. 41
Specific Methods for Ensuring the Reliability of Records	p. 42
Integrating business and documentary procedures	p. 42
Classifying records	p. 43
Organizing principles of a classification scheme	p. 43
Descriptive elements in the classification scheme	p. 44
Registering incoming and outgoing records	p. 48
Protecting Authenticity	p. 49
Controlling the handling and use of records	p. 49
Controlling retrieval of active and semi-active records	p. 50
Opening dossiers	p. 50
Establishing and implementing a tracking and location system for non-electronic records	p. 50
Controlling annotations	p. 50
Protecting confidentiality	p. 50
Controlling the transmission of records	p. 51
Establishing state of transmission and draft control	p. 51
Controlling copies	p. 51
Managing the retention and final disposition of records	p. 52
Creating a retention schedule	p. 52
Implementing the records schedule	p. 53
Ensuring the Continuing Effectiveness of the Recordkeeping and Record-Preservation System	p. 55
Codification and training	p. 55
Ongoing monitoring and upgrading	p. 55
Conclusion	p. 56
Conclusion	p. 57
Notes	p. 59
Templates	p. 67
What is a Record in the Traditional Environment?	p. 67
What is a Complete Record in the Traditional Environment?	p. 71
What is a Reliable Record in the Traditional Environment?	p. 74
What is an Authentic Record in the Traditional Environment?	p. 77
When is a Record Created in the Electronic Environment?	p. 80
When is a Complete Record Created in the Electronic Environment?	p. 82
How is a Record Created Reliable in the Electronic Environment?	p. 86
How is an Electronic Record Guaranteed and/or Proved Authentic?	p. 89
Activity Models	p. 92
Glossary of Terms Used in Activity and Entity Models	p. 107
Procedural Rules for Managing an Agency's Archival Fonds	p. 129
Rules for Activities Involved in Manage Archival Framework	p. 129
Rules for Activities Involved in Create Records, Handle Records, and Preserve Records	p. 143
Entity Model	p. 159
Introduction	p. 159
Entity Model	p. 160
Attributes of Entities Depicted on Entity Model	p. 161
List of Articles Relating to the Research	p. 165
Index	p. 167
Table of Contents provided by Syndetics. All Rights Reserved.

Preservation of the Integrity of Electronic Records

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Hardcover

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