Your absolutely correct and as you noted the digitally imaged document
becomes part of the system of records. Because if the only version of a
document you have is that scanned version it becomes the declared
record. The distinction of electronic and digital is relevant in
migration and preservation.
But better to answer Gerry's question on electronic records management
here is some source info I pulled from wikipedia that may help in
electronic document retrieval, preservation, and migrating electronic
and digital material. All documents electronic and scanned should have
metadata attached to them for easy search, retrieval and organization of
documents. An index and or taxonomy should be developed as well.
Also, you may want to reference the DoD 5015.2 Standard for Records
Management Application Design Criteria -
http://jitc.fhu.disa.mil/recmgt/standards.html. This as become the
government standard for implementing records management applications.
http://en.wikipedia.org/wiki/Born-digital
Born-digital is a term from digital preservation describing digital
materials that originated in the digital realm and have no print or
analog counterpart.[1] This is in contrast to Digital Reformatting.
Examples include email, wikis, multimedia objects, and any other
material that is created electronically and is not (or cannot) be
printed. Born-digital materials pose particular problems for those
looking to preserve them, as the field of digital preservation is
comparatively new. One problem described by Lazinger is the fluid,
dynamic nature of purely digital resources: they are often interactive
in ways that analog materials cannot be.[2] She further notes that
born-digital material is "more amorphous, less bibliographically
controlled, and in danger of disappearing without a trace unless it is
properly identified, documented for future access, and preserved
technologically."[2] In short, general digital preservation concerns are
magnified for born-digital materials, as there is no 'back-up' analog
counterpart. The 1998 Research Libraries Group study "Digital
Preservation Needs and Requirements in RLG Member Institutions" uses
electronic record as a synonym with born-digital materials.[3]
______________________________
Nicole Williams
IT Specialist/Web Site Manager
OPP/Registration Division
U.S. Environmental Protection Agency
(703)308-5551
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http://www.epa.gov/pesticides
Larry Medina
<rimman.larry@GM
AIL.COM> To
Sent by: Records [log in to unmask]
Management cc
Program
<RECMGMT-L@LISTS Subject
.UFL.EDU> Re: Question: Electronic Records
Issues
07/02/2008 10:56
AM
Please respond
to
Records
Management
Program
<RECMGMT-L@LISTS
.UFL.EDU>
On Wed, Jul 2, 2008 at 7:46 AM, Nicole Williams <
[log in to unmask]> wrote:
> electronic records are both documents created electronically and
> documents that have been scanned and saved.
Not to pick nits here, but those images of documents that have been
scanned
and saved aren't really 'electronic records', they are simply digital
representations of other source documents.
"Electronic records" are typically defined as those records which are
created through the use of some application and have were originally
generated in electronic form. This would have been their 'native state'
and
they can be altered through the use of their originating application.
It is true that once a source document is scanned or imaged, the
resulting
image can be declared a a record and even replace the original source
document as evidence, or through policy replace it as the sole record,
but
it is still simply an image.
Larry
--
Larry Medina
Danville, CA
RIM Professional since 1972
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