1. Technological Trends
1.1. The use of information and communications technology is transforming the way organizations work
1.1.1. ✅ The introduction of computers can achieve efficiency savings and add value to the conduct of government or business. ✅This places new demands on records professionals to change the way they carry out records management responsibilities ✅However, governments are increasingly choosing to not only create records electronically, but also to stor
1.1.2. ✅The management of electronic records presents new and complex challenges to the record keeper, and this is already beginning to revolutionize the way records professionals approach their work. ✅Electronic records management provides the catalyst for records managers and archivists to become involved in the design of information technology systems to ensure that records are controlled from the beginning of the records life cycle. ✅Controls must be applied from the outset if the records are to be protected as reliable sources of information over time ✅Moreover, because the control of electronic records is dependent upon technology, records professionals must become more aware of how different technologies work and how they affect records and record keeping
2. MAINFRAME ERA
2.1. ✅1940s – 1950s used to automate computation-intensive tasks e.g. accounting, calculating statistic data entered are processed in batches. ✅Outputs are used in summaries, bills, accounts or other business documents or reports or analysis of scientific research. ✅Batch processing’ refers to the computer processing in groups, or batches, of data accumulated in advance, or over a period of time, without the user being able to make changes during the processing. ✅The output of batch processing was aggregated data that could be used in summaries, bills, accounts and other business documents, as well as in reports and in analysis of scientific research.
2.2. PERSONAL COMPUTING ▪ 1981 – Fundamental change when IBM introduce its personal computers equipped with user-friendly software for word processing, database applications, spreadsheet and graphics. ▪ Early applications- word processing replace typewriter database and spreadsheet replace manual accounting and business applications.
3. Disposition
3.1. Those actions taken regarding records no longer needed for the conduct the regular current business of the creator. Note: These actions include transfer to storage facilities or records centers, transfers from one creator to another, transfer of physical custody to NARA, transfer of legal custody to NARA, and disposal.
4. definition :
4.1. A record that requires the use of a computer to create it, access it, work with it, delete it, or transfer it to another medium, invisible and indiscernible to a user until the system produces an image or sound
4.1.1. Any information that is recorded in a form that only a computer can process and satisfies the definition of a record
4.1.1.1. A system that comsist software, hardware, policies, and processes to automate the preparation, organization, tracking, and distribution of records regardless of media
4.1.1.1.1. Any electronic, electro-magnetic, optical digital, or magneto-optic system used to create, process, receive, keep, and retrieve records.
5. The Changing nature of organizational business transaction
5.1. ❇️Pre-digital age: Pre-World War II Simple records keeping requirements due to: ❇️ Small office ❇️Minimal division of labor ❇️Simple chain of command – simple internal communication
5.1.1. ✅ Pre-digital age: Post-World War II More complex recordkeeping requirements due to: ✅Largercorporation ✅More extensive division of labor: towards functional oriented divisions ✅More complex internal communications–complexchainof