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3. Records provide evidence of what happened, when it occurred, what decision was made, who participated, the sequence of events, and the results of the outcome.
Records are the basis for:
- documenting Army activities, decisions, developments, outcomes, processes, and achievements;
- protecting the financial, legal, and other rights and interests of the Army, its soldiers, and anyone affected by the actions and decisions of the Army.
- compliance with legislative, regulatory, fiscal, audit, and historical requirements;
- defending against possible claims or future legal actions;
- proving that policies, procedures, and rules were followed in arriving at a decision or outcome;
- current and future policy formulation and management decision making;
- consistency and continuity in management and administration;
- organizational accountability.
Records provide evidence of what happened, when it occurred, what decision was made, who participated, the sequence of events, and the results of the outcome.
Records are the basis for:
- documenting Army activities, decisions, developments, outcomes, processes, and achievements;
- protecting the financial, legal, and other rights and interests of the Army, its soldiers, and anyone affected by the actions and decisions of the Army.
- compliance with legislative, regulatory, fiscal, audit, and historical requirements;
- defending against possible claims or future legal actions;
- proving that policies, procedures, and rules were followed in arriving at a decision or outcome;
- current and future policy formulation and management decision making;
- consistency and continuity in management and administration;
- organizational accountability.
4. Electronic records have several characteristics which distinguish them from paper records. They are:
- easily lost, overwritten, erased or rendered inaccessible; - multifaceted (comprise text, sound, image); - media independent; - hardware and software dependent; - randomly located; - easily duplicated; - stored on unstable media.
Electronic records of continuing value are generally those which:
- approve or authorize actions or expenditure;
- are formal communications between staff; e.g., correspondence or memoranda relating to official business;
- signify a policy change or development;
- create a precedent; e.g., by issuing an instruction or advice;
- relate to the substantive business of the work unit or Army as a whole;
- involve negotiations on behalf of the Army;
- have value for other people or the work unit as a whole.
Electronic records have several characteristics which distinguish them from paper records. They are:
- easily lost, overwritten, erased or rendered inaccessible; - multifaceted (comprise text, sound, image); - media independent; - hardware and software dependent; - randomly located; - easily duplicated; - stored on unstable media.
Electronic records of continuing value are generally those which:
- approve or authorize actions or expenditure;
- are formal communications between staff; e.g., correspondence or memoranda relating to official business;
- signify a policy change or development;
- create a precedent; e.g., by issuing an instruction or advice;
- relate to the substantive business of the work unit or Army as a whole;
- involve negotiations on behalf of the Army;
- have value for other people or the work unit as a whole.
10. It’s the Law!
- To organize records (It’s the Law!)
- To support the business process (It’s the Law!)
- To enable collaboration and knowledge management throughout the enterprise (It’s the Law!)
It’s the Law!
- To organize records (It’s the Law!)
- To support the business process (It’s the Law!)
- To enable collaboration and knowledge management throughout the enterprise (It’s the Law!)
13. These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
14. These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
15. These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
16. These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
17. These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
These issues apply to paper records as easily as to electronic records; however, electronic records face several unique problems.
Electronic systems are shared on a network, have sometimes widely distributed workstations
Electronic records are particularly vulnerable to accidental or deliberate erasure and/or modification.
Electronic media is inherently unstable and risk alteration, and subject to technology change.
Printing a digital document destroys most of its advantages
It can no longer be copied perfectly, accessed or distributed easily, processed, or integrated with other kinds of information
The data file for a software-dependent document is not enough
The file can be properly interpreted only by its software
Without the software, the document is unusable (may not even really exist)
Software-dependent documents are really system-dependent
They require a software environment (OS, drivers, etc.)
Which in turn requires a hardware environment (CPU, I/O devices, etc.)
18. This class is a good start in education. One of the most common complaints we hear is that people are not being trained in records management. People complain that they no longer have company clerks or admin clerks or even secretaries who used to “do” records mgt; i.e., filed the records. Therefore, the responsibility of assuring a record is being kept for as long as the Army needs it and that it can be accessed when need has fallen to the ones who creates the record. This actually makes common sense, who else better knows the purpose of a document than the one who created it?
The only way records mgt is going to be successful is if it becomes incorporated into the everyday process of conducting business.This class is a good start in education. One of the most common complaints we hear is that people are not being trained in records management. People complain that they no longer have company clerks or admin clerks or even secretaries who used to “do” records mgt; i.e., filed the records. Therefore, the responsibility of assuring a record is being kept for as long as the Army needs it and that it can be accessed when need has fallen to the ones who creates the record. This actually makes common sense, who else better knows the purpose of a document than the one who created it?
The only way records mgt is going to be successful is if it becomes incorporated into the everyday process of conducting business.
