This book addresses theoretical and practical issues relating to the reliability and authenticity of records created in the electronic environment by organizations of all kinds. It explores both the conceptual and practical problems of design of record-keeping systems that will allow organizations to maintain reliable and authentic electronic records. It analyzes the elements of electronic records using diplomatic analysis, thoroughly explains the concepts of reliability and authenticity as applied to records, and provides a careful exposition of the methods for creating and maintaining reliable and authentic electronic records. The research for this book was conducted in conjunction with the United States Department of Defense and influenced its standards for electronic record-keeping, which have been widely adopted by software manufacturers. Audience: This book is aimed at anyone involved in creation, maintenance, and preservation of electronic records, such as records managers, information systems managers, archivists. It will also serve as a basic text for students of records management and archives in post-secondary educational institutions.

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.

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Preservation of the Integrity of Electronic Records

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