State Library of Louisiana Library System

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2009

Format:	Book
Author:	Saffady, William, 1944-
Title:	Managing electronic records / William Saffady.
Edition:	Fourth edition.
Publisher, Date:	Lenexa, Kansas : ARMA International ; New York : Neal-Schuman Publishers, [2009] ©2009
Description:	viii, 246 pages : illustrations ; 24 cm illustration
Summary:	The fourth edition of this best-selling classic provides a comprehensive discussion of records management concepts and methods as they apply to electronic records. It is intended for anyone with responsibilities for creating, maintaining, managing, controlling, and using electronic records created by computer, audio, and video systems. The treatment is practical rather than theoretical. --from publisher description.
Subjects:	Electronic records -- Management. Records -- Management. Computer files -- Management. Information storage and retrieval systems -- Management.
Other Author:	Association of Records Managers and Administrators.
Notes:	Includes index. "Suggestions for further study and research": pages 225-226. Donated by the Louisiana Archives and Manuscripts Association. NOT TO BE WITHDRAWN. Study Aids for the Certified Archivist's Exam.
Contents:	Concepts and issues -- Storage media for electronic recordkeeping -- File formates for electronic records -- Inventorying electronic records -- Retention schedules for electronic records -- Managing vital electronic records -- Managing electronic files and media.
LCCN:	2009502365
ISBN:	9781555706869 (pbk. : alk. paper) 155570686X (pbk. : alk. paper)
Other Number:	392223327
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Summary

Saffady provides start-to-finish guidance for initiating effective programs for storing, retrieving, and controlling electronic records, with coverage of vital components, including concepts and issues, storage media, file formats, inventorying, retention schedules, managing vital electronic records, and managing electronic files and media. Valuable appendices provide suggestions for further study and research, and a comprehensive glossary defines important terms as they relate specifically to the records management arena.

Table of Contents

	Introduction	p. vii
Chapter 1	Concepts and Issues	p. 1
	Growth of Electronic Records	p. 3
	Importance of Electronic Records	p. 7
	Issues and Concerns	p. 9
	Inadequate Controls	p. 9
	Information Redundancy	p. 10
	Unstructured Electronic Records	p. 11
	System Dependence	p. 13
	Media Stability	p. 14
	Transparent Arrangement	p. 14
	Remote Access	p. 15
	General Concerns	p. 15
	Program Components	p. 17
	Summary	p. 19
Chapter 2	Storage Media for Electronic Recordkeeping	p. 23
	Magnetic Media	p. 25
	Hard Disks	p. 25
	Removable Hard Disks	p. 28
	Floppy Disks	p. 30
	Nine-Track Computer Tapes	p. 33
	Half-Inch Data Cartridges	p. 34
	Digital Linear Tape	p. 36
	ITO Ultrium	p. 36
	Quarter-Inch Cartridges	p. 37
	Eight-Millimeter Data Cartridges	p. 38
	Digital Audio Tape	p. 40
	Audio Tapes	p. 41
	Video Tapes	p. 43
	Obsolete Magnetic Media	p. 45
	Optical Disks	p. 47
	Compact Discs	p. 48
	DVD Formats	p. 49
	MO and UDO Disks	p. 51
	Obsolete Optical Disk Formats	p. 52
	Other Optical Media	p. 53
	Solid State Storage	p. 54
	Paper-Based Electronic Media	p. 55
	Summary	p. 56
Chapter 3	File Formats for Electronic Records	p. 59
	Text Files	p. 60
	Coding Schemes	p. 61
	Word Processing Files	p. 62
	Formats for Compound Documents	p. 65
	ASCII Text Files	p. 66
	E-mail Messages	p. 67
	Spreadsheet Files	p. 68
	Databases	p. 69
	Image Files	p. 70
	File Compression	p. 74
	Video Recording Standards	p. 77
	Audio File Formats	p. 78
	Summary	p. 80
Chapter 4	Inventorying Electronic Records	p. 83
	The Inventory Plan	p. 85
	Mapping the IT Infrastructure	p. 85
	Defining the Inventory Scope	p. 87
	Management Support	p. 89
	Inventory Method	p. 90
	The Survey Instrument	p. 96
	Series Title	p. 97
	Summary Description	p. 98
	Copies / Backup Practices	p. 98
	File Type	p. 99
	Dates Covered	p. 99
	Arrangement	p. 100
	Quantity	p. 100
	Estimated Growth	p. 101
	Physical Storage Requirements	p. 102
	Storage Location(s)	p. 103
	Media Characteristics	p. 103
	Media Manufacturing Date	p. 103
	Hardware Environment	p. 104
	Software Environment	p. 104
	Reference Activity	p. 105
	Sensitivity	p. 106
	Retention Requirements	p. 106
	Relationship to Nonelectronic Records	p. 107
	Supporting Files	p. 107
	Vital Record Status	p. 107
	Inventory Followup	p. 107
	Summary	p. 108
Chapter 5	Retention Schedules for Electronic Records	p. 111
	Retention Concepts	p. 114
	Benefits of Retention Schedules	p. 114
	Criteria for Retention Decisions	p. 116
	Electronic Records as Official Copies	p. 118
	Legally-Mandated Retention Periods	p. 119
	Legal Status of Digital Document Images	p. 125
	Admissibility of Electronic Records	p. 128
	Electronic Records Authentication	p. 129
	E-Discovery and the Amended Federal Rules	p. 136
	Rule 34(a)	p. 137
	Rule 34(b)	p. 138
	Rule 16(b) and Rule 26(f)	p. 138
	Rule 26(a)(1)	p. 140
	Rule 26(b)(2)	p. 141
	Other Amended Rules	p. 141
	Legal Status of Electronic Signatures	p. 142
	Operational Retention Requirements	p. 144
	Retention Principles	p. 144
	Retention of E-mail	p. 147
	Media Stability and System Dependence	p. 153
	Data Migration	p. 156
	Data Migration Plan	p. 157
	Alternatives to Data Migration	p. 158
	Summary	p. 159
Chapter 6	Managing Vital Electronic Records	p. 161
	Establishing the Vital Records Protection Program	p. 163
	Identifying Vital Records	p. 168
	Risk Analysis	p. 171
	Threats and Vulnerabilities	p. 172
	Qualitative Risk Assessment	p. 174
	Quantitative Risk Assessment	p. 176
	Risk Control	p. 178
	Preventive Measures	p. 179
	Protective Measures	p. 182
	Real-Time Backup	p. 185
	Backup Computing Arrangements	p. 185
	Auditing for Compliance	p. 188
	Summary	p. 188
Chapter 7	Managing Electronic Files and Media	p. 191
	Labels and Names	p. 192
	Document Management and ECM	p. 197
	Records Management Application Software	p. 201
	Media Filing Equipment	p. 204
	Autochangers and Hierarchical Storage Management	p. 207
	Media Management	p. 209
	Selecting Blank Media	p. 210
	Storage Copies	p. 213
	Media Handling	p. 218
	Summary	p. 222
Appendix A	Suggestions for Further Study and Research	p. 225
Appendix B	Glossary	p. 227
	Index	p. 239
	About the Author	p. 245
	About the Association	p. 246

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