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access rights, to prevent changes being made, to track usage and to link versions. 3.25 An electronic record, however, may consist of more than one document or electronic object - for example, an e-mail message with attached text document, a dynamically interlinked text document and spreadsheet, an html page with multimedia elements. To ensure that the record is complete and properly understood, the interlinking between these elements needs to be retained in metadata and made available for use within the record-keeping system. In addition, the record level metadata will include information that describes or applies to the record as a whole, including its relationship to other records and the category or class to which it has been allocated. At this level, all the objects which constitute the record can be captured, managed, retrieved, and disposed of together as a unit. 3.26 A category of electronic records should be grouped together in a file (in the records management sense) within a classification scheme or corporate fileplan. Metadata at this level applies to the management of all records within this category as a single group. For example, this would include a retention period and scheduling information for this file of records to ensure systematic disposal, and information about the relationship with other categories in the filing scheme. Classification/ Structured scheme of categories fileplan in which files are grouped Electronic Collection/assembly of file/folder records plus file metadata Electronic One or more linked electronic record objects plus record metadata Electronic Text document, e-mail message object spreadsheet, plus object metadata Figure 3.2: Layers of records management Records management Document management 41
3.27 Records management encompasses the primary aspects of electronic document management, but also requires these higher levels involving management of the electronic record, the electronic file/folder, and the overall fileplan/classification scheme. At the present time, it is likely that most departments are managing at the level of the individual document or electronic object. A major challenge for those involved with records management is to guide development of the infrastructure which will support management at the level of the electronic record and the record assembly, encompassing all stages of the record life cycle: capture and disposition, secure storage and access, appraisal and selection, preservation, transfer and disposal.
Page 1 and 2: This document is no longer current.
Page 3 and 4: Management, appraisal and preservat
Page 6 and 7: Contents Guidance on electronic rec
Page 18 and 19: 2 : Electronic records in the organ
Page 20 and 21: Serving organisational accountabili
Page 22 and 23: Developing a culture of record keep
Page 24 and 25: Putting the electronic records poli
Page 26 and 27: Electronic records in the organisat
Page 28 and 29: Corporate standards for handling el
Page 30 and 31: Electronic records in the organisat
Page 32 and 33: 2.55 Information systems and Inform
Page 34 and 35: 3 : Record organisation and structu
Page 36 and 37: Categorisation and classification o
Page 38 and 39: Metadata Record organisation and st
Page 42 and 43: Records life cycle 4 : Management o
Page 44 and 45: Appraisal and disposition of record
Page 46 and 47: Physical format types Management of
Page 56 and 57: Annex
Page 60: Management, appraisal and preservat

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