Electronic Archive Management

Understanding Electronic Records

• According to the Australian Archive in the Managing Electronic Record book, defining electronic records as records created and maintained as evidence of transactions, activities, and functions of institutions or individuals that are transferred within and between computer systems.
• Wallace argues that electronic files consist of a collection of information recorded in the form of codes that can be read and stored on several media so that they can be recovered, read and used.
• National Archives and Record Administration (NARA) USA defines electronic records as archives that are stored and processed in a specific format that can only be processed with a computer.

Electronic archives have the same pattern of life as conventional archives , starting from the creation, storage and rediscovery, processing, distribution, and depreciation. The difference between electronic and conventional records is the speed and accuracy in the recovery of records.

Strengths and Weaknesses of Electronic Records

Technology has come to provide convenience, including ease in doing office work. This ease is expected to make office work better. The following are the advantages of managing electronic records when compared to conventional records:

• The process of discovery and presentation can be done quickly and completely. Complete means that everything that is needed can be obtained without missing anything.
• The distribution or distribution of information can be done quickly and at the same time by all parties.
• Centralized information storage so as to avoid duplication of information.
• High level of storage accuracy.
• Paper and space savings due to archives are stored in digital form.
• Indexing is flexible and can be modified according to procedure development.

While weaknesses in managing electronic records are as follows:

• System procurement costs are relatively expensive. Although the procurement of this system can be used as an investment in the organization.
• The possibility of manipulation or change of information
• Dependence on software and hardware that is always growing.
• Limited physical media durability in electronic archive storage.
• Difficulties in sharing files if the format is different or because of network availability problems.
• The possibility of file damage without any indication, such as a server that was attacked by a computer virus or personal errors that accidentally delete files permanently.

Ease of Electronic Records Management

A clear advantage of the absence of electronic records is the ease offered in managing records. The facilities that can be felt when using an electronic archive according to Sugiarto are as follows:

1. Easy to operate

On the computer there are programs that are visually oriented so that it is easy to operate by its users. This concept is commonly known as Human Computer Interactive. For example, if we want to print a document then just simply press the print icon (make sure the computer is connected to the printer), to save the document simply press the Save or Save As icon, and so on.

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2. Attractive appearance

The computer is able to provide attractive displays plus the user can do customization so that the user can adjust the desktop display as desired.

3. Document search facility

Computers are able to find documents with a short amount of time. Users simply type in keywords (Keywords) on the search tab and it doesn’t take long for the computer to find files with these keywords. Unlike the conventional archive which requires us to search for files one by one.

4. Recording physical location of documents

Users are given the convenience to find the location of placement of the desired hard copy document. Users can find out the location of buildings, buildings, rooms, cabinets where archives are stored.

5. Picture and sound facilities

The use of a scanner allows users to transfer physical files into a computer in visual form, coupled with image quality improvement features, such as sharpening, enlightening, and so on.

6. Data security

On the computer allows security guarantees by using a user ID and password, so only people with an interest or who know the ID and password can access the archive. Multiple archive storage using CDs or DVDs can also increase archive security and as a backup if the archive files on a computer are attacked by a virus or deleted.

7. Automatic retention

Archiving with a computer allows automatic document retention checks. If there are documents that have expired, they will be given a warning to be followed up by the user, whether the file is destroyed or documented in a passive document. Passive documents mean the doumen is deactivated and included in external storage, and can be re-activated if necessary.

8. Archive condition report

Electronic archives make it easy to compile archival reports needed by management. Archive condition reports can be made according to user-specified formats and contents, such as archival reports based on sender, based on classification, and so on.

9. Can be connected to a computer network

Users can connect the archive system with both glocal and Wide Area Network systems. By connecting the system to the network, it allows users to multiuse the system.

10. Allows OCR facilities

OCR facility is a facility that can make it easier for users to process a document without having to retype the document. computers can send documents to specific destinations as desired quickly and easily by using email or fax services.

Electronic Archive Storage Media

In selecting storage media, it must be recognized the right type of media and make sure to choose the type that suits your needs and storage goals. Some media that can be used for data and information storage are as follows:

• Magnetic tape, storage media made of magnetic material with a thin plastic layer. Magnetic tape can be divided into two, namely reel tape and cartridge tape. Reel tape is a magnetic tape which is rolled in a circular container while the cartridge tape is in the form of an audio video tape.
• Magnetic disk, disk storage media. There are two types of magnetic disks namely hard disk which is a permanent disk and a floppy disk which is a flexible disk.
• Optical disc, a dish that can hold 100 or even 1000 times more data than a diskette. Examples of optical discs are CD, DVD, Blue Ray.
• USB Flash Disk, a data storage tool that is used by connecting the Flash Disk to a USB port on a computer or laptop.
• Memory cards, types of storage such as small plastic commonly used in digital cameras, cellphones, camcorders. There are several types of memory cards, among others MMC, smart cards, SD cards, mini secure digital, memory sticks, and memory stick duo.

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Device Used

In using electronic records, we need tools called hardware and software. These two things are important in the implementation of an electronic filing system, so it must be determined and analyzed what hardware and software will be used in the security system.

1. Hardware selection

Some categories to consider in hardware selection are as follows:

• Hardware capability, involving ease of input, process speed, storage capacity, output quality.
• Hardware reliability, related to the level or frequency of technical failure.
• Costs, must take into account the purchase price, installation and maintenance costs, and operating costs (wages and uses).
• Flexibility and compatibility, the device chosen must be compatible when connected with other devices so as not to limit the motion of the archive and complicate archiving activities.

2. Analysis of software selection

The purpose of the analysis of the software to be used in an electronic archive system is to be able to choose according to the system and easily operate it. To get the software, we select one of the following items:

• Buy software that has been written or made by a software company. This method is indeed practical but costs quite a lot because the price of the software is still expensive.
• Rent an application program with the internet. Data storage services or documents online can be used for electronic archives, in addition to not costing a lot of use, this can facilitate access to storage and retrieval of documents and not have to worry about viruses that may attack the computer.
• Create and develop your own new application programs that are tailored to the conditions of the company. the advantages of this system clearly make it easy for the office because the program has been adjusted to the needs while the disadvantage is that this program must be done by archives and computer programming experts.

3. Security Control

Physical system security control aims to avoid damage or loss of documents. This control can be done by setting the following conditions:

• Providing restrictions on access to the system (only authorized persons may access the system)
• Setting the temperature of the computer room to avoid excessive heat, humidity, fire, and other hazards that may occur.
• Backups of important files are needed to anticipate damage to the original file.
• Insurance protection for system components is needed if possible. With this protection, the continuity of the operation of the system can still run even after certain disasters. This is because insurance has guaranteed or replaced damaged device components