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Electronics Records Management – Assignment I
Discuss the advantages and challenges of utilizing electronic records in business environment
Electronic records refers to records stored on electronic storage media that can be readily
accessed or changed
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(Read and Ginn 2007)
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Electronic records can be stored in centralized location to which multiple users can have faster
access and retrieval to information by use of technology either by networking, internet, and
intranet or by use of a storage device
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For example, retrieving banking information or other document for meetings
through the intranet can reducing time and hassle for policy and decision makers’
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Attached to electronic records is metadata that enables user’s quick access to information on files
creation, purpose and location
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Thus reducing miss –filing, and
therefore files can now be easily searched and found by the click of a button using a keyword
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Electronics records usually are financially beneficial to the organization since it reduces paper
records, storage and staff maintenance cost
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This savings in

resources from using fewer desks, filing cabinets, consumables (printer ink, paper) and
cupboards can be allocated for other developments in the organization
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This provides
stakeholders comfort and confidence in conducting their business transactions and preserving
vital data for evidential purposes
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It also provides means of retaining and revitalizing data
from outdated sources for future use
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Electronic records aids in developing retention schedules for efficiency of
organizational decision for employee’s retirement benefits or other incentives
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Electronic records can be easily altered, lost,
manipulated or overwritten than paper records by hackers, hardware/ software failure or
computer viruses
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Usually with the paper record a signature or company stamp is affixed on
the document and this makes it easily for fraud detection whereas with electronic record this is
not the case
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These are costly to purchase due to rapid
technological change and requires constant training for maintenance of the system
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Digital storage media is likely to deteriorate much more quickly than traditional media such as
paper and microform, and discs and tapes should be inspected and read at intervals to check for

signs of decay
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Failure to observe these recommendations may shorten the life of the
discs or tape
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The floppy disc sizes were changed and it became difficult to obtain
information after a few years of change, records stored on older discs were in accessible on
updated computers (Sheppard and Yeo 2009)
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To date there has not been a solid break through of preserving electronic records
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As technology becomes outdated this creates two main problems
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Second, without context, the record is meaningless
It is therefore concluded that users of electronic records have both positive and negative
outcomes, it just a matter of proper maintenance and guidelines of safe keeping and preserving
records until their time of disposition
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Therefore effective management of digital records requires systematic
procedures for transferring them to new media before the old becomes unusable
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Users
should update and follow a regular schedule to back up vital and important electronic record
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It is then necessary to develop a retention schedule detailing the life cycle of
the records use and disposal
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Records Management Effective Information System
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Shepard Elizabeth, Yeo Geoffery
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Facet Publishing: 2009
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Records Management, Eight Edition , Thompson South Western
:2007
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uwm
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ppt

Anne J
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The Preservation of Electronic Records,
19/01/2000,8/3/12http://www
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state
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us/arc/arcpdf/Electronic_Records_Guidelines

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