Electronic Records Research 1997: Resource Materials

Compilation Copyright, Archives & Museum Informatics 1998
Article Copyright, Author

Bibliography on Electronic Records

New Archival Methods & Strategies

Bellyk, Jayne. "The Use of Information Engineering as a Framework for Analyzing Records in Electronic Form." Ph.D. diss., The University of British Columbia, April 1995.
(Abstract Provided).
This thesis examines an approach and a methodology used by information technology professionals to develop information systems. Information engineering is a methodology for developing information systems following a specific process. It does not set out to create or manage records, yet it does have significance to archivists as a framework for analyzing information and records in electronic form. The framework that information engineering extends to archivists is one that links administrative goals and business functions to individual activities and acts. The analysis of system documentation from an actual development project reveals how these relationships are created and maintained. It also describes and presents the lexicon and graphic representations of information management as it follows a particular action through the phases of development. Finally, it reveals the fundamental difference between traditional paper records and data in electronic form. The separation of content from structure is a result of the demands of database technology for storage and retrieval, and is a significant issue to be faced in developing methods for the management and preservation of electronic records. The analysis also brings to light the importance of possessing this knowledge before establishing appraisal or description approaches or electronic record management program strategies. The study concludes that information engineering provides a useful framework for archivists in the analysis of information and records in electronic form, and that this understanding is essential to the evolution of archival knowledge and the responsibility of archivists to ensure the reliability, authenticity, availability and integrity of records in an electronic environment.

Burnard, Lou. "The Text Encoding Initiative: Towards an Extensible Standard for the Encoding of Texts." Electronic Information Resources and Historians: European Perspectives, Eds. Seamus Ross, and Edward Higgs, 105-118. The British Academy, London, 25 June 1926. St Katharinen: Scripta Mercaturae Verlag, 1993.
(Abstract provided).
This paper gives a brief introduction to the scope and development of the Text Encoding Initiative's Recommendations, published in July 1993. A brief overview of the scheme's modular architecture is given, with particular attention to the proposals for the encoding of bibliographic and descriptive information, of textual records as typed and structured objects and of derived or analytic information extracted from textual records in an integrated and well-defined manner.

Cassidy, Kevin et. al. VGERS Victorian Government Electronic Record Keeping Strategy: Position Paper on Electronic Records Management in Victorian Agencies, Victoria Public Record Office, Victoria, Australia, December 1995.
The Victoria Public Record Office issued this report that examines the changing nature of the archival mission -- custodial versus post-custodial. Options and recommendations laid out in this report rely extensively on the notion of evidence as explored throughout the products of the Pittsburgh Project.

Committee IT/21, Records Management. Australian Standard AS4390, Standards Australia, Homebush, NSW, Australia, 5 February 1996.
The development and adoption of Standards Australia's Records Management Standard represents a substantial endorsement for the need to define responsibilities governing, in addition to implementing strategies for, the capture, maintenance, access, and disposal of records that satisfy record keeping requirements in both paper and electronic environments.

Duranti, Luciana, and Terry Eastwood. "Protecting Electronic Evidence: A Progress Report on a Research Study and its Methodology." Archivi & Computer Anno V, #3 (1995): 37-69.
This paper consists of apresentation of the aims of a research project being conducted at the University of British Columbia, a discussion of its methodology and, in several appendices, some preliminary findings. "The fundamental assumption of this project is that the identification of the criteria, techniques, and methods needed to solve the problems posed by the use of electronic information systems for carrying out the ordinary business of individuals and organizations cannot derive from purely pragmatic and ad hoc decisions, but must be rooted in principles and concepts that can be applied in different situations and various contexts... This project aims to identify and define in a purely theoretical way both the byproducts of electronic information systems and the methods for protecting the integrity of those which constitute evidence of action." [p.214]

Duranti, Luciana, and Heather MacNeil. "The Protection of the Integrity of Electronic Records: An Overview of the UBC-MAS Research Project." Archivaria 42 (Winter 1996-97): forthcoming.
(Abstract provided).
The research project currently underway at the University of British Columbia's Master of Archival Studies Program is directed toward identifying and defining the requirements for creating, handling and preserving reliable and authentic electronic records. This article provides an overview of the research project, outlining its objectives, methodology and findings to date, as well as its implications for the continuum approach to the management of electronic records.

Duranti, Luciana, Heather MacNeil, and William E. Underwood. "Protecting Electronic Evidence: A Second Progress Report on a Research Study and its Methodology." Archivi & Computer Anno VI , #1(1996): 37-69.
This paper provides an update to "Protecting Electronic Evidence: A Progress Report on a Research Study and its Methodology" published in Anno V. "It comprises a presentation of the aims of the research project, a discussion of its methodology and, in several appendices, some preliminary findings."

Hedstrom, Margaret. Building Partnerships for Electronic Record keeping: Final Report and Working Papers, The University of the State of New York, The State Education Department, New York State Archives and Records Administration -- Center for Electronic Records, Albany, NY, February 1995.
(Abstract taken from Foreword).
Archivists, records managers, and the institutions they serve need new approaches and better methods to ensure that adequate electronic records are kept and that valuable electronic records remain accessible for current and future uses. In 1991, the national historical Records and Publications Commission (NHPRC) released a report, "Research Issues in Electronic Records," which identified the most pressing applied research questions about preserving electronic records and called upon the archival community to develop projects and other activities that would contribute viable solutions. The New York State Archives and Records Administration responded to that call by developing a proposal for the Building Partnerships Project. Funding from the NHPRC for a two-year project enabled SARA's Center for Electronic Records to develop new approaches to management and preservation of electronic records that are more responsive to agency needs and that reflect current information technologies. This compilation of the Final Report and Working Papers from the Building Partnerships Project presents an overview of the project's goals, methods, and findings. Key documents, working papers, and reports from the project are included to provide readers with sufficient background information to trace the evolution of the alternative approaches to electronic records management proposed by the project staff.

McDonald, John. "Information Management and Office Systems Advancement (IMOSA): An Overview." Electronic Records Management Program Strategies, 48-54. ed. Margaret Hedstrom. Archives and Museum Informatics Technical Report No. 18, Pittsburgh, PA: Archives and Museum Informatics, 1993.
Discussion of the evolution of work done since 1989, in conjunction with the National Archives of Canada, to ensure the proper management -- through adoption, adaption, and creation of standards -- of electronic records created through office automation systems.

McDonald, John. The Management of Electronic Records in the Electronic Work Environment, National Archives of Canada, Ottawa, Ontario, Canada, May 1995.
EWE consists of 7 reports/guides: 1) Guideline on the Management of Electronic Records in the Electronic Work Environment, 2) Electronic Work Environment (EWE) -- Vision, 3) Record Keeping in the Electronic Work Environment -- Vision, 4) Managing Shared Directories and Files, 5) Automated Records Management Systems (ARMS) -- A Requirements Checklist, 6) Electronic Records Management Initiatives in the Canadian Federal Government -- A Directory, and 7) E-Mail Policies in the Canadian Federal Government -- A Directory. Taken as a whole this document is help institutions manage electronic records within and electronic work environment.

National Archives of Canada, Department of Communications (DOC), FOREMOST Design Team. FOREMOST (Formal Records Management for Office Systems Technology) Functional Requirements Definition, 1 May 1989.
(DRAFT -- abstract taken from Introduction).
FOREMOST refers to software applications for integrated office systems. A FOREMOST application provides formal records management for the many records (documents) produced within such a system. Therefore, the term FOREMOST does not refer to a specific product, but to a type of application software. This document lists the general requirements of a FOREMOST application. Its primary purpose is to define the requirements for managing records in the automated office systems of DOC and NA. This document is NOT a standard. These requirements are NOT mandatory for federal government agencies. They are the result of a development effort by the FOREMOST project team.

O'Shea, Greg. Keeping Electronic Records: Policy for Electronic Record Keeping in the Commonwealth Government, Australian Archives, Canberra, Australia, September 1995.
(Abstract taken from "Purpose").
This publication "Keeping Electronic Records" is about maintaining accountability in the electronic age. It is designed to provide guidance to users and managers of computer systems in the Commonwealth public sector about: the problems associated with managing electronic records; record keeping and accountability in the electronic environment; and archival strategies for the management and preservation of electronic records in an accountable way (i.e. as evidence of agency business transactions). The advice in this booklet covers records created using all types of computerized systems whether they be on personal computing environments, distributed network environments, mainframe data processing environments, spatial data systems, or other multi-media systems.

Roberts, David. Documenting the Future: Policy and Strategies for Electronic Record keeping in the New South Wales Public Sector, The Archives Authority of New South Wales, Sydney, Australia, 1995.
(Abstract taken from Executive Summary).
This paper is about documenting the future of New South Wales through the electronic records generated by government. The paper proposed a whole of government approach, based on national and international best practice, to keeping records in the electronic environment.

Underwood, William E. "Applying Artificial Intelligence to Records Classification." unpublished -- presented at the 1996 SAA Conference, San Diego, CA
(Abstract provided).
An objective of the research described in this paper is the provision of automated assistance in classifying electronic records. A model of business activities that can be used in defining a model of functional records classification schemes is presented. Problems in classifying electronic records are discussed. The application of knowledge representation and natural language understanding techniques to these problems is described.

Last Modified: 8/14/96 [kjb]

Bibliography on Electronic Records

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