Transcript Session 18 Don Schewe

CRM Prep Workshop
Part V
Facilities, Equipment,
Supplies & Technology
CRM Exam – Part V
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Introduction
Summary of areas covered
Detailed area-by-area discussion
Additional resources
Eight Distinct Areas of Coverage
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Micrographics
Reprographics
Imaging Systems
Systems
Records Creation
Data Management
Data/Systems Disposition
Preservation, Recovery and Destruction
Techniques
Micrographics
• Miniaturized photographic reproductions
• Different types of cameras, film available
• Film has different life expectancies based
on base, emulsion, proper storage
• Different form factors available including
microfilm, microfiche
Reprographics
• Reproduction of materials, typically to
paper
• Management of reproductions
• True copies and convenience copies
• Cost!
Imaging Systems
• Conversion of paper and/or film to digital
• Includes preparation, capture, quality
control, and indexing
• Consists of hardware (scanner, storage
device(s)) and software (images, indexes,
database)
Systems
• RM is a business discipline – more than
just hardware and software
• Systems and process analysis
• Requirements definition
• Roles and responsibilities
• Project management
• Implementation and follow-up
Records Creation
• Records come in a variety of media and
formats
• Records stored in a variety of systems
• Records can be classified and indexed
manually or using software
• Metadata and quality controls are vital
Data Management
• RM must understand how systems are
designed and managed
• Requires some understanding of
telecommunications, networking, storage,
security, and other IT concepts
• RM must work with IT to set up
appropriate storage methodologies and
audit effectiveness of program
Data/Systems Disposition
• RM can and should influence retention
and destruction of electronic information
• Software available to manage physical
and electronic records
• Difficult to disposition systems effectively
Preservation, Recovery
and Destruction
• Special steps required to keep records for
long periods
• Environmental considerations
• Issues particular to electronic records
• Disaster recovery plan must address all
records
• Different destruction techniques available
for different formats, media
A Note on Standards
• Formal standards
– Rigorous standards process
– XML, ISO 15489, ANSI/ARMA standards
• Informal standards
– Market-driven
– PDF, Microsoft Office
• Why standards?
Micrographics
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Standards
Equipment and supplies
Methods and systems
Quality controls
Storage
Standards
• Numerous standards available through AIIM,
ANSI, NISO, ISO
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Filming
Cameras and readers
Jackets and aperture cards
Quality control and inspection for deterioration
Exhaustive list at
http://www.microfilm.net.au/?microfilm_standards
• Film-based Imaging Association:
http://www.aiim.org/fbia
Equipment and Supplies
• Cameras
– Planetary, rotary, scanner
• Film technologies
– Silver halide, diazo, vesicular
• Film formats
– 16mm, 35mm, microfiche
– Aperture cards
– Jacketed microfilm
Equipment and Supplies
• Readers
– Reader vs. reader/printers
– Magnification: full, partial, oversize
• Indexing and searching
– Computer-assisted retrieval (CAR)
• Computer output to microfiche (COM)
• Processors and development
Methods and Systems
• Indexing methods
– Blips
– Sequential numbering and odometers
– Microfiche indexes
– Barcodes
• Size and orientation
Quality Controls
• If users can’t read the images, they won’t
use them!
• Start with high-quality originals
• Test for density – D-Min and D-Max
• Film development process and QC
• Methylene Blue test (ISO 18917)
Storage
• Life expectancy (LE)
• Storage containers
• Environmental considerations
– Light
– Temperature
– Humidity
– Other environmental contaminants
Reprographics
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Standards
Selection Criteria
Printers and duplicators
Copiers
Computerized reprographics
Standards
• Copier/reprographic equipment
• Industry guidelines
– Acceptable usage
– Quality
– Reproduction management
Selection Criteria
• Copying requirements
• Cost justification analysis
• Vendor selection criteria
– In-house vs. outsource
– Reliability vs. price vs. quality
Printers and Duplicators
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Ink-jet
Laser
Solid-ink
Dye-sublimation
Special-purpose/deprecated:
– Impact/dot-matrix
– Thermal printers
– Daisy-wheel
Copiers
• Personal, convenience, production
• Copy center
• Specialty copiers
– Blueline
– Diazo
– Oversize
Computerized Reprographics
• Phototypesetting
• Digitizing
• Multi-function devices
– Scan, copy
– Fax, email, print, send to network location
– Lightweight indexing
• Microfilm scanners
Imaging Systems
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Standards
Selection criteria
Media
Recording and processing
Drives and peripherals
Storage devices
Standards
• Numerous standards for image formats
– TIFF, PDF, JPEG, GIF
• Some standards for media
• Technology changes rapidly
• Digital preservation a major issue
Selection Criteria
• Requirements for system
– Imaging, workflow/BPM, document
management, content management, etc.
• Desktop vs. client/server applications
• Appropriate scanners, formats and storage
media based on requirements
• Records management
Media
• Optical disks
– CD, DVD, magneto-optical, WORM, other
– Sizes, speeds, capacities
– Write-once vs. rewritable
• Selecting the right media type
Recording and Processing
• Scanners
– Flatbed, sheet feed, overhead
– Simplex vs. duplex, dropout colors
– Speeds and ratings
• Image processing techniques
Recording and Processing
• Optical recording processes
• Hybrid systems
– Digital archival writers
– Aperture card scanning
– COLD/ERM
Drives and Peripherals
• Magnetic vs. optical drives
• Monitors and image readability
– Resolution and refresh rate
– Size and flip speed
• Output options
– Fax
– Email
– Paper/film
Storage Devices
• Online vs. near-line vs. offline storage
• Libraries
• How to identify storage requirements
Systems
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Basic concepts
Organizing
Directing
Controlling
Basic Concepts
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Planning
Standards
Business rules and workflow
Evaluation of vendors
Implementation
Administration
Organizing
• Collaboration with IT, business, legal
• Address customer needs through analysis
and requirements definition
• Identify roles and responsibilities
• Make the business case for funding
Directing
• Train users
– Different training required by role, experience
– Different mechanisms available
• Documentation
– Initial documentation – content and format
– Updates to system, processes, roles
Controlling
• Evaluate system performance
• Evaluate compliance to policies,
procedures, standards
• Quality control and audits
• Mechanisms for gathering feedback
System Architecture
• Assess choices for system components
and architecture
• Identify basic computer components
– CPU, desktop peripherals, servers, network
• Identify hardware and software integration
issues
– Updates and technology obsolescence
– Interoperability
Devices
• Input devices
– Keyboard, mouse, handwriting recognition
– Scanner, barcode reader, RFID reader
– Scientific/medical devices
– Video/audio recorders
• Metadata requirements and capture
techniques
Applications
• Data sources
– Data entry
– Capture and extraction
– Direct computer-to-computer transfer
• Common file formats
– Standard vs. proprietary
– Textual vs. image vs. rich media
• Metadata
Applications
• Data quality tools and processes
• Documenting data collection
• Managing data over time
Capture
• Structured vs. unstructured data
• Data capture
• Legacy data
– Legacy data repositories
– Deprecated systems
– File shares
Organizing Data
• Categorization and classification
– Classification structures
– Records series/file plan
• Taxonomies
• Data validation
Data Management
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System architecture
Devices
Programs, software, and applications
Security/accessibility
Data use
Data storage
System Architecture
• Definitions
– Telecommunications
– Networking and the Internet
– Common electronic file formats and
applications
• Key architectural considerations
– Scope and scale of system
– Centralized vs. decentralized
– Deployment models
Personal Devices
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Desktop computer
Laptop
Local peripherals
Smart phones
PDAs
Enterprise Devices
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Mainframes and minicomputers
Servers
Networks
Enterprise/shared peripherals
– Printers
– Storage libraries
Programs, Software, and
Applications
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Operating systems
Network operating systems
Databases
Data mining
Data warehousing
Programs, Software, and
Applications
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ECM
WCM
EDMS
ERMS
BPM
Email/Instant messaging
Collaborative tools
Recordkeeping considerations
Security/Accessibility
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Access rights
Balancing access rights vs. user needs
Computer system threats
Computer system defenses
Physical security
Digital security and integrity
Data Use
• Distribution
– Shared drives
– Electronic document rooms
– Hard copy
• Manipulation and processing
• Search and retrieval
– Recall vs. precision
– Search techniques and considerations
• Output
Data Storage
• Methods of storage
– Classes of storage
– Primary vs. secondary storage
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Backup
Hot sites
Proprietary vs. standard formats
Storage vs. working copies
Data/System Disposition
• Applying the retention schedule
• Preservation issues
• Data repositories
Applying the Retention Schedule
• Apply the retention schedule to all records
regardless of format or media
– Preservation
– Disposition
– Vital records
• Recordkeeping software
– Physical records
– Electronic records
Preservation Issues
• Digital preservation issues
– Media
– Hardware
– Software
• Software maintenance and upgrades
• System migration
• Destruction requirements
Data Repositories
• Data repositories vs. other approaches
– Proprietary vs. standard vs. open
• Native formats vs. standard formats
Preservation, Recovery,
and Destruction
• Preservation
• Recovery
• Destruction
Preservation
• Preservation methods
– Electronic and digital considerations
• Conditions which can damage records
• Metadata and preservation
Recovery
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Immediate
Short term
Long term
Disaster recovery planning
Recovery procedures
– Water
– Fire
– Smoke/chemicals
Destruction
• Physical destruction methods
– Shredding, recycling, maceration,
pulverization, pulping
• Electronic destruction methods
– Media: shredding, recycling, pulverization
– Digital: Erasing, overwriting, digital shredding
• Considerations: cost, environmental,
security
• Electronic records and stub metadata