What is Electronic Filing

• is the storage and retrieval of information in digital form

• information needs have been evolving since 40's regarding computers
• Traditionally emphasis on transaction processing system
• accounts payable
• inventory control
• order entry
• other structured, high volume activities
• i.e. Data Processing
• Mid 60's office workers exposed to computers
• through word processors
• this is first step towards electronic filing
• word processing initially used for repetitive documents and letters
• saved countless clerical hours
• this only dealt with fraction of administrative overhead
• Computer will payoff when supports manager or professional
• i.e. making a decision, developing forecasts, identifying a problem
• Today we are at "decision support systems"

• financial planning (modelling, forecasting)

• Datafile
• Database

• a collection of information that is organized for a particular application or a limited series of applications
• payroll file, inventory file

• a comprehensive grouping of information that can be selectively organized in a variety of ways to meet a variety of needs
• DBMS - refers specifically to the software

• faster access to information
• centralization of information
• reduction in misfiling

• cost of developing databases
• cost of equipment
• need for additional expertise to operate and administer system

• Data - serve the intelligence or status needs
• Documents - provide the evidence or information of proof

1. Tradition - overcome change acceptance
• people do not want to give up paper
2. Judicial Requirements
• evidence acts require original documentation
• does not look like this will change
So legal constraints to the paperless office
3. Accounting Needs
• in businesses the "audit trail" is an extremely difficult process to unpaper
• due to computer security
• it has been said that paper allows more people to physically handle thus more security (less fraud)
• then with computerized which passes through fewer hands and thus raises opportunity for fraud
• there is considerable physical and psychology security in the paper document
4. Legislative Requirements
• with each new law or regulation,it invariably requires some sort of reporting or record keeping
• acceptance of media other than paper for documentation is usually unspecified
• thus proliferation of paper for "just in case"
5. Cost
• Two costs
• cost of equipment, system
• cost of converting
• For small or large companies the cost of total electronic document systems is prohibitive
• thus the use of computer assisted retrieval systems or turnkey systems

1. Top Management Support
• because information is so vital to them, they should take strong action to ensure the effectiveness and efficiency of all information systems, including filing

By these steps:

I. Officially declare all files (regardless of media) to be absolute property of the organization.
II. Install a highly competent staff to identify filing requirements of all staff and to develop, document and implement standard policy and system for integration of these requirements.
III. Officially require all units to function within the standard information policy and system.
2. Methodology for Management of Automated Records
• important that the Records Manager be at least a task force member in the process of developing this methodology
• this methodology should provide for the recorded informations effective security and retention scheduling based on legislation and policy requirements
3. Take Advantage of Computer Indexing Systems
• many Records Manager's lack computer experience and this is an excellent way of educating oneself before delving into a technology
• new database systems to assist Records Managers in controlling and accessing information stored in any format, paper, microfilm
• provide substantial payback opportunities
• first step to further automation and reduce the costs of further automation

Components of Database and DBMS

Physical Components

• extensive computerization
• hardware - considerable memory
• software - sophisticated
• technical expertise - both computer and records management
• communications

• usually stored electronically but can be manual
• should be computerized due to:
• multiple access
• cost of maintenance
• speed
• effectiveness
• reduce redundancy
• security

• a file is a collection of related records stored on a peripheral device, disk
• a record is a collection of related fields - name, #, etc.
• retrieve via keys, functions from each field or related fields
• searching

• fast - contain only facts - reference guides, schedules
• reference - contain only references to original information
• full text - contain complete text of original documents
• looks at each word

• Hierarchical - relationships begin at top and extend downward
• Network - enables downward relationships but can cross hierarchical boundaries - more flexible
• Relational - allow direct relationships or access between any two pieces of data - table (rows and columns)

• integrates data files into a database
• the physical database with user applications programs and system software

• database security
• database recovery
• audit trails for on line transactions
• communications with other equipment
• language for queries and report writing
• data dictionary (types of data)
• utilities, analyze efficiency and reorganize as required

1. Simple file managers
2. Menu driven file managers
3. Query based databases
4. Query based databases with logical programming languages
5. Integrated packages