Concepts, principles, and methods for the management of electronic records

Information Society

Volumn 17, Issue 4, 2001, Pages 271-279

  Duranti, Luciana ^a  

^a UNIVERSITY OF BRITISH COLUMBIA   (Canada)

Author keywords

[No Author keywords available]

Indexed keywords

EID: 0035486466     PISSN: 01972243     EISSN: None     Source Type: Journal    
DOI: 10.1080/019722401753330869     Document Type: Article

References (21)

1. Armstrong v. the Executive Office of the President. U.S. District Court for the District of Columbia. 810 F. Supplement 335 (DDC 1993); Friedman, Paul L., Court Opinion Transcript. U.S. District Court for the District of Columbia. Civil Action No. 96-2840 (PLF). 22 October, 1997.
2. Armstrong v. the Executive Office of the President. U.S. District Court for the District of Columbia. 810 F. Supplement 335 (DDC 1993); Friedman, Paul L., Court Opinion Transcript. U.S. District Court for the District of Columbia. Civil Action No. 96-2840 (PLF). 22 October, 1997.
3. The form of a record comprises the rules of representation according to which the content of a record, its administrative and documentary context, and its authority are communicated. It possesses extrinsic and intrinsic elements. The former elements are those that determine the material makeup of the record and its appearance (e.g., language, presentation features, special signs, seals). The latter elements are those that convey the action in which the record participates and its immediate context (e.g., names of author and addressee, dates, place, subject, description of action, corroboration, attestation). Documentary form also includes annotations, that is, additions made to the record after its completion, either in the course of executing it (e.g., indication of attachments, authentication of signatures, priority of transmission), in the course of handling the matter to which the record relates (e.g., date and time of receipt, name of handling office, date and time of further action or transmission), or in the course of managing the record for records management purposes (e.g., classification code, registration number).
4. The mode of transmission is the means used to communicate the record (e.g., regular mail, e-mail, fax). The form of transmission is the way in which a record is received or, if it is an internal record, set aside within the record system (e.g., on paper, as a digital object). The state of transmission is the degree of completion of the record when it is set aside for use or reference (i.e., the record is a draft, an original or a copy).
5. The project has produced the Department of Defense's records management standard for electronic records systems. For a summary of the findings of the project and the definitions of all the necessary and sufficient components of a record, see Duranti, Luciana, and MacNeil, Heather, "The Protection of the Integrity of Electronic Records: An Overview of the UBC-MAS Research Project." Archivaria 42, 1996, pp. 46-67. For additional details, see the project web site (www.slais. ubc.ca/users/duranti/).
6. The measures described are among the findings of the research project on the "Protection of the Integrity of Electronic Records" mentioned earlier.
7. The direction of the research and its infrastructure are funded by the Social Sciences and Humanities Research Council of Canada (SSHRCC), and by the Hampton Fund of the University of British Columbia (UBC) and the UBC Vice President Research Fund and Dean of Arts Fund. The national and multinational research teams are funded by national granting agencies and institutional and organizational contributions. For example, the Canadian team is funded by SSHRCC and the American team by the National Historical Publication and Records Commission (NHPRC).
8. The national teams are the Canadian, American, Australian, and Italian research teams. The multinational teams are the European, Asian, and Global Industry research teams. In the course of this first year of the research, multinational teams are still open to the participation of additional members. For example, the Asian team may be joined by Japan and Korea. The names of the individual scholars involved, with their institutional affiliation, and of the participating organizations/institutions, can be found on the project web site: www. interpares.org.
9. See Duranti, Luciana, and MacNeil, Heather, "The Protection of the Integrity of Electronic Records: An Overview of the UBC-MAS Research Project," cited earlier.
10. Those who are interested in learning more about diplomatics, may read: Duranti, Luciana, Diplomatics: New Uses For an Old Science. Chicago, II: SAA, ACA, and Scarecrow Press, 1998.
11. The primary modeling methodology used by the InterPARES group is IDEF. For a description of this methodology, see http:// www.idef.com/overviews/idef0.htm and http://www.dtic.mil/c3i/ bprcd/0050/tsld001.htm.
12. This categorization has been made in an unpublished paper written by Clifford Lynch for a workshop on authenticity held in Washington. DC on January 22, 2000 by the Council on Library and Information Resources, and entitled "Authenticity and Integrity in the Digital Environment: An Exploratory Analysis of the Dominant Role of Trust." He discusses data, documents, sensory presentations, and interactive works.
13. Glaser, Barney G., and Strauss, Anselm L., The Discovery of Grounded Theory: Strategies for Qualitative Research. Chicago: Aldine Atherton, 1997, pp. 6-7, 46.
14. Taylor, Steven J., and Bogden, Robert, Introduction to Qualitative Research Methods: The Search for Meanings, 2nd ed. New York: Wiley, 1984, p. 126.
15. Glaser and Strauss, p. 45.
16. The chair of the Preservation Task Force is Ken Thibodeau, from the National Archives and Records Administration of the United States. The chairs of the Authenticity and Appraisal Task Forces are respectively Heather MacNeil and Terry Eastwood from the University of British Columbia.
17. From the preliminary report of the chair of the Preservation Task Force, 31 March, 2000.
18. Ibidem.
19. It is important to note that the questionnaire guiding the semi structured interviews used in the case studies include several questions the answer to which has significant consequences for the appraisal of the records generated and/or maintained in the system in question.
20. MacCarn, Dave, and Shepard, Tom, The Universal Preservation Format. Draft document revised 29 December, 1998, p. 24. Circulated through the Electronic Records (ERECS-L) listserv.
21. Ibidem.