CRM Prep Workshop Part V Facilities, Equipment, Supplies & Technology

CRM Exam – Part V Introduction Summary of areas covered Detailed area-by-area discussion Additional resources

Eight Distinct Areas of Coverage 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 Standards Equipment and supplies Methods and systems Quality controls Storage

Standards Numerous standards available through AIIM, ANSI, NISO, ISO –Filming –Cameras and readers –Jackets and aperture cards –Quality control and inspection for deterioration –Exhaustive list at Film-based Imaging Association:

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 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 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, , print, send to network location –Lightweight indexing Microfilm scanners

Imaging Systems 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 – –Paper/film

Storage Devices Online vs. near-line vs. offline storage Libraries How to identify storage requirements

Systems Basic concepts Organizing Directing Controlling

Basic Concepts 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 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 Desktop computer Laptop Local peripherals Smart phones PDAs

Enterprise Devices Mainframes and minicomputers Servers Networks Enterprise/shared peripherals –Printers –Storage libraries

Programs, Software, and Applications Operating systems Network operating systems Databases Data mining Data warehousing

Programs, Software, and Applications ECM WCM EDMS ERMS BPM /Instant messaging Collaborative tools Recordkeeping considerations

Security/Accessibility 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 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 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