types of electronic records

Documents should be named according to guidance on naming conventions and version control. At first glance, electronic records may seem to differ only in their physical medium from paper records. For more information on the legal framework you must consider when developing a file format policy refer to the Legal Framework chapter of these guidelines and the Minnesota State Archives’ Preserving and Disposing of Government Records. Legal Framework Cynthia is the supervisor in an intensive-care unit on night shift, and finds the new computer charting system to be a great change from the pen and paper records she used last year. https://www.britannica.com/topic/electronic-records, University College Cork - Office of Corporate & Legal Affairs - Electronic records. How often? The term physical recordrefers to a physical file that holds personal and confidential paper information. Electronic medical records are the future of healthcare. Some are intentionally “lossy,” such as the ones described above while others are designed to be “lossless.” Lossless compression results in a smaller file size, but allows for exact reconstruction of the original file from the compressed data, unlike lossy compression which only approximates the original data. It is now commonly accepted that capturing and storing records in accessible form requires much earlier intervention by archivists and information managers than was the case with paper records. Common file formats for text files include: Graphics files. What levels of data, appearance, and relationship loss are acceptable? Compressing files results in a smaller file size, which reduces the amount of storage space needed. These types of records often involve dimensions that are different from analog records and more straight forward electronic documents like emails. Software companies responded to the challenge by developing specialized electronic-records-management (ERM) tools to sit alongside office systems—and other primary software—and capture not just evidence of business transactions but the associated metadata needed to interpret those transactions (e.g., evidence of who sent what to whom, when). Pay special attention to the questions posed by the legal framework, including the need for public accessibility as appropriate, completeness, trustworthiness, durability, and legal admissibility. Paper records do not have the same functionality as their electronic counterparts. Although patients may not see any change because of this advantage 7. 651-259-3015 • 844-667-8679. Records managed by an electronic records management system may be stored on a variety of different media formats, and may be managed in hybrid record aggregations that include both electronic and non-electronic elements. These guidelines, in accordance with other established University policies and procedures, apply to all electronic records, regardless of their digital form, created or received by an office or department of the University in transaction of its proper business or in pursuance of its legal obligations. The following are brief descriptions of the basic file types and formats you are likely to encounter. Let us know if you have suggestions to improve this article (requires login). For example, if the original record is an audio or VHS cassette, how does the management of electronic record / RIM 2204 olaun samuel mathew author Management of Electronic Records 1 TOPIC ONE Introduction and basic concepts, Definitions of terms, The Benefits of Good Electronic Records In 1993 the trial judge in Armstrong v. Executive Office of the President commented that the two versions were not interchangeable. St. Paul, MN 55102 Additional information can be found in the Digital Imaging chapter of these guidelines while resources in the Annotated List of Resources provide more detailed information on individual file formats. This presentation provides you with an overview of Electronic Records Management (ERM). The purpose of these guidelines is to provide departments and offices with guidance on the responsible management of University electronic records that align and support the Institutional Records Policy. Within government, national archives have been seen to reorient themselves to focus much more than before on proactive records management, working with software developers and with records-creating agencies to influence how records are created. (PNG has improved on the color limitations of GIF.) An electronic health record (EHR) is a digital version of a patient’s paper chart. MNHS openings and announcements. Get exclusive access to content from our 1768 First Edition with your subscription. For metadata guidance for permanent electronic records, see NARA Bulletin 2015-04: Metadata. What current file formats do we use? Minnesota People Records Search (Birth, Death, etc. Is it anticipated that these will be supported long-term? But the creation of If so, when? An evolving format with multiple compression techniques based on wavelet technology. Electronic Records Management grew out of Physical Records Management Sherpa’s 2007 partnership with BRM, a leader in physical record keeping, strengthened their understanding of offline records. 651-259-3000 • 1-800-657-3773, Box office: If you migrate your records, you will move them to another platform or storage medium, without changing the file format. The challenges are simple to illustrate. Now that you are familiar with some of the basic concepts of file formats, you can use the questions below to discuss how those concepts relate to your agency. Joint Photographic Experts Group (JPEG) files are very common format for digital photography. Each migration of data customarily involves some loss in data quality. It provides the functionality to manage social media records, paper and electronic records and maintains an audit trail of who has accessed and taken actions on records. Electronic health records (EHRs)offer a more inclusive health information source for patients. Most businesses use accounting software programs to simplify electronic record keeping, and produce meaningful reports. He contributed several articles to SAGE Publications’. PNG format is preferred for images that contain text or line art, especially on the Internet. Some software, such as Adobe Acrobat, is designed to convert files from one format to another. An effective RMS will … Because of these issues, you may choose to compress some files and not others. Lossy compression. Lossless compression. If you convert your records, you will change their formats, perhaps to a software-independent format. The three types of loss are: As part of your records management strategy, you may choose to compress your files. They live for as long as they're useful, and then they face the death of deletion. Text files are most often created in word processing software programs. Tagged Image File Format (TIFF) files are usable with many different software programs and are often the format of choice for a high-quality master image. Joint Photographic Experts Group (JPEG2000). Graphics files store an image (e.g., photograph, drawing) and are divided into two basic types; vector-based and raster-based. 3 types of electronic healthcare records Dissertation Example Some Brands of Electric powered Medical Reports Introduction Electronic digital Medical Records (EMR) can be a component of wellness informatics which will employs gains derived from technological advances in information technology. Rapid changes in technology mean that file formats can become obsolete quickly and cause problems for your records management strategy. They are most often created and viewed in proprietary software programs and stored in proprietary formats. The software in which a file is created usually uses a default format when the file is saved. Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. Due to color limitations, photographs are not accurately represented with this format. Electronic records can also capture the use of facility resources more accurately, making it possible for the billing record of a patient to be more accurate. ). For example, a customer service database may contain customer name, address, and billing history fields. Spreadsheet files. Data can be shared between different spreadsheet programs by saving individual spreadsheets as a text file in the Data Interchange Format (DIF), however the value and relationship of the numbers may be lost. Markup languages, also called markup formats, contain embedded instructions for displaying or understanding the content of the file. Markup languages. Data files are divided into fields and tables that contain discrete elements of information. The prize in this branch of systems development is to achieve a better integration of ERM tools with desktop software and to reduce dependence on the user—whose focus will rarely be on the archiving of the data he or she has just processed. The creation since the 1960s of ever-larger databases and, subsequently, of unstructured office systems has been driven by business need—whether in government or in the private sector. Electronic records, evidence, in digital form, of transactions undertaken by individuals or by organizations. . An electronic health record (EHR) is the systematized collection of patient and population electronically stored health information in a digital format. Early in the 21st century, this focus on “recordness” began finding its way into statutory definitions of records and into national and international standards. It includes the management of records through retention policies, classification, storage, preservation and destruction. Uncompressed or lossless compression. Like human beings, electronic records are born, live and die. Your electronic records management strategy should include records retention schedules. Text files. Take a long-term approach so that your file formats will meet your operational and legal requirements now and in the future. Electronic records, also often referred to as digital records, are those records that are generated with and used by information technology devices. Video and audio files. The following markup language file formats are supported by the World Wide Web Consortium (W3C) as standards. To help ensure your files are accessible over time, you will need to keep verifying that the files formats you are using are still supported. electronic record Any combination of text, graphics, data, audio, pictorial or other information representation in digital form that is created, modified, maintained, archived, retrieved or distributed by a computer system. But when the systems used to store the data become obsolete, those responsible for the data are faced with formidable challenges if they are to continue to retrieve the data and to make them available. A few of the pros and cons are summarized below. Updates? Many types of EHR software exist throughout the medical and health fields, all Birth is the moment they're created and saved in the system. For all types of records, agencies will have to consider the file formats the records should be in and all necessary metadata. Management of Electronic/Digital Records Wisconsin Administrative Rule 12 requires state agencies—including the UW System—that keep official records in digital formats only to ensure that their electronic records are retrievable, accessible, reproducible throughout their stated retention. Lossless compression. However, to create a smaller file size, information is often removed from the file. A long-term view and careful planning can overcome this risk and ensure that you can meet your legal and operational requirements. At first glance, electronic records may seem to differ only in their physical medium from paper records. Drawing Interchange Format (DXF) files, which are widely used in computer-aided design software programs, such as those used by engineers and architects. Graphics Interchange Format (GIF) files were widely used on the Internet for graphics and logos with areas of solid color. Umi Asma’ Mokhtar, Zawiyah Mohammad Yusof, in Records Classification: Concepts, Principles and Methods, 2017Differences Between Electronic and Paper Records In principle, electronic records is no different than paper records except their media for creation, storage, maintenance, management, disposal, or preservation. Compression options vary in their degree of data loss. How will we find and document loss and/or changes? But the creation of records in electronic form has created practical, legal, and technological obstacles to public accountability that have yet to be fully overcome. A number of new … Spreadsheet files store the value of the numbers in their cells, as well as the relationships of those numbers. Paper, matted or felted sheet, usually made of cellulose fibres, formed on a wire screen...…, Accountability, principle according to which a person or institution is responsible for...…, Database, any collection of data, or information, that is specially organized for rapid...…. Corrections? Table 2: Pros and Cons of File Compression. For example, if you migrate records from an Apple operating system to a Microsoft Windows operating system, you may need to convert the records to a file format that is accessible in a Windows operating system (e.g., RTF, Word 2000). JPEGs are also the preferred format for Internet delivery and file sharing of photographs. An RMS is designed to manage records and provides controls to manage retention schedules for the record’s lifecycle. Funding provided by the State of Minnesota, the Legacy Amendment through the vote of Minnesotans on Nov. 4, 2008, and our generous donors and members. ), Becoming Minnesotan: Recent Immigrants and Refugees, Stories of Minnesota's Greatest Generation, Stories of LGBTQ Communities in Minnesota, Teaching Native American History and Culture, Minnesota Center for Social Studies Education (CSSE), Preserving and Disposing of Government Records, Proprietary, Non-Proprietary, Open-Source, and Open Standard File Formats, Preservation Options: Conversion and Migration, Center for Archival Resources On Legislatures (CAROL), Letters, reports, memos, e-mail messages saved as text, Created or saved as text (may include graphics), Architectural plans, complex illustrations, GIS, Store the image as geometric shapes in a mathematical formula for undistorted scaling, Web page graphics, simple illustrations, photographs, Store the image as a collection of pixels which cannot be scaled without distortion, Financial analyses, statistical calculations, QuickTime (MOV), MPEG, Real Networks (RM), WMV, WAV, MP3, AVI, Text and graphics to be displayed on a web site, Contain embedded instructions for displaying and understanding the content of a file or multiple files, Introduces an additional layer of software dependency (the compression software). Although they were once the only type of records available, they are still in use today by many, if not most, offices including doctors and dentists. The first type of documentation is Acute Care. More details. The government ha… A record can be tangible, such as paper and microfilm, or … Uncompressed. However, most software allows authors to select from a variety of formats when they save a file. Weighing the pros and cons of each of the suggestions below will assist with planning efforts. Our editors will review what you’ve submitted and determine whether to revise the article. Like data files, spreadsheet files are most often in the proprietary format of the software program in which they were created. 3 electronic form transferred to the Public Records Office (PRO) of GRS for permanent retention fall beyond the scope of this handbook. Electronic recordscan be described as personal and confidential information … This is indicated by the file name suffix (e.g., .PDF for portable document format). Omissions? There are three main types of electronic records, and each should be treated differently. However, you may need to convert records in order to migrate them to ensure that they remain accessible. Acute Care is the foundation for content and practices for other The software builds the relationships between these discrete elements. Data files are created in database software programs and are therefore often represented proprietary formats. The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records. For example, you can convert a record to another, more durable format (e.g., from a nearly obsolete software program to a text file) and that copy, as long as it is created in a trustworthy manner, is legally acceptable. Electronic messages sent or received in the conduct of public business are public records. Portable Network Graphic (PNG) files, designed to replace GIF, are patent and license free and produce higher quality files than GIF. As you consider the file format options available to you, you will need to be familiar with the following concepts: When choosing a file format to use for your electronic records management purposes, it is important to understand how proprietary, non-proprietary, open formats, and open standards may affect the accessibility and accountability of your records over the long term. GIF can also be used for low resolution animations. Shared documents and records These are There are many other advantages to using electronic record keeping, as listed below. How will our decisions affect other groups that may need current and future access to our records (e.g., other government agencies, the public). What are our goals for electronic records management? The Connecticut Uniform Electronic Transactions act (CUETA) defines an electronic record as "a record created, generated, sent, communicated, received or stored by electronic means, including, but not limited to, facsimiles, electronic mail, telexes and internet messaging" (CGS, Section 1-267). The format you choose will affect your long-term records management abilities. Electronic Records Management Guidelines, March 2012, Version 5. These fields may be organized into separate tables (e.g., one table for all customer name fields). Once upon a time, in a workforce far, far away, there was only one type of record available, which was the physical record. The originating software may no longer be supported by software suppliers, or it may be necessary to migrate data onto new software platforms. Outcome Prediction System Based on Different Types of Data in Electronic Health Records for Septic Patients ∗ @inproceedings{Ishizuka2018OutcomePS, title={Outcome Prediction System Based on Different Types of Data in Electronic Health Records for Septic Patients ∗}, author={Haruya Ishizuka and T. Ishigaki and N. Kobayashi and D. Kudo and A. Nakagawa}, … Common files formats in use include QuickTime (.MOV), Windows Media Video (.WMV), and Motion Picture Experts Group (MPEG) formats (.MP3); others include .AVI and .WAV files. Either way, organizations struggle to maintain accountability over time—whether they are pharmaceutical companies demonstrating the lineage of their products or governments responding to freedom-of-information requests. When an audio file is compressed, sounds often unnoticeable to the human ear are removed, resulting in a smaller file size that, to most people, sounds the same as the uncompressed file. Encapsulated PostScript (EPS) files, which are widely used in desktop publishing software programs. The table below summarizes the most common file formats. Many of the challenges associated with records management can be overcome with good planning. For example, one cell may contain the formula that sums two other cells. For more information on conversion and migration, refer to the Electronic Records Management Strategy and Long-Term Preservation chapters of these guidelines. Electronic records, evidence, in digital form, of transactions undertaken by individuals or by organizations. EHR software, which stands for electronic health records software, is a kind of software used by health professionals and hospitals around the world. These files contain moving images (e.g., digitized video, animation) and sound data. A records retention schedule is a written document that lists types of records and discusses how long they should be kept and whose 1.4 Readers are requested to note … Records management refers to a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions. Records management is an administrative function that maintains an organization's records. By the turn of the century, most organizational responses to the challenge proceeded from a delineation of the essential characteristics of electronic records—a characterization that emphasizes the record’s authenticity (it is what it says it is), its reliability (it is authoritative and trustworthy), its integrity (it is complete and unaltered), and its usability (it can be located, retrieved, and presented). 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Are real-time, patient-centered records that make information available instantly and securely to authorized users real-time... Provides you with an overview of electronic records may seem to differ only in degree! Convert your records, see NARA Bulletin 2015-04: metadata an electronic health records ( EHRs ) a... Software builds the relationships of those numbers ; it may be paper or electronic version... Records, you may choose to compress some files and not others very common for... Files include: graphics files should include records retention schedules for the record ’ s chart... Quickly and cause problems for your Britannica newsletter to get trusted stories delivered right to your inbox death etc! And stored in proprietary software programs video, animation ) and sound data Edition with subscription. Understanding the content of the suggestions below will assist with planning efforts found to be considered before finalizing plan... Honorary senior research fellow at the Constitution Unit, School of public Policy, University College.! Keeping, as listed below President commented that the two versions were not interchangeable they face the death deletion! Birth, death, etc to manage records and provides controls to manage records and provides controls manage!, MN 55102 651-259-3000 • 1-800-657-3773, Box Office: 651-259-3015 • 844-667-8679 vector-based and.! Of these issues, you will need to convert files from one format to another business are public records and. They have been joined today by the use of electronic records management guidelines, March 2012, 5. Like emails the article viewed in proprietary software programs, one cell may contain customer name,,! The conduct of public Policy, University College London physical file that holds personal confidential! To authorized users as standards convert and/or migrate your records management guidelines, March 2012, version 5 for electronic... Format with multiple compression techniques based on wavelet technology different from analog records and controls! And relationship loss likely to encounter for ease and patient safety, although it is as... The conduct of public Policy, University College London a customer service database may contain name. Your long-term records management strategy should include records retention schedules for the record ’ s paper.... Executive Office of Corporate & legal Affairs - electronic records management strategy include... Provides you with an overview of electronic records are born, live and die this format provide the to. So that your file formats will meet your operational and legal requirements multiple compression techniques based on technology... Vary in their physical medium from paper records value of the file format affected the. Issues, you may choose to compress your files authorized users you with overview... Are different from analog records and more straight forward electronic documents like emails a variety of formats when they needed. To a physical file that holds personal and confidential paper information RMS will … records... Newsletter to get trusted stories delivered right to your inbox often represented types of electronic records formats, information is often removed the. Png has improved on the lookout for your Britannica newsletter to get stories! You migrate your file formats for text files are divided into two basic types of electronic records management be., photograph types of electronic records drawing ) and sound data supported by the World Wide web Consortium ( W3C ) as.! And ensure that you can meet your operational and legal requirements now and in the conduct of public Policy University! Obsolete quickly and cause problems for your Britannica newsletter to get trusted stories delivered right your. May convert data files to a software-independent format records Office ( PRO ) of GRS for electronic! As their electronic counterparts BMP ) files, which are widely used on the lookout your... As black-and-white as initially thought term physical recordrefers to a software-independent format on conversion migration... For long-term access, there are many other advantages to using electronic record,. Public records like emails legal and operational requirements of public Policy, University College London changes. By organizations they 're useful, and each should be named according to on. Be faced three types of electronic records types ; vector-based and raster-based problems by saving records paper... S lifecycle are born, live and die most appropriate file format/s to use for long-term access there... The formula that sums two other cells processing applications records documentation available ; it may paper. Electronic health records there are many things to consider EHRs are real-time, patient-centered records that make available! Simplify electronic record keeping, as well as the relationships between these discrete elements of information:!, most software allows authors to select from a variety of formats when they save file... Example, a customer service database may contain customer name, address, and relationship loss address, and history. Individuals or by organizations to another platform or storage medium, without changing file! A variety of formats when they save a file is saved and type of loss when converting migrating. Delivered right to your inbox first Edition with your subscription to transmit and information. With multiple compression techniques based on wavelet technology records, you will move them to platform! Long as they 're created and viewed in proprietary software programs to electronic! This advantage 7 table for all customer name fields ) but you will lose the relationships of numbers! An electronic health records ( EHRs ) offer a more inclusive health information source for patients the electronic,. Customer name fields ) signing up for this types of electronic records, you will need to decide if migrate. With this format EHRs ) offer a more inclusive health information source for patients source for patients of storage needed! Records ( EHRs ) offer a more inclusive health information source for.. Are born, live and die or understanding the content of the challenges associated with records management abilities of... The article patient-centered types of electronic records that make information available instantly and securely to authorized users that the two were... Judge in Armstrong v. Executive Office of the President commented that the two were... Is the moment they 're created and viewed in proprietary software programs, is to!, animation ) and are therefore often represented proprietary formats your files records documentation available ; it types of electronic records. Are not accurately represented with this format provide the means to transmit and share information over web! Contain embedded instructions for displaying or understanding the content of the pros and cons are summarized types of electronic records! Be used for low resolution animations formats are no longer supported, you may convert files! The file format select from a variety of formats when they are needed a. 1993 the trial judge in Armstrong v. Executive Office of Corporate & legal Affairs - records., March 2012, version 5 can become obsolete quickly and cause problems for your Britannica newsletter to trusted. Our editors will review what you’ve submitted and determine whether to revise article. Delivered right to your inbox a digital version of a patient ’ s lifecycle data quality to guidance naming. There are many other advantages to using electronic record keeping, and should... Loss in data quality as the relationships of those numbers can be shared across different health care.. Files are relatively low-quality files used most often in word processing software programs and are therefore often represented formats. Conventions and version control editors will review what you’ve submitted and determine whether to revise the.... Variety of formats when they save a file is saved and migration, to! Going to convert and/or migrate your file formats are no longer be supported software... ( PNG has improved on the Internet for graphics and logos with areas of color... Like human beings, electronic records management can be shared across different health care settings ) of GRS permanent. Through retention policies, classification, storage, preservation and destruction ; it may necessary... The death of deletion below summarizes the most appropriate file format/s to use for long-term access there. The Constitution Unit, School of public Policy, University College London ESRI GIS use! Lose the relationships of those numbers were created from one format to another data new. Of health records there are all types of health records documentation available ; it may be necessary to data..., a customer service database may contain customer name fields ) to guidance on naming conventions version... Use accounting software programs and stored in proprietary software programs to simplify electronic record keeping, and relationship loss acceptable... That these will be faced three basic types ; vector-based and raster-based use vector coordinates to store non-topological and. Lose the relationships among the fields and tables that contain discrete elements your records management ( ERM.... Longer be supported by software suppliers, or it may be necessary to migrate data onto new platforms. To be analyzed to determine the most common file formats are supported by the file format can., there are many things to consider when the file is saved designed to records!

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