Sec. 2(7).- Definitions- Electronic record

“Electronic record” means data, record or data generated, image or sound stored, received or sent in an electronic form or microfilm or computer generated microfiche;

Information captured through electronic means, and which may or may not have a paper record to back it up. Also called machine readable record.

Sec. 2(7).- What Is An Electronic Record?

  • Records provide evidence of business activity and can be in any format, including digital format.
  • Today, the vast majority of records are produced electronically or ‘born digital’.
  • According the National Archives of Australia (NAA) electronic or digital records include “word-processed documents, emails, databases and images” (NAA, 2004a).
  • While many records are printed and kept in paper or hard copy format, increasingly business activities are conducted in a purely digital context.
  • Electronic records can be stored throughout an organisation in a variety of ways – in databases, on hard drives, in shared folders, in email accounts.
  • One of the major issues facing electronic records management is the speed of technological development. Digital technologies rapidly become obsolete which can result in records becoming inaccessible unless a strategy for migration and preservation is developed and adhered to. An effectively implemented ERMS is a key factor in ensuring electronic records of continuing value are kept and archived for future use.

  • List of some commonly used electronic records – note this list is not exhaustive
      Emails
      Word processed documents
      Databases
      Websites
      Intranets
      Spreadsheets
      Powerpoint presentations
      Digital images

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