Departmental Recordkeeping Databases Preamble I ncreasingly, records are created or stored in electronic formats. Samples of these formats are computers, audio recordings, video images or multimedia. While there are processes for storing paper records that are generations old, the processes for storing electronic records have to be specifically developed to cope with the special nature of the electronic format. To meet this objective, policy must clearly define procedures needed for the different types of electronic records created on campus. It is vital to distinguish between electronic information and electronic records.
Information is changeable, manipulable and current.
Records differ from information in that they should be unchangeable with an audit trail and are tamper proof. A record comprises recorded information in any form created or received and retained as evidence of the transaction of business or conduct of affairs. Electronic documents- Structured units of recorded information, communicated and maintained by means of electronic equipment, and managed as discrete units in information systems. Corporate recordkeeping databases- Institution wide function based recordkeeping systems, supported by the central IT infrastructure. Includes Student, Finance, Library and Human Resource systems.