KONSEP DASAR ARSIP ELEKTRONIK (ARSIP DIGITAL)

Summary

This video discusses the basics of electronic records management, explaining the concept of electronic archives and the difference between electronic and digital records. It covers the challenges in managing electronic archives compared to conventional ones, highlighting the need for metadata and encapsulation for legal validity. The video also distinguishes between Electronic Record Keeping Systems (ERKS) and Electronic Information Processing Systems (EIPS), clarifying that ERKS includes features for organizing, disposing, and retaining records, whereas EIPS focuses on the creation and processing of information.

Takeaways

• 😀 Electronic archives refer to records that are created, stored, and modified in digital form using computer systems or similar technologies.
• 😀 The first definition of electronic archives describes them as machine-readable, including various forms such as images, videos, and audio, that are digitally created and transmitted.
• 😀 The second definition emphasizes digital records, specifically created digitally from the start or converted from conventional media into digital format.
• 😀 Electronic archives can be divided into two types: those created directly in electronic format and those created through media conversion.
• 😀 Electronic records management systems (ERMS) and electronic records keeping systems (ERKS) are similar, both designed to collect, organize, and manage digital archives, but with slight differences in function.
• 😀 Conventional archives are physically attached to their media (e.g., paper), making their authenticity self-evident. In contrast, electronic archives are stored in a way that their physical structure is not immediately visible.
• 😀 The authenticity of electronic archives cannot be directly verified from the media itself and thus requires techniques like metadata and encapsulation to ensure its validity as evidence.
• 😀 Unlike conventional archives, electronic records are not self-evident and need to be presented using additional methods, such as metadata, to be legally valid as evidence.
• 😀 There is a clear distinction between electronic records management systems and electronic information processing systems. The latter, like email systems, only manage the creation, identification, and access of digital information, without dispositional features.
• 😀 An electronic records management system (ERMS) integrates the functionality of an electronic information processing system with added features for the retention schedule and document disposal.
• 😀 The session provides an introduction to electronic archives and their management, laying the groundwork for future discussions on legal and technical aspects of electronic record management.

Q & A

What is meant by electronic records?

Electronic records are digital files that can consist of text, data, graphics, images, videos, or audio. They are created, stored, modified, and transmitted through computer systems. These records can either be created digitally from the start or converted from traditional formats into digital forms.

How does David Robert define electronic records?

David Robert defines electronic records as records that are machine-readable, created, stored, and transmitted in digital form through computer systems or similar systems. They can contain various forms of data such as text, images, or video.

What are the two types of electronic records as described by David Robert?

The two types of electronic records are: 1) Records that are created digitally from the outset, and 2) Records that result from media migration, where physical or conventional records are converted into digital formats.

How are conventional records different from electronic records?

Conventional records are physical and their authenticity is self-evident because their physical form (e.g., paper) proves their legitimacy. Electronic records, however, are intangible and rely on metadata and system processes to verify their authenticity.

Why are electronic records not considered self-evident?

Electronic records are not self-evident because they do not have a physical medium that proves their authenticity. Instead, their validity must be verified through metadata, system integrity, and other technical aspects.

What is the difference between Electronic Record Keeping Systems (ERKS) and Electronic Record Management Systems (ERMS)?

While both systems collect, organize, and manage electronic records, ERMS typically offers more comprehensive features such as retention schedules, legal disposals, and advanced record management functionalities. ERKS are more focused on basic functions like storing and retrieving records.

What role do metadata and technical systems play in electronic records?

Metadata and technical systems are crucial in managing electronic records as they provide the necessary information for verifying the authenticity, structure, and access control of the records. Without them, electronic records cannot be effectively authenticated or legally used.

Why is electronic records management important for legal purposes?

Electronic records management is important for legal purposes because electronic records must be verifiable and secure in order to be used as evidence in legal contexts. Proper management ensures the integrity and authenticity of records for legal validation.

What challenges exist when managing electronic records compared to conventional records?

The main challenges in managing electronic records include ensuring their authenticity and integrity since they lack the physical presence of conventional records. Additionally, they require specialized systems for storage, retrieval, and protection against unauthorized access or alterations.

How are systems like Electronic Information Processing Systems (EIPS) different from Electronic Record Management Systems (ERMS)?

EIPS primarily focus on managing the creation, reception, and access of electronic information, but do not typically handle long-term records retention or legal disposal functions. ERMS, on the other hand, manage the entire lifecycle of electronic records, including retention, disposition, and legal compliance.