Questions and Answers
What is the primary difference between transient data and transitory records?
What is a major consideration when deciding to store data in the cloud?
What is the primary advantage of using on-site data centers for storage?
What is the main disadvantage of using on-site data centers?
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What type of data is typically generated at the edge?
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Why do some organizations return their data to local environments?
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What is a characteristic of ephemeral data?
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What is the primary benefit of using cloud storage?
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What is a major disadvantage of using a single computer server attached to the network for data storage?
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What is a characteristic of a reliable record?
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What is the primary advantage of using tape drives for storage of data and information?
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What is the main difference between information and records?
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What is the purpose of carbon paper in the context of creating records?
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What is the term that encompasses the hardware, software, and processes that manage and monitor data storage within an on-site data center?
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What is a major challenge in identifying a record?
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What is the primary reason for using NAND Flash in solid-state devices in data centers?
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What is a characteristic of an authentic record?
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What is the term used to describe the organization's official copy of a document?
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What is the primary purpose of identifying the golden copy of a record?
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What is the impact of advances in information technology on record creation and capture?
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What is the key difference between the terms 'record' and 'information' in the Australian Government context?
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What is the primary goal of integrating recordkeeping into business activities?
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What is the key consideration when creating records to document work processes?
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What is the primary purpose of Generative AI (GenAI) in the legal field?
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What is the key consideration when capturing records in records management?
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What is the relationship between the golden copy and the creation of records?
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What is the impact of automation on staff tasks in records management?
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What is the primary benefit of using work process analysis to identify the records needed to document work processes?
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What is a key benefit of using intelligent capture in healthcare information management?
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What type of healthcare apps require data capture from sensors and healthcare professionals?
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What is essential for staff expected to create and capture information in healthcare organizations?
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What enables the capture of digital and paper content from various sources?
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What is a key feature of intelligent capture in healthcare information management?
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What is a requirement for healthcare organizations to manage data created by sensors, physicians, and healthcare professionals?
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What is a key challenge in managing dynamic records?
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What is the purpose of explicit metadata in records capture?
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What is an example of born digital records?
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What is the purpose of a web crawler in records capture?
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What is a characteristic of mHealth?
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What is a limitation of Google Takeout?
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Why are social media and web-based applications challenging for records management?
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What is an example of automatic records capture?
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What is the purpose of capturing records in an unalterable state?
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What is an advantage of using third-party systems for records capture?
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Study Notes
Records Creation, Capture, Classification, and File Plan Development
Introduction
- Much of the digital data created today is ephemeral (transitory) in nature, meaning it is created within an application session and discarded or reset back to its default and not stored in a database.
- Transitory records are those only needed for a short time and can be used or acted upon and then destroyed, without containing information that will be needed in the future.
Storage Methods
- Cloud Storage: scalable, cost-effective option for storing data in offsite locations, accessible from anywhere, but cybersecurity experts warn against storing sensitive data.
- On-site Data Centers: organizations that have invested heavily in on-site data centers may continue to support them, especially for storage of sensitive data, with security as the main advantage and cost as the main disadvantage.
- On-site Computer Server(s): simplest, most affordable option for smaller organizations, with additional storage needs met by purchasing additional disc drives, but with the risk of data loss in emergency situations.
Records and Information Creation and Capture
- Records are a subset of information created and captured as evidence of business decisions, actions, or transactions.
- Users sometimes have difficulty identifying a record due to the lack of a universal definition.
- Creating records involves identifying what records to create, using work process analysis, understanding legal and regulatory requirements, and assessing the risks of failing to create records.
Characteristics of Records
- Authenticity: a record can be proven to be what it purports to be, created or sent by the person purported to have created or sent it, and created or sent at the time purported.
- Reliability: a record can be trusted as a full and accurate representation of the transactions, activities, or facts to which it attests.
- Integrity: a complete and unaltered record is said to possess integrity.
- Usability: a record can be located, retrieved, presented, and interpreted.
Capturing Records
- Capturing a record means ensuring that the record cannot be altered or deleted.
- Dynamic records, such as those created online, pose unique challenges.
- Capture by a records management system involves assigning a unique identifier, capturing or generating metadata, and creating relationships between the record and other records, agents, or business.
Records Capture Methods
- Physical records: can be scanned, digitized, and ingested into the system.
- Born digital records: can be captured automatically at the time of creation.
- Third-party systems: records can be captured by a third-party system, such as a cloud-based service provider.
Intelligent Capture
- Combines standard features, such as optical character recognition (OCR), with artificial intelligence and machine learning capabilities to classify, extract, and validate content across most document formats.
- Allows capture of digital and paper content from various sources, including mobile devices.
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Description
This quiz covers key concepts in data storage and management, including the differences between transient data and transitory records, considerations for cloud storage, and the advantages and disadvantages of on-site data centers. It also touches on edge computing and data retrieval.