Questions and Answers
What is the estimated age of the depiction of three warty pigs found on cave walls?
What was used as an accounting method to record animals by 4000 BCE?
What was the primary purpose of recordkeeping in ancient Egypt?
What is the approximate size of the early writing tablet pictured in figure 1.1?
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What does the early writing tablet pictured in figure 1.1 record?
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Where was the early writing tablet pictured in figure 1.1 likely from?
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What is the estimated number of clay tablets in the Royal Archives of Ebla?
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What was the primary purpose of the Royal Archives of Ebla?
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What was the primary advantage of papyrus as a recording medium?
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Who is credited with developing the first papermaking process?
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What was the main contribution of Jean Mabillon's De Re Diplomatica?
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Who granted the first patent for a machine or method for impressing or transcribing letters?
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What was the primary purpose of the General Register House in Edinburgh?
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Who invented the first manual typewriter?
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What was the primary use of punched cards in the 1880 U.S. Census?
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What was the occupation of women who were hired to operate type writing machines?
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Where was the papermaking process first introduced in Europe?
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What was the primary motivation behind the appointment of the Lord Clerk Register in Scotland?
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What year was the Federal Records Act codified?
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What was established by the Federal Records Act?
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Who was central to the emergence of the Commercial Records Center (CRC) industry?
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What was the main purpose of the first Guide to Records Retention Requirements published in 1955?
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Where is Archives II located?
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What was President John F. Kennedy's motivation for installing a secret recording network?
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What was the outcome of the Watergate scandal?
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What was the outcome of the 'PROFS case'?
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When did White House email start being archived in electronic form?
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What year did NARA issue electronic mail regulations applicable to all Executive branch agencies?
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What was the reason cited by the committee for not convicting President Biden of mishandling classified records?
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What was the primary objective of the U.S. Federal Records Act of 1950?
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What was the significant feature of the UNIVAC computer developed in 1951?
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What was the estimated storage capacity of the RAMAC 305 computer developed in 1956?
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What was the significance of the IBM 1311 computer developed in 1962?
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What was the main innovation of the 1964 IBM MT/ST technology?
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What was the reason for President Trump taking over 30 boxes of classified and unclassified presidential records to his residence at Mar-A-Lago?
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What was the primary advantage of the 1971 IBM 8" floppy disk?
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What was the outcome of the investigation into President Biden's handling of classified records?
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What was the significance of the 1973 Vydec Word Processing system?
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What was the significance of the ENIAC computer developed in the 1940s?
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What was the primary function of the operator control board in the Remington Rand UNIVAC?
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What was the consequence of President Trump's actions regarding the presidential records?
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What is the equivalent of 1 kilobyte in bytes?
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What was the role of Merrick Garland in the context of the presidential records scandal?
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What was the primary advantage of the Selectric typewriter over earlier electronic typewriters?
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What was the main innovation of the IBM 5100 Portable Computer?
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What is the equivalent of 1 megabyte in kilobytes?
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What was the primary function of the magnetic tape cartridges in the IBM 5100 Portable Computer?
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What was the primary impact of the information age on recordkeeping?
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What percentage of ARPANET traffic was email by the end of the 1970s?
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What is the estimated total number of business and consumer emails sent and received each day by the end of 2026?
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What is one of the benefits of cloud-based email archiving solutions?
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What is a feature provided by some email management systems?
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What is the expected number of worldwide IM accounts (not including Mobile Messaging) by the end of 2025?
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What is an application that allows businesses to generate leads via messenger campaigns?
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What is an example of an aggregator that enables users to communicate with users of different IM applications?
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What is an example of an online chat room used by gamers?
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What is an example of a live chat tool used to enhance customer experience?
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What is the primary purpose of an email retention policy?
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What was the primary advantage of the development of Ethernet in 1976?
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What was a major problem with the use of Electronic Document Management Systems (EDMS) in the 1980s?
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What was the primary purpose of the World Wide Web, created by Tim Berners-Lee in 1990?
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What was the solution to the challenge of accessing EDMS when away from the office?
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What was the primary result of the development of virtual private networks (VPNs)?
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What was the significance of Jeff Bezos' business plan for Amazon.com in 1994?
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What is the primary purpose of the guidance provided by the National Archives and Records Administration (NARA) in 2005?
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What was the innovation introduced by Ray Tomlinson in 1971?
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What was the primary purpose of the MAILBOX system introduced at MIT in 1965?
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What was the significance of the retention periods provided by the U.S. General Services Administration?
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What was the name of the company founded by Hollerith that later became a prominent technology company?
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What was the purpose of the committee formed by Emmett Leahy in 1935?
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What was the main challenge faced by the records management program initiated by the National Archives in 1937?
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What was the primary purpose of the records lifecycle model developed by Leahy?
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What was the significance of the recording machine installed under the Oval Office in 1940?
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What was the purpose of the Records Disposal Act of 1943?
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What was the amendment made to the Records Disposal Act in 1945?
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What was the purpose of the General Schedule (GS) introduced in 1945?
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What was the significance of the filing cabinet unveiled at the Columbian Exposition in 1893?
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What was the significance of the State Library of Western Australia being authorized to accept official records in 1903?
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What is a primary difference between Web 1.0 and Web 2.0?
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What is the main challenge posed by the use of personal devices to conduct business?
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What is the primary purpose of RSS feeds?
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What is the main advantage of using text messaging for marketing and customer service?
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What is the primary difference between SMS and MMS?
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What is the primary concern for records managers regarding ephemeral messages?
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What is the main role of Web 2.0 tools in the workplace?
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What is the primary challenge for records managers with the introduction of social media into the workplace?
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What is the primary difference between Web 2.0 and traditional electronic systems?
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What is the primary concern surrounding tools like Snapchat?
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What can be used to view snaps later?
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What is the expected number of podcast listeners by the end of 2024?
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What is the main difference between a podcast and a vodcast?
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What is the purpose of blogs and microblogs?
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What is the percentage of websites hosted by WordPress.org?
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What is the character limit for messages on X (formerly Twitter)?
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What was the problem faced by NARA after former President Donald J. Trump's Twitter account was suspended?
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What is the purpose of Records Express, the official blog of the Chief Records Office at the National Archives?
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What is the key advantage of microblogs?
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What is the primary purpose of a wiki?
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What type of mashup combines different data types from multiple sources and organizes the information through the browser interface?
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What is the name of the wiki site that has been online since 2003 and is overseen by a team of administrators?
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What is the main characteristic of mashups?
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Who is the most followed individual on Twitter, as of early 2023?
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What is the primary purpose of enterprise wikis?
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What is an example of a business mashup?
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What is the primary purpose of data mashups?
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What type of wiki is used by companies to link to products, articles, and other useful information for their audiences?
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What is the primary purpose of Governor Ron DeSantis' announcement of his 2024 presidential campaign?
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What is the primary purpose of the Apple Vision Pro spatial audio system?
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What is a key feature of videoconferencing platforms like Zoom?
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What is the main advantage of cloud computing for businesses?
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What is a feature of the Microsoft 365 suite?
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What is a key difference between Apple Vision Pro and other virtual reality headsets?
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What is the primary advantage of Vimeo over YouTube for business use?
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What is a feature of Google Workspace?
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What is the primary purpose of the records retention schedule?
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What is the primary advantage of virtual office applications like Microsoft 365?
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What is a feature of videoconferencing platforms like Zoom?
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What is the primary purpose of InetSoft's business intelligence platform?
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What is the primary advantage of social networking platforms for leaders?
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What is the purpose of folksonomies?
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What is the primary purpose of crowdsourcing?
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What is the primary characteristic of virtual worlds?
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What is the purpose of tagging and social bookmarking?
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What is the primary advantage of using digital volunteers for transcription and review?
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What is the primary purpose of tools that facilitate web services?
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What is the primary concern for records managers in the context of InetSoft's business intelligence platform?
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What is the primary benefit of using word clouds?
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Study Notes
Recordkeeping Throughout History
- Early records of human life date back to drawings on cave walls, such as the depiction of three warty pigs hunted for food at least 45,500 years ago in the Indonesian island of Sulawesi.
- By 4000 BCE, tokens were used as an accounting method to record animals, followed by the development of the cuneiform writing system by the Sumerians.
- By 3200 BCE, hieroglyphics were developed in Egypt for commercial and religious purposes, documenting land holdings, crop yields, and taxes.
Recordkeeping in Ancient Civilizations
- The Royal Archives of Ebla (modern Tell Mardikh, Syria) contained an estimated 20,000 clay tablets written in Sumerian script, dating from approximately 2250 BCE.
- In Egypt, scrolls made of papyrus plant were used as a recording medium from approximately 3000 BCE.
- Papyrus became a standard in Greece and Rome until circa 170 BCE when Egypt cut off its supply to Pergamum, leading to the production of parchment from sheepskin or goatskin.
Recordkeeping Development
- In the second century CE, a papermaking process was developed in China, replacing papyrus in Europe by the ninth century.
- The Gutenberg Bible, printed in 1456, revolutionized mass communication.
- In the fourteenth century, the Lord Clerk Register was appointed in Scotland to assume responsibility for keeping the national archives.
- In 1462, the Town Clerk of the City of London was appointed to assume responsibility for the safekeeping of the city corporation's records.
Recordkeeping in the Twentieth Century
- In 1934, Congress established the National Archives to centralize federal recordkeeping in the United States.
- In 1935, Emmett Leahy joined the National Archives and developed a records lifecycle model to control the creation, use, and disposition of records.
- The Federal Records Act of 1950 codified records management policies and practices within the federal government.
- In 1955, the first Guide to Records Retention Requirements was published.
Recordkeeping in the Information Age
- In the 1960s, computers began to be used for data processing, with the first computer, ENIAC, developed in 1943.
- The term "digital" was first used in 1938 to describe a computer that operates on data in the form of digits.
- Electronic typewriters and word processing equipment emerged in the 1960s, increasing typing speeds and accelerating the growth of paper documents.
- The evolution of computers and word processing led to the development of electronic records management and digital information storage.
Records Management and Information Technology
- In 1987, the "PROFS case" resulted in courts finding that electronic versions of email records contained metadata not captured in paper records.
- In 1994, the National Archives and Records Administration (NARA) issued electronic mail regulations applicable to all Executive branch agencies.
- In 1995, White House email was archived in electronic form.
- Today, records management policies and procedures continue to evolve with emerging technology and increasing volumes of digital information.### Development of Data Storage
- 1971: IBM introduced the 8” floppy disk, a portable and reusable alternative to magnetic tape, with a storage capacity of 80 KB (about 40 pages of text).
- In the 1970s, word processing systems used floppy disks that could store 80 to 100 pages of text and programs, marking the beginning of the convergence of word and data processing functions.
Electronic Records Management
- 1976: Ethernet was developed to provide distributed packet switching for local area networks (LANs), enabling organizations to encourage employees to file documents and spreadsheets electronically.
- 1980s: Electronic document management systems (EDMS) were introduced to store and manage information, but they had limitations such as inability to access information remotely.
- 1990s: The Internet and World Wide Web enabled external connectivity and made EDMS more accessible, leading to the development of wide area networks (WANs) and virtual private networks (VPNs).
- 1994: Jeff Bezos wrote a business plan for Amazon.com, introducing a new business model that relied on electronic records created through online transactions.
Communication Technologies
- 1965: A method was developed for facilitating communication, producing new records that needed to be identified, captured, and managed.
- 1971: Ray Tomlinson invented Internet-based email, introducing the @ symbol to specify user and computer names.
- 1974: Hundreds of military users began using email, and by the end of the 1970s, 75% of ARPANET traffic was email.
- 1997: AOL Instant Messenger (AIM) was launched, allowing direct peer-to-peer connections and text-based messaging.
- 2025: The total number of worldwide instant messaging (IM) accounts is expected to reach over 9.5 billion.
Online Chats and Chat Rooms
- 1990s: Online chat rooms enabled synchronous and asynchronous conversations, still used today by gamers, individuals seeking help, and businesses for customer support.
- 2000s: Live chat tools became popular for enhancing customer experience, and chatbots were introduced to generate leads, create help tickets, and chat across channels.
Web 2.0, Social Media, and Society
- 2004: Facebook was founded, followed by YouTube in 2005, marking the beginning of democratic, collaborative, and interactive online communication.
- 2007: The term "bring your own device" (BYOD) emerged, describing business acceptance of personal devices for work.
- Web 2.0 tools include email, instant messaging, chat rooms, RSS, text messaging, audio and video messaging, blogs, microblogs, wikis, and mashups.
Records Management Challenges
- Records managers faced challenges due to social media, cloud storage, and personal devices, making it essential to be aware of data privacy, data permanence, and data security concerns.
- Ephemeral messages, such as those on Snapchat, raise questions about data retention and permanence.### Google My Business
- Hosts can add property information, photos, and guest reviews to Google search results using Google My Business feature
Business Mashups
- Combine organization's resources, applications, and data with external web services to improve customer service
- Example: order management system with logistics information from UPS or FedEx for immediate access to order status and package tracking
Data Mashups
- Combine similar media and information from disparate data sources to create reports or dashboards
- Example: InetSoft's BI platform allows users to create and define their own data mashups with machine learning engine
Records Management
- New records may be created through business mashups and data mashups, and must be stored and managed accordingly
Social Networking
- Social networks allow users to share content, interact, and develop communities of interest
- Examples: Facebook (3.049 million monthly active users), LinkedIn (990 million users in over 200 countries)
- Leaders with personal profiles on social media appear approachable, accessible, honest, and trustworthy
Virtual Worlds
- Characteristics: 3-D graphics, web-based access, simultaneous interaction among users, and representation of a persistent virtual world
- Examples: Second Life (70 million registered accounts), The Sandbox (Ethereum-based virtual world)
- Investment in virtual worlds creates new records that must be managed, such as accounting records and documentation of events
Tagging and Social Bookmarking
- Social tagging and folksonomies allow users to create metadata for content
- Example: hashtags on social media sites, word clouds (visual representations of terms found in selected text)
Crowdsourcing
- Practice of obtaining needed knowledge, goods, or services from a body of people
- Example: Smithsonian Institution's use of digital volunteers for transcription and review of historical documents
Web Services
- Technical requirements allow different software applications to interoperate
- Examples: augmented reality, videoconferencing, virtual office applications, cloud computing, video sharing, business process modeling
Augmented Reality
- Technology that blurs the lines between the real world and the virtual world
- Examples: Ikea Place app, Apple Vision Pro spatial audio system
Video Hosting
- Services allow users to host and share videos
- Examples: YouTube (2.70 billion active users), Vimeo, Wistia, Dailymotion
- Considerations: target audience, analytics, and integration with marketing automation software
Videoconferencing Services
- Allow people to meet in real-time from different geographic areas
- Examples: Zoom, Microsoft Teams, GoToMeeting, WebEx
- Features: recording meetings, AI features for summarizing meetings and creating action items
Virtual Office Applications
- Allow employees to remotely access information and collaborate
- Examples: Microsoft 365 (345 million paid users), Google Workspace (over 8 million paying business customers)
- Features: document creation, file storage, team collaboration, and records management and compliance
Cloud Computing
- Delivering hosted services over the internet as an alternative to local hardware and infrastructure
- Definition by NIST: model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources
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Description
Explore the evolution of recordkeeping practices from prehistoric times to the present day, highlighting the importance of documentation in human civilization.