• Title/Summary/Keyword: electronic records management

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Management of Electronic Records to Ensure the Authenticity (진본성 확보를 위한 전자기록물 관리방안)

  • Song, Byoung-Ho
    • Journal of the Korean BIBLIA Society for library and Information Science
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    • v.16 no.2
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    • pp.43-59
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    • 2005
  • Traditional paper records have to be preserved in the original form to ensure the authenticity. On the other hand. electronic records have to be continuously changed in content itself or metadata to be preserved in long-term period, so the proof of the legality of each change made so far and the proof of the protection against all the illegal changes are the essential. to ensure these requirements. We need some functions including the authentication of original captured records. the protection of records against the loss or forgery, the authentication of preserved records, and the treatment of authentication-failed records. This paper explains the fragility of authenticity for electronic records, identifies the functions needed, suggests the implementation idea, and describes the overall management polity for electronic records to ensure the authenticity.

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Analysis of Reform Model to Records Management System in Public Institution -from Reform to Records Management System in 2006- (행정기관의 기록관리시스템 개선모델 분석 -2006년 기록관리시스템 혁신을 중심으로-)

  • Kwag, Jeong
    • The Korean Journal of Archival Studies
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    • no.14
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    • pp.153-190
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    • 2006
  • Externally, business environment in public institution has being changed as government business reference model(BRM) appeared and business management systems for transparency of a policy decision process are introduced. After Records Automation System started its operation, dissatisfaction grows because of inadequacy in system function and the problems about authenticity of electronic records. With these backgrounds, National Archives and Records Service had carried out 'Information Strategy Planning for Reform to Records Management System' for 5 months from September, 2005. As result, this project reengineers current records management processes and presents the world-class system model. After Records and Archives Management Act was made, the records management in public institution has propelled the concept that paper records are handled by means of the electric data management. In this reformed model, however, we concentrates on the electric records, which have gradually replaced the paper records and investigate on the management methodology considering attributes of electric records. According to this new paradigm, the electric records management raises a new issue in the records management territory. As the major contents of the models connecting with electric records management were analyzed and their significance and bounds were closely reviewed, the aim of this paper is the understanding of the future bearings of the management system. Before the analysis of the reformed models, issues in new business environments and their records management were reviewed. The government's BRM and Business management system prepared the general basis that can manage government's whole results on the online and classify them according to its function. In this points, the model is innovative. However considering the records management, problems such as division into Records Classification, definitions and capturing methods of records management objects, limitations of Records Automation System and so on was identified. For solving these problems, the reformed models that has a records classification system based on the business classification, extended electronic records filing system, added functions for strengthening electric records management and so on was proposed. As regards dramatically improving the role of records center in public institution, searching for the basic management methodology of the records management object from various agency and introducing the detail design to keep documents' authenticity, this model forms the basis of the electric records management system. In spite of these innovations, however, the proposed system for real electric records management era is still in its beginning. In near feature, when the studies is concentrated upon the progress of qualified classifications, records capturing plans for foreign records structures such like administration information system, the further study of the previous preservation technology, the developed prospective of electric records management system will be very bright.

A Study on Managing Dataset Records in Government Information Systems (행정정보 데이터세트 기록의 관리방안)

  • Wang, Ho-sung;Seol, Moon-won
    • Journal of Korean Society of Archives and Records Management
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    • v.17 no.3
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    • pp.23-47
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    • 2017
  • According to a recent survey, over 18,000 government information systems have numerous different functions and characteristics. Although every dataset that is created and maintained in government information systems is declared as a collection of records according to the Public Records Management Act, current electronic records management policies cannot cover dataset records management. This study suggests the policy directions for dataset records management at the national level. It emphasizes the necessity to preserve the appearance and behavior (function) of database systems to ensure the authenticity of dataset records. In addition, this study investigates "emulation" as a representation and long-term preservation methodology for dataset-type records. It also suggests a dataset records model.

A Study on the Elements of Current Electronic Records (현용전자기록물의 메타데이터 요소에 관한 연구)

  • Choi, Sang-Mi;Lee, Sang-Yong
    • Journal of Korean Society of Archives and Records Management
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    • v.7 no.1
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    • pp.39-60
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    • 2007
  • This is a study based on the discussion of current electronic recordkeeping Metadata Standards. These standards form the basis for the International Standards. By analyzing ISO 23081, as well as the Metadata Standards used in Australia, England, and in the public records of Korea, the following were observed. This study puts forward the Metadata elements that apply to current electronic records and recognize their relevance and importance. Those elements can be used as the basis for establishing a future Korean Electronic Records Metadata Standard.

A Study of Metadata Elements for Digital Image Records Management (디지털이미지 기록관리를 위한 메타데이터 요소 연구)

  • Lee, Ji-Young;Kim, Hee-Jung
    • Journal of Information Management
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    • v.40 no.4
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    • pp.49-71
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    • 2009
  • As the importance and proportion of electronic records increases in the public sector, the necessity for variable types of records management has strengthened. Elements of records management metadata standards, which were provided in 2007 by the National Archives of Korea, focused mainly on text-centered records management standards. Therefore an extension of elements which can represent diverse types of electronic records is needed. In this study, metadata elements focusing on image records are suggested. For this, the characteristics of image records are investigated and the Australian government recordkeeping metadata standard and the PREMIS data dictionary, which have been recently modified, are analyzed. Through this, four elements, format, significant properties, environment, and coverage are suggested to fortify the current records management standard.

A Study on the Application of Blockchain Technology to the Record Management Model (블록체인기술을 적용한 기록관리 모델 구축 방법 연구)

  • Hong, Deok-Yong
    • Journal of Korean Society of Archives and Records Management
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    • v.19 no.3
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    • pp.223-245
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    • 2019
  • As the foundation for the Fourth Industrial Revolution, blockchain is becoming an essential core infrastructure and technology that creates new growth engines in various industries and is rapidly spreading to the environment of businesses and institutions worldwide. In this study, the characteristics and trends of blockchain technology were investigated and arranged, its application to the records management section of public institutions was required, and the procedures and methods of construction in the records management field of public institutions were studied in literature. Finally, blockchain technology was applied to the records management to propose an archive chain model and describe possible expectations. When the transactions that record the records management process of electronic documents are loaded into the blockchain, all the step information can be checked at once in the activity of processing the records management standard tasks that were fragmentarily nonlinked. If a blockchain function is installed in the electronic records management system, the person who produces the document by acquiring and registering the document enters the metadata and information, as well as stores and classifies all contents. This would simplify the process of reporting the production status and provide real-time information through the original text information disclosure service. Archivechain is a model that applies a cloud infrastructure as a backend as a service (BaaS) by applying a hyperledger platform based on the assumption that an electronic document production system and a records management system are integrated. Creating a smart, electronic system of the records management is the solution to bringing scattered information together by placing all life cycles of public records management in a blockchain.

A Study on Designing a Next-Generation Records Management System (차세대 기록관리시스템 재설계 모형 연구)

  • Oh, Jin-Kwan;Yim, Jin-Hee
    • Journal of Korean Society of Archives and Records Management
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    • v.18 no.2
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    • pp.163-188
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    • 2018
  • How do we create a next generation Records Management System? Under a rapidly changing system development environment, the records management system of public institutions has remained stable for the past 10 years. For this reason, it seems to be the key cause of the structural problem of the Records Management System, which makes it difficult to accommodate user requirements and apply a new recording technology. The purpose of this study is to present a redesigned model for a next-generation records management system by analyzing the status of the electronic records management. This study analyzed "A Study on the Redesign of the Next-Generation Electronic Records Management Process," records management technology of advanced records management system, and a case of an overseas system. Based on the analysis results, the improvement direction of the records management system was analyzed from several aspects: functional, software design, and software distribution. This study thus suggests that the creation of a microservice architecture-based (MSA) and an open source software-oriented (OSS) records management system should be the focus of next-generation record management.

A Study on the Selection of Preservation Format for Long-Term Preservation of Electronic Records (전자기록물의 장기보존을 위한 보존포맷 선정 방안에 관한 연구)

  • Han, Hui-Jeong;Oh, Hyo-Jung;Yang, Dongmin
    • Journal of Korean Society of Archives and Records Management
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    • v.20 no.1
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    • pp.69-87
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    • 2020
  • For the long-term preservation of document-type electronic records, the National Archives of Korea has chosen PDF/A-1 as the preservation format named as the document file format, and established it as a public standard. The only option of selecting PDF/A-1 restricts the use of various electronic file formats that can or must be applied to actual works as IT advances and tasks change. Moreover, it is difficult to apply PDF/A-1 to other types of electronic records (administrative information datasets, audiovisual records, web records, etc.). Therefore, it is necessary to diversify the preservation formats of electronic records. We suggest a framework for selecting various preservation formats. Furthermore, we propose common criteria and evaluation methods frequently applied to all electronic records when selecting a preservation format, and introduce a methodology for deriving intrinsic criteria applied to each type of electronic records.

The Use of Generative AI Technologies in Electronic Records Management and Archival Information Service (전자기록관리 업무 및 기록정보서비스에서의 생성형 AI 기술 활용)

  • Yoona Kang;Hyo-Jung Oh
    • Journal of Korean Society of Archives and Records Management
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    • v.23 no.4
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    • pp.179-200
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    • 2023
  • Records management institutions in Korea generally face a situation where they lack the workforce to manage the vast amount of electronic records. If electronic records management tasks and archival information services can be automated and intelligentized, the workload can be reduced and the service satisfaction of users can be improved. Therefore, this study proposes to utilize "generative AI" technology in records management practice. To achieve this, the study first examined previous research that aimed to intelligently automate various tasks in the field of records management. The fundamental concepts of generative AI were subsequently outlined, and domestic cases of generative AI applications were investigated. Next, the scope of applying generative AI to the field of records management was defined, and specific utilization strategies were proposed based on this. Regarding the strategies, the effectiveness was verified by presenting results from applying commercial generative AI services or citing examples from other fields. Lastly, the benefits and implications of using generative AI technology in the field of records management, as well as limitations that must be addressed in advance, were presented. This study holds significance in that it identified tasks within the field of records management where generative AI technology can be integrated and proposed effective utilization strategies tailored to those tasks.

A study on the construction of records management criteria (기록관리기준 조사 및 작성에 관한 연구)

  • Lee, Mi-young
    • The Korean Journal of Archival Studies
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    • no.15
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    • pp.185-218
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    • 2007
  • With the reform of records management law, the organization should manage a new criteria scheme of record management based on business task and process. The new criteria scheme includes business explanation, preservation period, cause of setting up preservation period and opening information, access authority, keeping records or not. In the past, there were also some regulations and criteria but, records management criteria should be managed systematically and rationally than past in electronic environment. In this study, some previous cases about records management criteria constructing and operating were introduced first. And various characters about records management criteria were reviewed after that, process sample and methodology were proposed for construction of each criteria. If the records management criteria were constructed properly according to goals and objectives of records management and the results were managed through electronic system, the consistency of records management will be kept well and value changes of business and records will be reflected dynamically.