QUESTION 1
1.1 Defining the terms “data,” “record,” and “electronic record” (10 Marks)
To understand the concepts of data, records, and electronic records, it is essential to
distinguish between them, as they play different roles in information management.
1.1.1 Data
Data refers to raw, unprocessed facts, figures, symbols, or values that do not carry
inherent meaning until they are interpreted. It can exist in various forms, such as
numbers, text, images, or sounds. Data is the foundation for generating information and
records.
✅ Example: A list of students' scores in a spreadsheet (e.g., "85, 90, 78, 92") is data
because it lacks context.
1.1.2 Record
A record is information that has been captured, processed, and maintained as evidence
of an event, transaction, or decision. It provides proof of an action and can be used for
reference, accountability, or historical purposes. A record must be authentic, reliable,
and accessible.
✅ Example: A student's final report card is a record because it summarizes their
academic performance with official validation.
1.1.3 Electronic Record
An electronic record is a record that is created, stored, and managed in a digital format.
It can include documents, emails, databases, multimedia files, and other forms of digital
content. Unlike paper records, electronic records require software and hardware for
access and management.
,✅ Example: A digital bank statement sent via email is an electronic record because it
documents financial transactions in a structured format accessible on electronic
devices.
1.2 Attributes, Characteristics, and Metadata Associated with Records (15 Marks)
Records possess certain attributes and characteristics that ensure their reliability and
usefulness. Additionally, metadata plays a crucial role in providing context and
managing records effectively.
1.2.1 Attributes of Records
The key attributes that define a record include:
Authenticity – A record must be genuine and trustworthy.
Reliability – The content must accurately reflect the transaction or event it
documents.
Integrity – The record must remain complete and unaltered over time.
Usability – The record must be accessible and understandable for future use.
✅ Example: A legal contract signed by two parties must retain its original content
without unauthorized modifications to remain authentic and reliable.
1.2.2 Characteristics of Records
Records exhibit the following characteristics:
Fixed Content – Once created, the record should not be altered unless
authorized.
Structured Format – Records are usually organized systematically for easy
retrieval.
Legal and Evidentiary Value – Many records serve as legal evidence in official
matters.
, Lifespan – Records have retention periods before they are archived or disposed
of.
✅ Example: A government-issued birth certificate remains unchanged over a lifetime
and serves as legal proof of identity.
1.2.3 Metadata Associated with Records
Metadata is data that provides descriptive, structural, and administrative information
about a record. It helps in identifying, retrieving, and managing records efficiently.
Types of metadata:
1. Descriptive Metadata – Provides information about the record (e.g., title, author,
date created).
2. Structural Metadata – Defines relationships between different parts of a record
(e.g., pages in a document).
3. Administrative Metadata – Includes technical details, rights management, and
access permissions.
✅ Example: In an electronic document, metadata includes the author’s name, the date
the document was created, and the file format (e.g., PDF, Word).
QUESTION 2: Advantages and Disadvantages of Electronic Records (25 Marks)
Electronic records play a crucial role in modern information management by enabling
efficient storage, retrieval, and sharing of data. However, they also present challenges,
such as security risks, unauthorized access, and technological limitations. This
discussion explores both the advantages and disadvantages of electronic records,
supported by relevant examples.
1.1 Defining the terms “data,” “record,” and “electronic record” (10 Marks)
To understand the concepts of data, records, and electronic records, it is essential to
distinguish between them, as they play different roles in information management.
1.1.1 Data
Data refers to raw, unprocessed facts, figures, symbols, or values that do not carry
inherent meaning until they are interpreted. It can exist in various forms, such as
numbers, text, images, or sounds. Data is the foundation for generating information and
records.
✅ Example: A list of students' scores in a spreadsheet (e.g., "85, 90, 78, 92") is data
because it lacks context.
1.1.2 Record
A record is information that has been captured, processed, and maintained as evidence
of an event, transaction, or decision. It provides proof of an action and can be used for
reference, accountability, or historical purposes. A record must be authentic, reliable,
and accessible.
✅ Example: A student's final report card is a record because it summarizes their
academic performance with official validation.
1.1.3 Electronic Record
An electronic record is a record that is created, stored, and managed in a digital format.
It can include documents, emails, databases, multimedia files, and other forms of digital
content. Unlike paper records, electronic records require software and hardware for
access and management.
,✅ Example: A digital bank statement sent via email is an electronic record because it
documents financial transactions in a structured format accessible on electronic
devices.
1.2 Attributes, Characteristics, and Metadata Associated with Records (15 Marks)
Records possess certain attributes and characteristics that ensure their reliability and
usefulness. Additionally, metadata plays a crucial role in providing context and
managing records effectively.
1.2.1 Attributes of Records
The key attributes that define a record include:
Authenticity – A record must be genuine and trustworthy.
Reliability – The content must accurately reflect the transaction or event it
documents.
Integrity – The record must remain complete and unaltered over time.
Usability – The record must be accessible and understandable for future use.
✅ Example: A legal contract signed by two parties must retain its original content
without unauthorized modifications to remain authentic and reliable.
1.2.2 Characteristics of Records
Records exhibit the following characteristics:
Fixed Content – Once created, the record should not be altered unless
authorized.
Structured Format – Records are usually organized systematically for easy
retrieval.
Legal and Evidentiary Value – Many records serve as legal evidence in official
matters.
, Lifespan – Records have retention periods before they are archived or disposed
of.
✅ Example: A government-issued birth certificate remains unchanged over a lifetime
and serves as legal proof of identity.
1.2.3 Metadata Associated with Records
Metadata is data that provides descriptive, structural, and administrative information
about a record. It helps in identifying, retrieving, and managing records efficiently.
Types of metadata:
1. Descriptive Metadata – Provides information about the record (e.g., title, author,
date created).
2. Structural Metadata – Defines relationships between different parts of a record
(e.g., pages in a document).
3. Administrative Metadata – Includes technical details, rights management, and
access permissions.
✅ Example: In an electronic document, metadata includes the author’s name, the date
the document was created, and the file format (e.g., PDF, Word).
QUESTION 2: Advantages and Disadvantages of Electronic Records (25 Marks)
Electronic records play a crucial role in modern information management by enabling
efficient storage, retrieval, and sharing of data. However, they also present challenges,
such as security risks, unauthorized access, and technological limitations. This
discussion explores both the advantages and disadvantages of electronic records,
supported by relevant examples.
