ARM1505
Assignment 1
Unique No: 167118
Due 22 August 2025
,ARM1505
Assignment Number :01
Unique number: 167118
Due date: 22 August 2025
CLARITY CRAFTED
Question 1
1.1 Defining “Data,” “Record,” and “Electronic Record”
Data refers to raw, unprocessed facts or measurements, such as numbers, images, or
sound recordings. These do not carry meaning on their own but become useful once
they are interpreted within a context. For example, temperature readings collected by
sensors are simply data points until they are analyzed to show patterns like climate
trends. This definition is useful because it highlights that data are not inherently
informative until processed. In applying this, organizations must distinguish between
raw inputs and actionable insights to avoid misinterpreting incomplete information.
Record is information created, received, and maintained as evidence of decisions,
activities, or transactions. Unlike data, a record includes contextual elements such as
origin, time, and purpose. A signed employment contract, for example, serves as a legal
record because it confirms agreement between parties and includes who signed it,
when, and under what terms. This distinction is important because records support
accountability and must be managed to meet legal or operational standards.
Electronic Record is any record that exists in digital format, regardless of the platform
or software used. Examples include emails approving policy changes, digitally stored
contracts, or database entries. Recognizing electronic records requires identifying not
only the content but also ensuring that proper management systems are in place to
preserve authenticity and accessibility over time. This is increasingly important due to
regulatory expectations around electronic governance and evidence in digital
environments.
, 1.2 Attributes, Characteristics, and Metadata Associated with Records
Attributes define the trustworthiness of a record. Provenance confirms who created the
record and under what authority. Authenticity ensures that the record has not been
altered or corrupted since its creation. Reliability guarantees that the record accurately
reflects the event or transaction it documents. For example, a court transcript is only
useful if its source is known, it has not been edited, and it faithfully captures the
proceeding. Understanding attributes helps ensure that records can serve as reliable
evidence.
Characteristics describe how records function within their environment. Contextuality
refers to the embedded circumstances of creation, such as time and purpose, which
allow accurate interpretation. Integrity ensures that the record is whole and unmodified.
Accessibility means the record can be retrieved and used when needed. For instance,
in healthcare, electronic patient files must maintain context (e.g. date of diagnosis),
integrity (unaltered entries), and accessibility (available to authorized clinicians). These
characteristics ensure usability and continuity of operations.
Metadata supports the management and interpretation of records. Descriptive metadata
helps users find and identify records, such as titles or keywords. Structural metadata
organizes components within complex records, such as chapters in a digital report.
Administrative metadata supports preservation and access, including technical
specifications, legal rights, and historical preservation actions. For example, a digital
photograph stored in an archive might include metadata about its resolution (technical),
copyright status (rights), and migration history (preservation). These metadata types are
essential for long-term access, legal compliance, and digital preservation strategies.
Understanding and applying the correct distinctions and classifications of data, records,
and metadata is essential for effective information governance. The capacity to identify
what constitutes a trustworthy and usable record—and manage it accordingly—directly
impacts organizational accountability, compliance, and operational efficiency.
Assignment 1
Unique No: 167118
Due 22 August 2025
,ARM1505
Assignment Number :01
Unique number: 167118
Due date: 22 August 2025
CLARITY CRAFTED
Question 1
1.1 Defining “Data,” “Record,” and “Electronic Record”
Data refers to raw, unprocessed facts or measurements, such as numbers, images, or
sound recordings. These do not carry meaning on their own but become useful once
they are interpreted within a context. For example, temperature readings collected by
sensors are simply data points until they are analyzed to show patterns like climate
trends. This definition is useful because it highlights that data are not inherently
informative until processed. In applying this, organizations must distinguish between
raw inputs and actionable insights to avoid misinterpreting incomplete information.
Record is information created, received, and maintained as evidence of decisions,
activities, or transactions. Unlike data, a record includes contextual elements such as
origin, time, and purpose. A signed employment contract, for example, serves as a legal
record because it confirms agreement between parties and includes who signed it,
when, and under what terms. This distinction is important because records support
accountability and must be managed to meet legal or operational standards.
Electronic Record is any record that exists in digital format, regardless of the platform
or software used. Examples include emails approving policy changes, digitally stored
contracts, or database entries. Recognizing electronic records requires identifying not
only the content but also ensuring that proper management systems are in place to
preserve authenticity and accessibility over time. This is increasingly important due to
regulatory expectations around electronic governance and evidence in digital
environments.
, 1.2 Attributes, Characteristics, and Metadata Associated with Records
Attributes define the trustworthiness of a record. Provenance confirms who created the
record and under what authority. Authenticity ensures that the record has not been
altered or corrupted since its creation. Reliability guarantees that the record accurately
reflects the event or transaction it documents. For example, a court transcript is only
useful if its source is known, it has not been edited, and it faithfully captures the
proceeding. Understanding attributes helps ensure that records can serve as reliable
evidence.
Characteristics describe how records function within their environment. Contextuality
refers to the embedded circumstances of creation, such as time and purpose, which
allow accurate interpretation. Integrity ensures that the record is whole and unmodified.
Accessibility means the record can be retrieved and used when needed. For instance,
in healthcare, electronic patient files must maintain context (e.g. date of diagnosis),
integrity (unaltered entries), and accessibility (available to authorized clinicians). These
characteristics ensure usability and continuity of operations.
Metadata supports the management and interpretation of records. Descriptive metadata
helps users find and identify records, such as titles or keywords. Structural metadata
organizes components within complex records, such as chapters in a digital report.
Administrative metadata supports preservation and access, including technical
specifications, legal rights, and historical preservation actions. For example, a digital
photograph stored in an archive might include metadata about its resolution (technical),
copyright status (rights), and migration history (preservation). These metadata types are
essential for long-term access, legal compliance, and digital preservation strategies.
Understanding and applying the correct distinctions and classifications of data, records,
and metadata is essential for effective information governance. The capacity to identify
what constitutes a trustworthy and usable record—and manage it accordingly—directly
impacts organizational accountability, compliance, and operational efficiency.
