ARM1505
Assignment 1
Unique No: 167118
Due 22 August 2025
,ARM1505
Assignment 01
Unique number: 167118
Due date: 22 August 2025
QUESTION 1
1.1 Defining the terms “data”, “record” and “electronic record”
Data
Data refers to raw, unprocessed facts or observations that do not yet carry contextual
meaning. Data becomes useful only when it is interpreted, processed, or placed within a
framework that explains its significance. Data can appear in the form of text, numbers,
images, sound, or measurements.
Example: Temperature readings collected by an IoT sensor every 10 minutes are
considered data. On their own, they do not explain trends, causes, or implications—they
are simply recorded values. Only when this data is analyzed to identify a heatwave or
equipment malfunction does it gain meaning.
This definition is applicable because data alone does not serve as evidence or a basis
for decision-making without further processing.
Record
A record is information created or received in the course of conducting business, and
maintained as evidence of decisions, transactions, or obligations. Unlike data, a record
includes essential context—such as who created it, when, for what purpose, and under
what circumstances. Records have long-term value and are used to support
accountability, traceability, and compliance.
Example: A signed employment contract is a record because it evidences a formal
agreement between an employer and employee. It includes the identities of both
parties, the date of agreement, and the terms of employment—all necessary for legal
and operational reference.
, This definition is relevant because a record transforms raw data into evidence by adding
structure, context, and intent.
Electronic Record
An electronic record is a record that is created, communicated, stored, or retrieved in
digital format. This includes emails, scanned documents, digital reports, spreadsheets,
and database entries. Electronic records are functionally equivalent to physical records
in terms of evidential value, but require digital systems for management, access, and
preservation.
Example: An email confirming budget approval from a department head, when stored
on a company server, qualifies as an electronic record. It captures a business
transaction, identifies the parties involved, and preserves the context in a digitally
verifiable format.
This definition is appropriate in modern information environments where most records
originate and are maintained electronically, requiring additional controls to ensure
authenticity and reliability.
Assignment 1
Unique No: 167118
Due 22 August 2025
,ARM1505
Assignment 01
Unique number: 167118
Due date: 22 August 2025
QUESTION 1
1.1 Defining the terms “data”, “record” and “electronic record”
Data
Data refers to raw, unprocessed facts or observations that do not yet carry contextual
meaning. Data becomes useful only when it is interpreted, processed, or placed within a
framework that explains its significance. Data can appear in the form of text, numbers,
images, sound, or measurements.
Example: Temperature readings collected by an IoT sensor every 10 minutes are
considered data. On their own, they do not explain trends, causes, or implications—they
are simply recorded values. Only when this data is analyzed to identify a heatwave or
equipment malfunction does it gain meaning.
This definition is applicable because data alone does not serve as evidence or a basis
for decision-making without further processing.
Record
A record is information created or received in the course of conducting business, and
maintained as evidence of decisions, transactions, or obligations. Unlike data, a record
includes essential context—such as who created it, when, for what purpose, and under
what circumstances. Records have long-term value and are used to support
accountability, traceability, and compliance.
Example: A signed employment contract is a record because it evidences a formal
agreement between an employer and employee. It includes the identities of both
parties, the date of agreement, and the terms of employment—all necessary for legal
and operational reference.
, This definition is relevant because a record transforms raw data into evidence by adding
structure, context, and intent.
Electronic Record
An electronic record is a record that is created, communicated, stored, or retrieved in
digital format. This includes emails, scanned documents, digital reports, spreadsheets,
and database entries. Electronic records are functionally equivalent to physical records
in terms of evidential value, but require digital systems for management, access, and
preservation.
Example: An email confirming budget approval from a department head, when stored
on a company server, qualifies as an electronic record. It captures a business
transaction, identifies the parties involved, and preserves the context in a digitally
verifiable format.
This definition is appropriate in modern information environments where most records
originate and are maintained electronically, requiring additional controls to ensure
authenticity and reliability.
