ARM1505
Assignment 1
Semester 2
Unique No:167118
Due 22 August 2025
, ARM1505
SECOND SEMESTER
Assignment Number :01
Unique number: 167118
Due date: 22 August 2025
Marks: 100
QUESTION 1
1.1 Defining the terms “data”, “record” and “electronic record” with
examples (10 marks)
Understanding the distinctions between data, records, and electronic records is
essential in archival science because these terms form the basis of how information is
created, managed, and preserved.
• Data:
Data refers to raw, unprocessed facts or figures that have no contextual meaning
on their own. For example, "2025", "Cape Town", and "R1500" are individual data
points. On their own, they don’t tell a full story. Data becomes meaningful when it
is organised or interpreted.
• Record:
A record is information that has been created, received, and maintained as
evidence of an activity, decision, or transaction. It has context and structure and
is preserved for future reference or accountability. For instance, a completed and
signed rental agreement between a landlord and tenant is a record it shows
evidence of a formal contract and contains names, dates, signatures, and agreed
terms.
• Electronic Record:
An electronic record is a record that is generated, communicated, and stored in
digital form. It carries the same legal and evidential weight as a paper record,
, provided its integrity and authenticity are preserved. An example is an emailed
resignation letter that includes the sender’s address, date and time stamps, and
the body of the email. The format may vary from PDF documents to database
entries or scanned images.
In summary, data is the raw input, a record is data with context and function, and an
electronic record is a digital version of such a record. Records (electronic or not) are
always more than just data they are used for accountability, decision-making, and
historical memory (Ngoepe, 2019).
1.2 Attributes, characteristics and metadata associated with records
(15 marks)
For a document to function as a record, it must have certain attributes, characteristics,
and metadata that support its evidentiary value, integrity, and usability over time.
• Attributes of a record
Attributes refer to the essential qualities that define a record:
o Content: The actual information contained in the
record.
o Context: Information about the origin of the record — who created it,
when, why, and under what circumstances.
o Structure: The physical or digital layout, such as formatting, folders,
metadata tags, etc.
Without these attributes, a record cannot serve its purpose in legal, administrative, or
historical contexts.
• Characteristics of a good record
A reliable record must have the following qualities:
o Authenticity: The record must be what it claims to be and must not have
been tampered with. For example, a signed contract saved in a secure
document management system.
Assignment 1
Semester 2
Unique No:167118
Due 22 August 2025
, ARM1505
SECOND SEMESTER
Assignment Number :01
Unique number: 167118
Due date: 22 August 2025
Marks: 100
QUESTION 1
1.1 Defining the terms “data”, “record” and “electronic record” with
examples (10 marks)
Understanding the distinctions between data, records, and electronic records is
essential in archival science because these terms form the basis of how information is
created, managed, and preserved.
• Data:
Data refers to raw, unprocessed facts or figures that have no contextual meaning
on their own. For example, "2025", "Cape Town", and "R1500" are individual data
points. On their own, they don’t tell a full story. Data becomes meaningful when it
is organised or interpreted.
• Record:
A record is information that has been created, received, and maintained as
evidence of an activity, decision, or transaction. It has context and structure and
is preserved for future reference or accountability. For instance, a completed and
signed rental agreement between a landlord and tenant is a record it shows
evidence of a formal contract and contains names, dates, signatures, and agreed
terms.
• Electronic Record:
An electronic record is a record that is generated, communicated, and stored in
digital form. It carries the same legal and evidential weight as a paper record,
, provided its integrity and authenticity are preserved. An example is an emailed
resignation letter that includes the sender’s address, date and time stamps, and
the body of the email. The format may vary from PDF documents to database
entries or scanned images.
In summary, data is the raw input, a record is data with context and function, and an
electronic record is a digital version of such a record. Records (electronic or not) are
always more than just data they are used for accountability, decision-making, and
historical memory (Ngoepe, 2019).
1.2 Attributes, characteristics and metadata associated with records
(15 marks)
For a document to function as a record, it must have certain attributes, characteristics,
and metadata that support its evidentiary value, integrity, and usability over time.
• Attributes of a record
Attributes refer to the essential qualities that define a record:
o Content: The actual information contained in the
record.
o Context: Information about the origin of the record — who created it,
when, why, and under what circumstances.
o Structure: The physical or digital layout, such as formatting, folders,
metadata tags, etc.
Without these attributes, a record cannot serve its purpose in legal, administrative, or
historical contexts.
• Characteristics of a good record
A reliable record must have the following qualities:
o Authenticity: The record must be what it claims to be and must not have
been tampered with. For example, a signed contract saved in a secure
document management system.
