ARM1505
Assignment 1
Unique No:167118
Due 22 August 2025
,ARM1505 – SECOND SEMESTER
Assignment Number: 01
Unique Number: 167118
Due Date: 22 August 2025
Total Marks: 100
QUESTION 1
1.1 Define the terms “data”, “record” and “electronic record” with examples
(10 marks)
Understanding the differences between data, records, and electronic records is vital in
the field of archival studies, as these concepts underpin how information is handled
throughout its life cycle.
Data:
Data consists of raw, unorganised facts or figures that lack inherent meaning
when isolated. Examples include individual items such as “2025”, “R1,500”, or
“Cape Town”. These items are not meaningful until they are analysed or grouped
in a structured way. For instance, “Cape Town” becomes meaningful when linked
to a birth record or a financial transaction.
Record:
A record is created or received as evidence of a transaction or decision, and is
maintained for its information value. It is structured and has context. For
example, a rental lease agreement signed by both parties is a record—it contains
details such as dates, parties involved, and agreed terms, serving as proof of the
agreement.
Electronic Record:
An electronic record is any record that is created, sent, received, or stored digitally. It
can take the form of emails, PDF documents, spreadsheets, or even messages in an
electronic database. For example, a digitally signed resignation
, letter emailed to HR is an electronic record—it includes timestamps, sender and
receiver details, and content relevant to the transaction.
In summary, data are individual facts, records provide context and meaning to those
facts, and electronic records are records that exist in digital format but retain their
evidentiary value.
1.2 Attributes, characteristics, and metadata associated with records
(15 marks)
To ensure that records are reliable, usable, and legally valid, they must possess certain
attributes, characteristics, and associated metadata.
Attributes of a Record
Attributes describe the core components that define a record:
Content:
This is the actual information that the record communicates. For example, the
details in a birth certificate or invoice.
Context:
This refers to the background of the record—who created it, when, why, and
under what conditions. It ensures that the record can be properly understood and
interpreted.
Structure:
This includes the format, layout, and organisational features of the record. For
instance, in digital records, structure could include file types, folders, or metadata
tags.
Without these attributes, the record cannot fulfill its function in administration, legal
compliance, or historical documentation.
Assignment 1
Unique No:167118
Due 22 August 2025
,ARM1505 – SECOND SEMESTER
Assignment Number: 01
Unique Number: 167118
Due Date: 22 August 2025
Total Marks: 100
QUESTION 1
1.1 Define the terms “data”, “record” and “electronic record” with examples
(10 marks)
Understanding the differences between data, records, and electronic records is vital in
the field of archival studies, as these concepts underpin how information is handled
throughout its life cycle.
Data:
Data consists of raw, unorganised facts or figures that lack inherent meaning
when isolated. Examples include individual items such as “2025”, “R1,500”, or
“Cape Town”. These items are not meaningful until they are analysed or grouped
in a structured way. For instance, “Cape Town” becomes meaningful when linked
to a birth record or a financial transaction.
Record:
A record is created or received as evidence of a transaction or decision, and is
maintained for its information value. It is structured and has context. For
example, a rental lease agreement signed by both parties is a record—it contains
details such as dates, parties involved, and agreed terms, serving as proof of the
agreement.
Electronic Record:
An electronic record is any record that is created, sent, received, or stored digitally. It
can take the form of emails, PDF documents, spreadsheets, or even messages in an
electronic database. For example, a digitally signed resignation
, letter emailed to HR is an electronic record—it includes timestamps, sender and
receiver details, and content relevant to the transaction.
In summary, data are individual facts, records provide context and meaning to those
facts, and electronic records are records that exist in digital format but retain their
evidentiary value.
1.2 Attributes, characteristics, and metadata associated with records
(15 marks)
To ensure that records are reliable, usable, and legally valid, they must possess certain
attributes, characteristics, and associated metadata.
Attributes of a Record
Attributes describe the core components that define a record:
Content:
This is the actual information that the record communicates. For example, the
details in a birth certificate or invoice.
Context:
This refers to the background of the record—who created it, when, why, and
under what conditions. It ensures that the record can be properly understood and
interpreted.
Structure:
This includes the format, layout, and organisational features of the record. For
instance, in digital records, structure could include file types, folders, or metadata
tags.
Without these attributes, the record cannot fulfill its function in administration, legal
compliance, or historical documentation.
