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 distinction between data, records, and electronic records is crucial in
archival and records management because each represents a different stage in the
information life cycle.
Data
Data refers to raw, unprocessed facts or figures that, by themselves, lack context or
meaning. These can be numerical, textual, or symbolic values which only gain
significance when analysed or combined with other data.
✅ Example: The figures “2025”, “R1,500”, or the name “Cape Town” are data. On their
own, they do not convey much meaning, but when associated with other facts (e.g.,
"R1,500 paid in Cape Town in 2025"), they can contribute to a meaningful record.
Record
A record is a documented piece of information that provides evidence of an event,
transaction, or decision. It is intentionally created or received during the course of
business or legal activity and is preserved because of its enduring value. A record has
identifiable structure, content, and context, which makes it reliable and authentic.
, ✅ Example: A signed contract between a landlord and tenant, which contains names,
terms of agreement, and signatures, is a record. It acts as legal evidence of the rental
transaction.
Electronic Record
An electronic record is a type of record that is created, captured, stored, or transmitted
in a digital format. These records maintain the same evidential and informational value
as physical records but are stored using electronic systems such as computers,
databases, or cloud platforms.
✅ Example: A resignation letter typed and emailed to Human Resources, containing
the date, sender’s details, content, and recipient’s email, qualifies as an electronic
record. Even though it exists digitally, it serves as proof of the employee’s intention to
leave.
Summary:
Data are unprocessed facts without context.
Records are meaningful documents that serve as evidence.
Electronic records are records maintained in digital form but retain their integrity
and evidentiary value.
1.2 Attributes, Characteristics, and Metadata Associated with Records
[15 marks]
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 distinction between data, records, and electronic records is crucial in
archival and records management because each represents a different stage in the
information life cycle.
Data
Data refers to raw, unprocessed facts or figures that, by themselves, lack context or
meaning. These can be numerical, textual, or symbolic values which only gain
significance when analysed or combined with other data.
✅ Example: The figures “2025”, “R1,500”, or the name “Cape Town” are data. On their
own, they do not convey much meaning, but when associated with other facts (e.g.,
"R1,500 paid in Cape Town in 2025"), they can contribute to a meaningful record.
Record
A record is a documented piece of information that provides evidence of an event,
transaction, or decision. It is intentionally created or received during the course of
business or legal activity and is preserved because of its enduring value. A record has
identifiable structure, content, and context, which makes it reliable and authentic.
, ✅ Example: A signed contract between a landlord and tenant, which contains names,
terms of agreement, and signatures, is a record. It acts as legal evidence of the rental
transaction.
Electronic Record
An electronic record is a type of record that is created, captured, stored, or transmitted
in a digital format. These records maintain the same evidential and informational value
as physical records but are stored using electronic systems such as computers,
databases, or cloud platforms.
✅ Example: A resignation letter typed and emailed to Human Resources, containing
the date, sender’s details, content, and recipient’s email, qualifies as an electronic
record. Even though it exists digitally, it serves as proof of the employee’s intention to
leave.
Summary:
Data are unprocessed facts without context.
Records are meaningful documents that serve as evidence.
Electronic records are records maintained in digital form but retain their integrity
and evidentiary value.
1.2 Attributes, Characteristics, and Metadata Associated with Records
[15 marks]
