ARM1505
SECOND SEMESTER 2023
ASSIGNMENT 1
QUESTION 1
Topic: Advantages and Disadvantages of Electronic Records Management
Introduction:
Protecting personal information and preventing unauthorized access are critical
challenges in the digital records era. This essay examines the advantages and
disadvantages of electronic records management, incorporating relevant examples to
support the discussion.
Advantages of Electronic Records Management:
1. Enhanced Accessibility:
Electronic records provide convenient and swift access to information from any location
with proper authentication. Authorized personnel can retrieve records in real-time,
improving overall efficiency and decision-making processes.
Example: In the healthcare industry, doctors can access patients' electronic medical
records promptly, enabling them to make well-informed decisions and provide timely
medical care.
2. Space and Cost Efficiency:
Digital records eliminate the need for physical storage space, reducing costs associated
with paper, filing cabinets, and off-site storage. This efficiency is particularly
advantageous for organizations with limited resources.
Example: A financial institution can significantly reduce overhead costs by digitizing
customer account records, thus eliminating the need for extensive physical storage
facilities.
3. Data Security and Integrity:
, Electronic records can be safeguarded from unauthorized access, loss, or tampering
through robust security measures. Encryption, firewalls, and access controls protect
sensitive information.
Example: An e-commerce company employs advanced encryption protocols to ensure
the security and integrity of customers' financial data during online transactions, earning
customers' trust.
4. Easy Backup and Disaster Recovery:
Electronic records can be regularly backed up and stored in multiple locations, reducing
the risk of data loss due to system failures, natural disasters, or cyber-attacks.
Example: A government agency conducts daily backups of citizen records to ensure
continuity in the event of a system failure or data breach, safeguarding valuable
information.
Disadvantages of Electronic Records Management:
1. Technological Dependence:
Electronic records require proper hardware, software, and a reliable internet connection.
System failures or technical glitches can hinder access to critical information.
Example: A company's inability to access electronic inventory records due to a server
crash may disrupt supply chain operations, leading to financial losses.
2. Data Breach and Cybersecurity Risks:
Electronic records are susceptible to data breaches and cyber-attacks, compromising
sensitive information and leading to legal and reputational consequences.
Example: A university faces public scrutiny and potential lawsuits when hackers gain
unauthorized access to student data and leak confidential information, tarnishing the
institution's reputation.
3. Data Migration Challenges:
SECOND SEMESTER 2023
ASSIGNMENT 1
QUESTION 1
Topic: Advantages and Disadvantages of Electronic Records Management
Introduction:
Protecting personal information and preventing unauthorized access are critical
challenges in the digital records era. This essay examines the advantages and
disadvantages of electronic records management, incorporating relevant examples to
support the discussion.
Advantages of Electronic Records Management:
1. Enhanced Accessibility:
Electronic records provide convenient and swift access to information from any location
with proper authentication. Authorized personnel can retrieve records in real-time,
improving overall efficiency and decision-making processes.
Example: In the healthcare industry, doctors can access patients' electronic medical
records promptly, enabling them to make well-informed decisions and provide timely
medical care.
2. Space and Cost Efficiency:
Digital records eliminate the need for physical storage space, reducing costs associated
with paper, filing cabinets, and off-site storage. This efficiency is particularly
advantageous for organizations with limited resources.
Example: A financial institution can significantly reduce overhead costs by digitizing
customer account records, thus eliminating the need for extensive physical storage
facilities.
3. Data Security and Integrity:
, Electronic records can be safeguarded from unauthorized access, loss, or tampering
through robust security measures. Encryption, firewalls, and access controls protect
sensitive information.
Example: An e-commerce company employs advanced encryption protocols to ensure
the security and integrity of customers' financial data during online transactions, earning
customers' trust.
4. Easy Backup and Disaster Recovery:
Electronic records can be regularly backed up and stored in multiple locations, reducing
the risk of data loss due to system failures, natural disasters, or cyber-attacks.
Example: A government agency conducts daily backups of citizen records to ensure
continuity in the event of a system failure or data breach, safeguarding valuable
information.
Disadvantages of Electronic Records Management:
1. Technological Dependence:
Electronic records require proper hardware, software, and a reliable internet connection.
System failures or technical glitches can hinder access to critical information.
Example: A company's inability to access electronic inventory records due to a server
crash may disrupt supply chain operations, leading to financial losses.
2. Data Breach and Cybersecurity Risks:
Electronic records are susceptible to data breaches and cyber-attacks, compromising
sensitive information and leading to legal and reputational consequences.
Example: A university faces public scrutiny and potential lawsuits when hackers gain
unauthorized access to student data and leak confidential information, tarnishing the
institution's reputation.
3. Data Migration Challenges:
