| Format of Records |
The format depends on
- what you want to keep (the content of the archive),
- why you want to keep it (the reasons - from statutory to ...)
- where you want to keep it (on site, off site etc)
Common formats are:
- Paper in boxes
- Microfiche
- Images and or Data
All of these require that an index is readily available to enable
structured retrieval
- Regurgitation of information is often not very valuable
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| Timing |
The ability to retrieve records can depends on
- Availability of the staff who were involved in collecting the
records
- Availability of the software and or database in which it is
stored
|
| Compliance |
Under ISO9001:2000 a Certificate of Compliance can be issued.
- Typically from a main contractor to an owner, it could state: "Project
completed per specifications"
- However a certificate cannot replace an archive.
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| About Databases |
Databases are the generic term for an item of software which
manages a collection of data stored in tables. These also
- Look after the connection between the user and the data
- This may allow communicatopn to be over the internet rather
than locally connected
- Look after the integrity of the data
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| Other technologies |
There are two other technologies which are worth examining:
- Chat Rooms
- Interactive - so usful for "on line discussions" to
resolve a problem
- Available from many sources
- News Groups
- Reviewable - so suitable for raising RFI's and obtaining
answers
- Mostly run by Google and Yahoo etc
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| Points to Note |
- Most databases are similar in nature
- There are a large number of "index after the job is done"
firms, but...
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