Information raw materials - Major categories |
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Data - is a generic term for meaningful symbols which constitute the raw material which is used to build all other information entities. In order to convey meaning, data must be selected, organised according to approved conventions and standards and placed in particular documentary structures. Data types:
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Databases - are electronic structures that organise and manipulate particular data entered into them so as to enhance the value & versatility of the data as information. Databases are dynamic in that data may be added, deleted and/or replaced at intervals to suit the requirements of their owners. The data they contain may be cumulative or current. Database types:
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Documents - are discrete, identifiable units of text that can be stored, retrieved and exchanged among systems and users as separate entities. Documents differ from databases in that they impose a logical structure of relationships upon smaller groupings of data such as paragraphs, images or tables. |
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Records - are a special class of document containing data or information of any kind and in any form, created or received and utilised by an organisation or person in the transaction of business or the conduct of affairs and subsequently kept as evidence of such activity. Whether of not a document is a record depends arises from the relationship among its structure, content and context. Because they attest to actual happenings and must be complete, reliable, immutable and authentic by-products of the activities that generated them, records constitute the evidence required for legal, fiscal, managerial and social accountability. They often serve as authoritative source documents, providing informational content for input for databases or for summary and analysis into higher level records such as reports. Record types:
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Record series - those records or archives having the same provenance which belong together because they are part of a discernible filing system (alphabetical, numerical, chronological, or a combination of these); they have been kept together because they result from the same activity, or they are of similar formats and relate to a particular function. See Glossary for a more extensive explanation. |
Recordkeeping system - An information system that is specifically designed to capture and manage complete and reliable records for as long as they are required to meet legal, fiscal, administrative and cultural requirements. One or more recordkeeping systems is generally managed utilising a professionally staffed recordkeeping regime. |
Information entities - Major categories (Published works) |
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Published works- are authored intentionally to present their authors' or sponsors' ideas/views. Furthermore, they are packaged for dissemination to particular and potential users in the wider community. They carry their own metadata as Cataloging-in-Publication details ie. titles, authors, publisher, ISBN or ISSN numbers, dates. Also usually have metadata in tables of contents, chapter and sub-headings, indexes, dust jackets to facilitate navigation and understanding. Types of published works:
Common forms of published works:
Material Expression/Media for all of the above entities (ie the actual output of systems which forms the 'packaging' for the entity)
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