AUTOMATION OF RECORDS MANAGEMENT SYSTEM

AUTOMATION OF RECORDS MANAGEMENT SYSTEM

Automation refers to the use of computers and other automated machines for the execution of business related tasks. Automated machines may include simple and sophisticated equipment. 

 Automation can also be defined as the act of implementing the management of equipment with highly developed technology usually involving electronic hardware.

 It can be the use of computers to control specific process to intensify effectiveness and reliability though the replacement of employees. Automation can also be referred to as carrying out any task with the help of a machine which ultimately reduces the human effort. Automation can also be referred to as a representation of procedures made while mechanizing activities previously done manually. In other words, automation is all about the use of all machinery to make library’s work / records management work easy. 

Examples of automated machines may include computers, photocopiers, automated teller machine, microfilm machine. In the context of records and archives management, automated records are those records created, stored and retrieved using machines which may include a computer. For instance in hospitals, patient files can be automated by the use of a computer. This can be done by entering the information from the patient manual files into the computer system created to manage patient files; this reduces problems of shortage of storage space, and hence easy retrieval of a required file. 

While, 

Computerization can be referred to the process of taking tasks using computer. Computerization can also be referred to as the act of using specifically a computer to assist in various activities.

 Computerization is like having all activities done by the use of a computer for efficiency and effectiveness of the organization. For example in the maker ere university’s main library, there is library computerization where retrieval of a given document/ book is aided by the use of a computer in terms of its location. 

Whereas,

 Digitization refers to the conversion of information in any form, for example image, sound, text, photographs to a digital form with suitable electronic devices such as a scanner so that the information can be processed, stored and transmitted through digital networks.

 Digitization can also be referred to as the representation of an object, image by a discrete set of points. Digitization in a simple language can be referred to as a process of converting paper based information into digital form, mostly by the use of a digital scanner.

This implies that , the document after conversion , it is stored on the digital media like hard disk drive, CDROM, flash disk to mention but a few. This can easily be accessed using a computer or any other automated machine.

 This provides room for document backups since a digital copy can be used in case the original document gets missing or damaged. 

Today in Archives microfilming is being replaced by digitization which seems to be similar. In the nutshell, automation, computerization and digitization seem to be the same but there is a difference as explained above which all cut across Electronic records.