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
The sort of things are:
- Paper in boxes
- Microfiche
- Images and or Data
- Simple unstructured regurgitation of information is often not very valuable
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.
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 communication to be over the internet [a WAN] rather than locally connected [a LAN]
- Look after the integrity of the data
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
Points to Note
- Most databases are similar in nature
- There are a large number of "index after the job is done" firms, but...