Page 240 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 13: Records and Reports

Notes

Caselet The Library’s Need for an Electronic Recordkeeping
System

s the volume of electronic records increases, the Library should weigh the costs
and benefits of implementing an electronic recordkeeping system. Therefore, it
Ais recommended that the Library conduct a cost/benefit analysis of an electronic
recordkeeping system. Records management includes the planning, controlling, directing,
organizing, training, promoting, and other managerial activities involved in records
creation maintenance, and use. Additionally, it involves disposals and transfers of record
materials to achieve adequate and proper documentation of the policies and transactions
of the federal government and effective and economical management of an agency’s
operations.

The volume of electronically generated records such as email and word processing
documents is increasing rapidly. Electronic records present a records management
challenge for the Library because they are created and maintained in a largely decentralized
way. Electronic recordkeeping responsibilities are frequently overlooked by employee.
Moreover, electronic records can easily be deleted without leaving an obvious trail.
Source: http://www.loc.gov/about/oig/reports/2010/rpt2010marchrecordsmgmtpgm.pdf

13.2 Report

A report or account is any informational work (usually of writing, speech, television, or film)
made with the specific intention of relaying information or recounting certain events in a
widely presentable form.
Written reports are documents which present focused, salient content to a specific audience.
Reports are often used to display the result of an experiment, investigation, or inquiry. The
audience may be public or private, an individual or the public in general. Reports are used in
government, business, education, science, and other fields.

Reports use features such as graphics, images, voice, or specialized vocabulary in order to
persuade that specific audience to undertake an action. One of the most common formats for
presenting reports is IMRAD: Introduction, Methods, Results and Discussion. This structure is
standard for the genre because it mirrors the traditional publication of scientific research and
summons the ethos and credibility of that discipline. Reports are not required to follow this
pattern, and may use alternative patterns like the problem-solution format.

Additional elements often used to persuade readers include: headings to indicate topics, to more
complex formats including charts, tables, figures, pictures, tables of contents, abstracts, and
nouns summaries, appendices, footnotes, hyperlinks, and references.
Reports are very important in all their various forms along with the usual evidences like in a
crimes scene people usually leave behind evidences. They fill a vast array of critical needs for
many of society’s important organizations. Police reports are extremely important to society
for a number of reasons. They help to prosecute criminals while also helping the innocent
become free. Reports are a very useful method for keeping track of important information. The
information contained in reports can be used to make very important decisions that affect our
lives daily.

LOVELY PROFESSIONAL UNIVERSITY 235