do archivists identify and capture records?
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QUESTION
lHow do archivists identify andcapture records?
AUTOMATED SYSTEMSMEETING THE CHALLENGE
lCritical Skill Set: InformationSystem Analysis and DesignSkills
lBeing able to create conceptual
models for representing records,documentation and systemrequirements
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WHAT IS CONCEPTUAL ORLOGICAL MODELING?
lConceptual models show what a
system does or must do. They
are implementation-independent
models; that is, they depict the
system independent of anytechnical implementation.
CONCEPTUAL MODELS
l Why use conceptual models?
l 1) Employing conceptual models is a moreeffective strategy for analyzing systemswhere physically reviewing records orbrowsing the system is not a realistic
alternativel 2) Modeling techniques are well
documented and tested
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Models and Information Systems
l Models:
Conceptual/logical/physical representations
For the purpose of analysis, design,construction
l Data Models: focus on things and facts
l Process Models: focus on information-orientedactivities
l Object Models: focus on things and their behaviors
l Business Models: context for business activities
DATA MODELING
l Defined as a technique for organizing
and documenting a systems data
l The actual model is frequently called
an entity relationship diagram
because it depicts data in terms of theentities and relationships described
by the data
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Data Models
l Items of business interest - facts aboutthem
Entities: items of interest
Relationships: between entities
Attributes: facts about items of interest
l Relatively static representation of contentl Oriented to database design
Process Models
l Activities or functions defined in termsof data capture, storage, or distribution.
l Data flow diagrams Data flow: data in motion
Data store: data at rest
Process: data manipulation, transformation,decision-making
Source/sink: origin or destination of data
l Oriented to software analysis and design
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Object Models
l Items of business interest - their behaviors
l Basic elements of object-oriented models
Object: class (general) and instance(specific)
Attributes (variables): data about anobject
Operations (methods): behaviors of anobject
BUSINESS PROCESS MODELS
Prominent types of Models include:
Business process decomposition
descriptions or diagrams
Business process data flow
models
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FUNCTIONAL DECOMPOSITION
l An iterative process of breaking a
system into its componentsubsystems, processes, and
subprocesses. Each level ofabstraction reveals more detail about
the overall system or a subset of thatsystem
PROCESS MODELING
l A technique for graphically
representing the functions andprocesses, which capture, manipulate,
store and distribute data [or records]between a system and its environment
and between components within a
system
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BUSINESS PROCESS MODELS
Most common technique is called ModernStructured Analysis, which is:
A process-centered technique that is usedto model business requirements for asystem. The models are structuredpictures that illustrate processes, inputs,outputs, and files required to respond tobusiness events.
BUSINESS PROCESS DATA FLOWMODELS
l In structured analysis, the primary deliverablesfrom process modeling are a set of coherent, inter-related data flow diagrams
l A data flow diagram is a tool that depicts the flowof data through a system and the work orprocessing performed by the system
l Data flow models can be used to effectively depictbusiness processes, inputs, and outputs, and the
relationships and interaction between them.
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PROCESS
lWork performed on, or in
response to, incoming dataflows or conditions
l
A synonym is TRANSFORM
BUSINESS PROCESSES
lBusiness Functions are
transformed by processes, which
can be decomposed into:
lBUSINESS EVENTS OR
TRANSACTIONS
lELEMENTARY PROCESSES
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BUSINESS FUNCTIONS
l Functions group the logically related activities andtasks
l A function is a set of related and ongoing activitiesof the business
l A function has no start or end; it just continuouslyperforms the work as needed
l
Functions are decomposed into subfunctions andeventually into discrete business processes thatperform specific tasks
BUSINESS FUNCTIONS
l An example of a function and sub-functionsfrom the business area of the Office of theRegistrar include:
l Function: Student Recordkeeping
l Subfunctions: Official Student Record
Maintenance, Student Degree Recording,Semester Data Maintenance, and StudentGrades and Credit Maintenance.
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BUSINESS EVENT ORTRANSACTION
l A business event is something thathappens, and that causes business data tochange.
l An event is a logical unit of work that mustbe completed as a whole. An event istriggered by a discrete input and iscompleted when the process hasresponded with appropriate outputs.
BUSINESS EVENT ORTRANSACTION
l There are two basic types of inputs that
will trigger a business event ortransaction: an external event that is
initiated by agents outside the systembeing reviewed, and a temporal event
that is triggered by the arrival of a
predetermined point in time
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BUSINESS EVENT ORTRANSACTION
l Most events or transactions arerepresented by a single process, althoughoccasionally, the event may include two orthree processes. An event process ortransaction is described in a singlesentence that identifies the individual oragency initiating the action (subject-phrase); the official action (verb-phrase);and the individuals or objects acted uponor interacted with (object-phrases).
BUSINESS EVENT ORTRANSACTION
l Examples of event processes or transactions takenfrom the Office of the Registrar work area include: ForSubfunction: Student grades and credit maintenance,the event processes or transactions include: 1) Postgrades for students upon completion of course work(Input: grade roster from faculty member, and Output:Create a grade and credit record); 2) Assign credit for
student work done at other academic institutions (Input:Record of work completed at another institution, andOutputs: Create a credit articulation or evaluationreport, and modify student record to reflect thedecision).
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ELEMENTARY PROCESSES
l Defined as discrete, detailed activities or tasksrequired to complete the response to an event. Inother words, elementary processes are the outputsgenerated by the business event. Types ofelementary processes include: creating a newoccurrence of an entity (add), updating anoccurrence of an entity (change or modify), anddeleting an occurrence of an entity. The
methodology omits any processes that do nothingmore than move or route data, thus leaving therecord unchanged.
ELEMENTARY PROCESSES
l Elementary processes are named with a strongaction verb followed by an object clause thatdescribes the work being performed.
l Examples of elementary processes from theFinancial Aid work area include: Create reportlisting federal aid recipients with unsatisfactoryacademic progress, record appeal information in
students financial aid record, complete work-studyverification form received from employer, andprovide certification information to the lender.
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WHERE ARE RECORDS CREATED?
l Record creation occurs at the businessevent or transaction level
l The actual records to be analyzed are thosedocuments received as inputs to thesystem and those created as a result of theoutputs or elementary processes generatedin response to the event
DATA FLOW DIAGRAMS SYMBOLS
l Data Flow: Data in Motion Data moving from oneplace in a system to another
l Data Store: Data at Rest A data store mayrepresent one of many physical locations for data,e.g., a file folder, a computer-based file
l Process: Work or actions performed on data sothat they are transformed, stored or distributed
l Source or Sink: Origin or destination of data Sources or sinks are sometimes referred to asExternal Entities because they occur outside thesystem