Operating systems and computer architectures

With the release of Microsoft's Windows 95, the computer world is rumbling and shaking again as users stampede to buy copies of the software for personal and corporate use. One would think that if they simply were to have a more friendly computer interface and some more sophisticated communications capabilities, the solution to their information management problems would be at hand. As is often the case, these initial software buyers may be proceeding according to an assumption that these are exactly the capabilities that they need. One would hope that these assumptions are based on an objective and balanced assessment of what these new operating systems can actually do to address their business challenges.

A computer's operating system is extremely important. It is similar to the foundation of a house or the roots of a tree-it serves as a basis upon which activities and growth can occur. The "activities" can be the use of word processors or other business software to perform daily work. The "growth" can be the data and information that is created and stored on disk drives as an output of that daily work. However, it is the computer applications, such as word processors, databases, or communications programs (E-mail, fax, Internet) that really "get the job done" for most people. These applications are what users work and "interface" with. The average personal computer user cannot really see any significant productivity difference between using Microsoft's Word for Windows or Microsoft's Word for the Macintosh, even though they are running on two different operating systems-DOS/Windows for IBM compatible PCs and MacOS for Apple Macintosh computers.

So why should we be concerned about computer operating systems? We need to understand what capabilities and limitations are given to us by the operating system "platform" upon which our business applications are based. Operating systems determine the available word processors and databases we can use, and they also determine to what extent we can share data across the enterprises within which we work. If one needs to run a version of the Unix operating system on a personal computer and no version of WordPerfect has been written to run on that operating system, it will simply be necessary to choose another word processor. If there is a need to share files and data with someone, it will not work just to copy a data file to a floppy disk and expect them to use the data, unless their computer system can read data written to a disk by the first system. Operating systems can provide vast new computing possibilities, or they can severely limit the range of software systems available. This applies to automated records management systems, as well as word processors!

So let's see what all this fascination is with Microsoft's Windows 9, Windows NT Server, Novell's Netware, Unix, and all of these operating systems. As a matter of fact, whatever happened to the CP/M (Control Program/Monitor) microcomputer operating system that was very popular about 15 years ago? Most importantly, what should records managers be concerned about regarding the computing architecture of the organizations that they are to serve.

PLAIN VANILLA PERSONAL COMPUTERS

Today's most common personal computer is an "IBM compatible" PC, which means that the PC probably uses an Intel 386, 486, or Pentum central processing unit (CPU) computer chip to process and manipulate data. These processors run the DOS operating system upon which the Windows user interface software layer runs. Notice that Windows 3.1 is NOT an operating system. It runs on top of DOS, which is the true operating system, as it performs much of the file management and other input/output activities performed by the computing system. This includes sending data to a printer, managing programs in memory, and communicating with modems or other peripherals.

Most of the computer processing limitations of Windows can be attributed to the limitations of the DOS operating system that was born in the early 1980s. It replaced the then popular CP/M operating system that was used by many of the first personal computers. Very importantly, the data that was created on computer disks with a CP/M based computer are no longer readable unless one has an old CP/M based computer or some data conversion software. Now we begin to see why records managers must pay attention to operating systems. Information created and stored on computer tapes or disks with old or unique operating systems will be inaccessible without at least the hardware and operating system software used to store the data. It would also be best to have the business application software used to create the data. This will assure that the electronic records can be read accurately.

FROM MAINFRAMES TO WORKSTATIONS

Many organizations have decided in recent years to "downsize" their applications from mainframe or minicomputer systems to run on networks of connected PCs. What this often involves is taking the computer code that runs on the larger system, and then reprogramming the code to run on a different operating system platform for networks. The result is faster overall system performance, as the new processors (such as those from Intel) running on the PC networks are often faster than the processors running on the larger computer systems. In addition, users can have a single user interface such as Windows from which they can run local applications or networked applications. This is a tremendous advantage for ensuring consistency in the way computing applications are expected to be used across an enterprise and can result in a major reduction in training required for all system users. It also results in some beneficial system redundancy that allows one to use a local application on their own personal computer when the computer network is not operational.

Records managers considering the move to Windows 95 should be aware that this system gives them new capabilities, but at a price. This new version of Windows will consume more disk space, require more memory, and a faster processor to run than many existing PCs will have available. It requires about 90 Megabytes (MB) of disk space, at least 8 MB of memory (more is much better), and at least a 486/33 CPU. Only with this level of hardware, the computer will be able to run the Windows 95 software.1 This does not mean that it will perform quickly, but it will allow one to run any applications that take advantage of the features of Windows 95, of which there will soon be many. The overall benefits will be that Windows 95 will run present Windows 3.1 and DOS applications, but will also have an improved user interface, operate programs faster, and be more resistant to system crashes. For running all local applications on their PCs, such as databases, word processors, and spreadsheets, records managers will probably enjoy an overall improvement in usability, application performance and system reliability. One might also select IBM's OS/2 Warp, or Microsoft's Windows NT Workstation for use with a single workstation, if the different or more advanced features of these interfaces are more desirable. These are also single user computer operating systems, for the most part, and will not provide multi-user networking capabilities.

For the use of networked applications such as automated records management systems or electronic document management systems, Windows 95 will just be the individual user's "workstation" interface on their local PC (like Windows 3.1) that they use to access the multiuser applications and databases residing on a local area network (LAN) server. This server computer will provide simultaneous access to central databases for multiple users, provide information security, and enable some computer applications to share data between databases. For this kind of computer operation, one needs a more powerful and complex operating system such as Microsoft's Windows NT Server, Novell's Netware, or IBM's OS/2 Server. A network server can operate as a file server, in which it simply operates as a remote disk drive that is accessible from the local PC, or it can operate in a client server mode and distribute the data processing between the server and the local workstation. This latter arrangement is where much of the computing industry is heading, as it results in less overall network data traffic and is more efficient.

Selecting any operating system must be done with several considerations in mind. Will the existing computer applications being used by the business run well on the new environment? Will data be easily migratable to the new operating system and any new applications software? How much existing hardware will need to be upgraded for the new operating system to work properly? These considerations are especially important for selecting a local area network operating system as there is a potential impact on many individuals and databases.2

Thoroughly reading the available public literature on networking will help prepare records managers to understand the operating system available for use in their organizations. These operating systems will also include mainframe and minicomputer operating systems such as IBM's VMS, Digital Equipment Corporation's VMS, and Unix systems. These are similar to the ones already discussed for LANs and will have similar operating issues.

RECORDS SYSTEMS ACROSS ORGANIZATIONS

As electronic records are created with software throughout organizations, they will be stored and transferred among users. This will require some software compatibilities between user's PCs especially if there is an assumption that these electronic records will be stored in electronic records centers or repositories for later use. As electronic document management systems (EDMS) become more extensively used, the file types of the data stored, the software used to store the information, and the operating systems that support the applications used to manage the documents will become increasingly important. A few examples are in order.

If an EDMS runs on a Unix operating system platform, how will PC users that have standardized on Windows 95 software be able to transmit documents to the EDMS system for storage? Will the Unix based EDMS be able to interface with the average PC user, or will there need to be special software installed on each Windows 95 PC that allows the user to "ship" electronic documents to a central electronic repository managed by the EDMS administrator? This issue has important consequences for anyone considering the implementation of an EDMS.

What electronic mail (E-mail) system is used within the organization? Can E-mail messages be received on the Windows 95 PC? Does the LAN or minicomputer based Email package work with Windows 95 software? If an E-mail message is a record copy for retention, how does it get sent to the records center over the networks, as a file on a floppy disk, or as a printed piece of paper? What kinds of E-mail software and file transfer software are supported by the operating systems of the PC and the networks? These will impact how E-mail guidelines should be written to address records retention issues.

Does the organization provide access to the Internet through networks? The network operating system and the operating system used on an individual's PC will determine which software is needed to access any information posted on a Web Page such as records management guidelines. Can "binary" file transfers be performed to send word processing files with embedded page formatting, or can only raw text ASCII data be sent between computer systems? What Internet browser software will run on the local PC, such as Netscape or Mosaic? Some operating systems may not run this software well and may dictate that their own communications software be used.

What about "groupware" applications such as Lotus Notes? This kind of local area network based application assumes by definition that users will be sharing electronic records and information. It requires a network operating system to support the Lotus Notes specific applications and also requires an operating system on the user's workstation that may interfere with some already existing applications, such as records management software. If everyone in the records management department is expected to use this networked application, what will be the effect on their use of existing records management applications? It is entirely possible that there may be some assumptions on the part of the organization (other than records management) that is implementing Lotus Notes that some of the information sharing possible within the Lotus Notes environment will preclude the need to continue to use existing electronic records management applications.

And lastly, what about computer system backups? Are these considered to be records? When backup software or other data compression and archiving software such as PKZIP are used to archive data, the software expects to have available a specific operating system at a later date to be able to reconstruct the data for use. As we have seen with the CP/M operating system, it is possible for data to become inaccessible, if no copy of the operating system is available for supporting the applications software used to create the data in the first place.

PERSONAL CHOICES OR REQUIREMENTS?

The selection of a computer operating system for local single user PCs, network workstations, and network servers can affect the options that records managers have at their disposal for managing information and interfacing with customers. This is especially true if an organization is making a decision to standardize on a particular computing environment and therefore a particular operating system. Both existing office automation applications such as word processors and networked applications such as EDMSs and Email systems can be impacted. The data types used for information storage and the ability to reconstruct that data at a later date will be affected. It is, therefore, very important for records managers to be involved in the contemplation of any changes to a computing environment standard such as PC or network operating system software.

Records managers should stay abreast of the overall computing capabilities being discussed within their organizations. They should know ahead of time what computer applications are important to them and be prepared to present a good case for or against any particular changes to the operating systems used within their organizations based on already having defined their own requirements. This will ensure that they can attend any organizational meetings on planning future computing architecture changes with the knowledge required to protect their professional interests.

REFERENCES

1. Michael J. Miller, "Your Next OPERATING SYSTEM," PC Magazine, 14(16), September 26, 1995, p. 104.

2. Laura Cox and Ben Z. Gottesman, Your Next OS-Compatibility Compared," PC Magazine, 14(16), September 26, 1995, p. 172-181.

Copyright Association of Records Managers and Administrators Inc. Apr 1996
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