Long Term Preservation

Electronic Records: A Workbook For Archivists (ICA Study no. 16 ) is a manual produced by the ICA Committee on Current Records in an Electronic Environment (CER, 2000-2004). It addresses the consequences of the fact that, throughout the world, records of all sorts are increasingly produced in electronic form. It takes a practical approach to managing and preserving electronic records throughout their lifecycle. This chapter (Chapter 5) deals with long-term preservation

On being part of the solution, not the problem: taking a proportionate approach to managing records

Purpose – This article seeks to provide a perspective on a future pathway for records management that is based on taking a proportionate approach rather than striving for perfection. This approach requires a re-interpretation of traditional principles and their application in practice and recognition of the predominance of people in successful information and records management in the digital domain. Design/methodology/approach – The views are the author's based on the headline findings of a major research project (AC+erm) which investigated issues and practical strategies for accelerating positive change in electronic records management. They incorporate views on contextual developments since the project, in particular the characteristics of today's hybrid and increasingly mobile office environment such as the use of recognition technologies. Findings – The ten headline findings of the AC+erm project are shared. Two strategic findings are highlighted, namely, articulating a vision of successful electronic records management and the approach to applying records management principles in order to realise that vision of success. The article then focuses on two of the other findings, about the need for information and records professionals to adopt proportionate and risk based approaches and to ensure they (the records professionals) are an essential part of the solution not the problem. Post the project, views on these and tactics for addressing them are discussed with reference to real examples and potential future research and development. Research limitations/implications – The research that provides the context for the article was qualitative and therefore its findings transferrable rather than generalisable. The views expressed about tactics for moving forward are intended to contribute to the debate about approaches to managing records in the democratic, digital domain. Practical implications – A proportionate approach to managing records by definition implies a risk-based approach. This may prove challenging in organizational, societal and cultural contexts that are risk averse. Originality/value – The research which underpins this article was the first on the subject to be conducted in the UK and adopted a unique evidence-based approach. Undertaken in the context of the “promise” of electronic document and records management systems, its findings are relevant in the broader systems solutions. They provide a context for this perspective on current and potential tactics for addressing strategic issues for managing records in the digital domain. This provides a significant contribution to knowledge and debate in this field

Innovative Tools for Records Management in Electronic Era

Abstract The influx of modern technologies and their peripherals in the electronic world cannot be undermined. The focus of this paper is on innovative tools for managing records in the electronic era. In a bid to understand these tools, the author divided this article into various sections. Following the introductory section, the author described art of managing records in the electronic era as well as highlighted different modern tools (software and techniques) adopted for record management in modern organizations. Other issues addressed in this article include the opportunities created for the use of these tools for electronic records management and the challenges associated with managing records in an electronic environment. However, the author concluded that despite the changes in records management brought about by innovations and application of ICTs and their tools, it is yet to be felt completely in the traditional African organizational settings especially libraries and information centers. She further recommended that more attention should be placed on keeping abreast with new innovations with regards to records management since development in this field is dynamic and organizations around the globe are seeing the need to imbibe them in their processes and activities for optimal performance

Extent of Adoption of Electronic Records Protection Practices in Polytechnics in Edo and Delta States

The study was designed to determine the extent to which secretaries adopt electronic records protection practices in polytechnics in Edo and Delta States. One research question was raised and two null hypotheses were tested at 0.05 level of significance. The study adopted the descriptive survey design. A total population of 188 secretaries in polytechnics in Edo and Delta States were used for the study without sampling. A structured and validated questionnaire was used to collect data for the study. Mean and standard deviation were used to answer the research question and determine the homogeneity of respondents’ responses. The hypotheses were tested using t-test at 0.05 level of significance. The findings of the study revealed that electronic records protection practices were adopted in managing records in polytechnics in Edo and Delta States to a low extent. The findings also revealed that secretaries do not differ significantly in their mean ratings on the extent to which electronic records protection practices are adopted in managing records in polytechnics in Edo and Delta State as a result of gender and their years of working experience. The study concluded that secretaries in polytechnics in Edo and Delta States lack the professional capacity to adopt electronic records protection practices for managing digital records. It was recommended among others that professional workshops and seminars should be organised for secretaries to enable them learn how to adopt electronic records protection practices for effective job performance in the polytechnics

A Delphi Study Assessing Long-term Access to Electronic Medical Records (EMR)

This research effort addressed the issue of long-term access to electronic medical records as technological generations become obsolete, thereby preventing the access to patient health information. Using the Delphi methodology, experts with experience in electronic medical records and applicable systems provided insight based on their years of hands-on experience managing and/or using records and these systems. The end result of this research was a collection of ideas that medical institutions and medical informaticians must consider to ensure that patients and hospitals do not lose long-term access to electronic medical records as electronic medical records and technology continually evolves. Results of the study identified the need for more research in this particular area as no definitive solution to long-term access to electronic medical records was revealed. Additionally, the research findings highlighted the fact that a few medical institutions may actually be concerned about long-term access to electronic records

Examining the issues & challenges of email & e-communications. 2nd Northumbria Witness Seminar Conference, 24-25 Oct 2007 Northumbria University, Newcastle upon Tyne.

These proceedings capture the content of the second Witness Seminar hosted by Northumbria University’s School of Computing, Engineering and Information Sciences. It followed the success of the first witness seminar in terms of its format and style but differed in that it focused on one topic - managing email and other electronic communications technologies from a records perspective. As before the witnesses were invited to share their views and opinions on a specific aspect taking as their starting point a pertinent published article(s). Three seminars explored the business, people and technology perspectives of email and e-communications, asking the following questions: What are the records management implications and challenges of doing business electronically? Are people the problem and the solution? Is technology the problem or panacea? The final seminar, 'Futurewatch', focused on moving forward, exploring new ways of working, potential new technologies and what records professionals and others need to keep on their radar screens

Records management capacity and compliance toolkits : a critical assessment.

This article seeks to present the results of a project that critically evaluated a series of toolkits for assessing records management capacity and/or compliance. These toolkits have been developed in different countries and sectors within the context of the e-environment and provide evidence of good corporate and information governance. Design/methodology/approach - A desk-based investigation of the tools was followed by an electronic Delphi with toolkit developers and performance measurement experts to develop a set of evaluation criteria. Different stakeholders then evaluated the toolkits against the criteria using cognitive walkthroughs and expert heuristic reviews. The results and the research process were reviewed via electronic discussion. Findings - Developed by recognised and highly respected organisations, three of the toolkits are software tools, whilst the fourth is a methodology. They are all underpinned by relevant national/international records management legislation, standards and good practice including, either implicitly or explicitly, ISO 15489. They all have strengths, complementing rather than competing with one another. They enable the involvement of other staff, thereby providing an opportunity for raising awareness of the importance of effective records management. Practical implications - These toolkits are potentially very powerful, flexible and of real value to organisations in managing their records. They can be used for a "quick and dirty" assessment of records management capacity or compliance as well as in-depth analysis. The most important criterion for selecting the appropriate one is to match the toolkit with the scenario. Originality/value - This paper aims to raise awareness of the range and nature of records management toolkits and their potential for varied use in practice to support more effective management of records

Study on Implementation of Electronic Records Management System in Yogyakarta City Government Office

This study aims to determine: 1) agencies within the Government of Yogyakarta City are implementing electronic records management; 2) electronic records management system is implemented; 3) facilities used in the implementation of electronic records management in the Office of Government of Yogyakarta City. The research method used is a survey method. From the perspective of the nature of the analysis, this research categorized as a descriptive exploratory study. This research subject is an employee in charge of managing records in a government office in Yogyakarta City. The number of units of work that is the subject of much research as 13. The respondent is the source of data on each unit of work is one people, so that the number of respondents in this study as many as 13 people. The conclusion of this study were: 1) there are two agencies in the government of Yogyakarta City implementing electronic records management, namely the Licensing Agency and the Population and Civil Registry Agency; 2) electronic records management system implemented at Licensing Agency and the Population and Civil Registry Agency is the same, which is composed of a system of document scanning and electronic records management software system; 3) the facilities used to implement electronic records management system in the Government of Yogyakarta City as: computers, scanners, printers, compact discs, and electronic records management software. Keywords: implementation, systems, electronic records management, Yogyakarta

INTEGRATING ICT’s AND PUBLIC RECORDS MANAGEMENT, TOWARDS E-GOVERNMENT IMPLEMENTATION IN TANZANIA

This study aimed at assessing the usage of Information Communication Technologies in the management of public records as a part and parcel of e-government implementation in Tanzania. The study examine the use of ICT’s during the creation, maintenance, use and disposition of records, the existence or non-existence of electronic records management policies and procedures, as well as e- records security measures at ACC. A case study methodology was used and questionnaires were distributed to 37 officers selected from senior members of staff, IT staffs and records administrative personnel. Personal observations, documentary review were carried out and interviews were conducted to substantiate data gathered from the questionnaires. The study revealed that ACC lacks organization-wide policies and procedures for the creation, use, maintenance and disposition of digital born records resulting in uncoordinated procedures for managing its e-records and that most of the processes for managing records were manual. The study reiterate the call for collaboration between records staffs at the department and information communication technology (ICT) professionals in designing systems that take care of electronic records management requirements Furthermore the study recommends that ACC develops and implements Council-wide e- records management policies and procedures to ensure the creation and maintenance of authentic, reliable, complete and useable electronic records, capable of supporting e- governance implementation and other business functions and activities for as long as they are needed. Lastly the study concludes by calling upon the council to embrace e-records within an organisation by providing training to its records management staffs so as to impart them with the adequate knowledge and skills in e-records management