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

DATUM for Health: Research data management training for health studies

This collaborative project sought to promote research data management skills of postgraduate research students in the health studies discipline through a specially-developed training programme which focuses on qualitative, unstructured research data. The project aimed to: design and pilot a training programme on research data management for postgraduate research students in health studies as an integral part of a doctoral training programme evaluate the usefulness and effectiveness of the training with participants and other research stakeholders provide other Higher Education Institutions with a model for research data management skills training make recommendations for sustainable research data management training and associated infrastructure requirements. The project was funded by JISC under their Managing Research Data (JISCMRD) Programme. The project ran from 1st October 2010 to 31st July 2011

Why am I a Records Manager?

What links the National Insurance numbers of 10 million parents and carers; the personal details of 370,000 high street bank customers; information about nearly 600,000 people who had signed up to or expressed an interest in joining the UK Armed Forces and hundreds of documents from the Department of Work and Pensions? They have all gone missing, been dumped or stolen in the last six months. In the light of data loss incidents such as these and estimates that our digital universe is expanding tenfold every five years, this inaugural lecture explores why managing records is essential in today’s global, networked electronic environment. It considers what it means to be a records manager, some of the challenges, beyond security issues and the sheer volume of information, that this environment presents and ways in which they are being addressed for a sustainable future

Engaging with change: Information and communication technology professionals’ perspectives on change at the mid-point in the UK/EU Brexit process

Background Information and Communication Technology (ICT) has been a key agent of change in the 21st century. Given the role of ICT in changing society, this research explores the responses and attitudes to change over time from ICT professionals and ICT academics in dealing with the potentially far reaching political challenge triggered by the UK’s 2016 European Union Referendum and its decision to leave the European Union (Brexit). Whilst the vote was a UK based decision its ramifications have global implications and as such the research was not confined to the UK. This article presents the second phase of the research at the mid-point in the UK/European Union (EU) Brexit process, thus complementing the findings gathered immediately after the Referendum decision. The fundamental question being researched was: What are ICT professionals’ personal and professional perspectives on the change triggered by Brexit in terms of opportunities and threats? Methods and findings Data was collected through a survey launched in March 2018, one year on from the UK’s triggering of Article 50 and marking the mid-point in the two-year Brexit process. The survey replicated the one delivered at the point of the Referendum decision in 2016 with some developments. In addition, two appreciative inquiry focus groups were conducted. The research sought to understand any shifting perspectives on the opportunities and threats that would exist post-Brexit for ICT professionals and academics. 59% of survey participants were negative regarding the Brexit decision. Participants noted the position post-Brexit for the UK, and the remaining 27 EU Member States (EU27), was still very uncertain at this stage. They observed that planned change versus uncertainty provides for very different responses. In spite of the uncertainty, the participants were able to consider and advocate for potential opportunities although these were framed from national perspectives. The opportunities identified within the appreciative inquiry focus groups aligned to those recorded by survey participants with similar themes highlighted. However, the optimum conditions for change have yet to be reached as there is still not an informed position, message and clear leadership with detailed information for the ICT context. Further data will be gathered after the UK exit from the EU, assuming this occurs

Accelerating positive change in e-records management : the AC+erm project at Northumbria

The AC+erm project aims to investigate and critically explore issues and practical strategies for accelerating positive change in electronic records management. The project’s focus is on designing an organisational-centred architecture from three perspectives: people, process and technology. This paper introduces the project, describes the methodology (a systematic literature review, e-Delphi studies and colloquia) and presents solutions for improving ERM developed from the people and process e-Delphi responses. ERM is particularly challenging and the solutions offered by the Delphi participants are numerous, and range in scale and complexity. The only firm conclusion that one can draw is that the majority of the solutions are people-focussed ones. The Cynefin framework is introduced as one approach for providing a conceptual overview to our findings on ERM. The sample solutions presented in this paper provide a toolkit of ‘probes’ and ‘interventions’ for practical application in organisations

A strategic approach to making sense of the “wicked” problem of ERM

Purpose – The purpose of this paper is to provide an approach to viewing the “wicked” problem of electronic records management (ERM), using the Cynefin framework, a sense-making tool. It re-conceptualises the ERM challenge by understanding the nature of the people issues. This supports decision making about the most appropriate tactics to adopt to effect positive change. Design/methodology/approach – Cynefin was used to synthesise qualitative data from an empirical research project that investigated strategies and tactics for improving ERM. Findings – ERM may be thought of as a dynamic, complex challenge but, viewed through the Cynefin framework, many issues are not complex; they are simple or complicated and can be addressed using best or good practice. The truly complex issues need a different approach, described as emergent practice. Cynefin provides a different lens through which to view, make sense of and re-perceive the ERM challenge and offers a strategic approach to accelerating change. Research limitations/implications – Since Cynefin has been applied to one data set, the findings are transferrable not generalisable. They, and/or the approach, can be used to further test the propositions. Practical implications – The resultant ERM framework provides a practical example for information and records managers to exploit or use as a starting point to explore the situation in particular organisational contexts. It could also be used in other practical, teaching and/or research-related records contexts. Originality/value – This paper provides a new strategic approach to addressing the wicked problem of ERM, which is applicable for any organisational context

DATUM in Action

This collaborative research data management planning project (hereafter the RDMP project) sought to help a collaborative group of researchers working on an EU FP7 staff exchange project (hereafter the EU project) to define and implement good research data management practice by developing an appropriate DMP and supporting systems and evaluating their initial implementation. The aim was to "improve practice on the ground" through more effective and appropriate systems, tools/solutions and guidance in managing research data. The EU project (MATSIQEL - (Models for Ageing and Technological Solutions For Improving and Enhancing the Quality of Life), funded under the Marie Curie International Research Staff Exchange Scheme, is accumulating expertise for the mathematical and computer modelling of ageing processes with the aim of developing models which can be implemented in technological solutions (e.g. monitors, telecare, recreational games) for improving and enhancing quality of life.1 Marie Curie projects do not fund research per se, so the EU project has no resources to fund commercial tools for research data management. Lead by Professor Maia Angelova, School of Computing, Engineering and Information Sciences (SCEIS) at Northumbria University, it comprises six work packages involving researchers at Northumbria and in Australia, Bulgaria, Germany, Mexico and South Africa. The RDMP project focused on one of its work packages (WP4 Technological Solutions and Implementation) with some reference to another work package lead by the same person at Northumbria University (WP5 Quality of Life). The RDMP project‟s innovation was less about the choice of platform/system, as it began with existing standard office technology, and more about how this can be effectively deployed in a collaborative scenario to provide a fit-for-purpose solution with useful and usable support and guidance. It built on the success of the Datum for Health project by taking it a stage further, moving from a solely health discipline to an interdisciplinary context of health, social care and mathematical/computer modelling, and from a Postgraduate Research Student context to an academic researcher context, with potential to reach beyond the University boundaries. In addition, since the EU project is re-using data from elsewhere as well as creating its own data; a wide range of RDM issues were addressed. The RDMP project assessed the transferability of the DATUM materials and the tailored DATUM DMP

Development of RMJ: A mirror of the development of the profession and discipline of record management

The purpose of this paper is to examine critically the history of Records Management Journal on its 20th anniversary; it aims to review and analyse its evolution and its contribution in the context of the development of the profession and the discipline of records management. The paper seeks to provide the context and justification for the selection of eight articles previously published in the journal to be reprinted in this issue