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

Exploring the essence of records management. Engaging with experts. Proceedings of the 1st Northumbria International Witness Seminar Conference, 4-5th May 2006, Newcastle upon Tyne, UK

The 'Witness Seminar' concept comes from oral history research where key participants in an event or activity are brought together in a seminar to discuss the topic as they remember it (see for example http://icbh.ac.uk/icbh/witness/welcome.html). The discussions are taped and transcribed, resulting in a rich data resource for historical research. We have applied the concept to experts reflecting on their experiences and ideas. Our conference comprised a series of seminars on pre-selected topics. Speakers (referred to as witnesses) were invited to share their views and opinions on the seminar topic and to take as their starting point a published article pertinent to the topic. They submitted their written views (witness statements) prior to the event and the people who had agreed to chair the seminars were able to see in advance the collective views. At the event each chairperson had the freedom to facilitate their seminar as they wished, their aim being to generate lively discussion and debate between the speakers and between the speakers and the audience. Each witness was also free to give their statement how they wished. The one rule was that no PowerPoint presentations or overheads were to be used, freeing the witness and the audience from this barrier to two-way communication. The three main seminars explored aspects of the essence of records management, viz.: Embedding records management into business processes; Is records management the management of risk? Who are the records managers? These are issues of current significance to the records profession and the aim was to explore them by involving a broad range of professions in discussion and debate, exchanging views and experience, and reflecting and thinking about the future

Accelerating positive change in electronic records management: an empirical toolkit of solutions

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

AC+erm Project. Transforming Information & Records Management through Research & Development? Proceedings of the 3rd Northumbria International Witness Seminar Conference

These proceedings capture the content of the third Witness Seminar hosted by Northumbria University’s School of Computing, Engineering and Information Sciences. It built on the success of our two previous witness seminars, in terms of its format and style, but was also different in some important ways. Firstly, it represented the final event of a 3-year Arts & Humanities Research Council (AHRC) funded research project – Accelerating positive change in e-records management (AC+erm); secondly, the seminars took a series of questions, rather than articles, as their starting point; and thirdly, it was much shorter, lasting only half a day. Although it was the final AC+erm project event, and therefore show cased some of the project’s outputs, the sessions and discussions were deliberately designed to revolve around the broader context of research and development in records and information management

Selling the JUBILEE Project: issues arising from a methodology

This article, inspired by JUBILEE project fieldwork, is influenced by van Leeuwen and Leeuw's work on the growing negative attitude towards market research. While the JUBILEE team, as academic researchers, were not making a sales pitch, they were trying to sell the project to putative participants. Issues discussed include length - and degree of difficulty - of questionnaire; how to sell a questionnaire; and how to identify key prospects for interviews and focus groups. Through the experiences gained, the JUBILEE researchers were able to identify key points of good fieldwork practice in relation to the issues discussed

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

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

Enhancing ICT skills: the how, who and when - illustrations from the JUBILEE project

This article reports on findings from the first cycle of the three year JUBILEE (JISC User Behaviour in Information-seeking: Longitudinal Evaluation of EIS) project, being undertaken at the Information Management Research Institute at the University of Northumbria, in respect of the degree to which students and academics in Higher Education lack the necessary skills to take full advantage of EIS. The skills are examined in subsets: IT literacy skills; information searching skills; evaluative & critical skills; and information handling skills. In addition there is discussion on how best to upskill students and at what point in their academic careers. Another debate, common at several JUBILEE case study sites, focuses on whether such upskilling is better delivered by academics or LIS personnel