Accelerating Postitive Change in Electronic Records. Understanding issues and developing practical approaches.

Lead Research Organisation: Northumbria University
Department Name: Fac of Engineering and Environment

Abstract

The management of electronic records has been a significant issue for organisations for more than two decades. And, for the last decade records professionals have had access to guidelines, standards and systems developed by national archives, coalitions, professional associations and research groups. But as 2005 draws to a close, the e-government vision of countries such as the UK and Malaysia, is not yet a reality. John McDonald (2005) points out the pace of change has been relatively slow. The question is why?

To realise change in electronic records management we need to address two fundamental issues. First, we need to recognise that the world of work has changed radically and we need a better understanding of the way organisations, in all sectors, do 'business'. Successful electronic records management requires understanding working practices, business processes and organisational drivers. We need standards and practices not only for recordkeeping but also for the way we work today. Second, much recordkeeping theory and practice orginates from the paper world and is being imposed onto the electronic world. We need to challenge the relevance of paper practices for the electronic world.

This project aims to investigate and critically explore issues and practical strategies to support accelerating the pace of positive change in managing electronic reocrds. It will:

- investigate the issues and problems of electronic records management
- develop a comptemporary critical view of the state of ERM globally at both the research and practical levels
- challenge existing recordkeeping paradigms to develop an appropriate practical paradigm for electronic records management and
- develop and share examples of electronic records management strategies, tactics and practice through a series of scenario-based vignettes and a weblog or blog.

Its focus is on designing an organisational-centred architecture from three perspectives: (i) people, including vision, awareness, culture, drivers and barriers; (ii) working practices including processes, procedures, policies and standards; and (iii) technology in terms of the design principles for delivering effective recordkeeping.

Since recordkeeping in the e-environment involves different stakeholder groups (i.e. executives/senior managers, records professionals, IT/systems administrators and recordkeepers) and is trans-disciplinary (involving information managmenet, humanities, social sciences, public policy, history, business management etc), the project will engage people from multiple disciplines and all stakeholder groups in order to build the professional and academic partnerships necessary to succeed.

Benefits of the project are that participants will learn from discussion about issues, approaches, successes and failures; the vignettes will provide valuable scenarios and potential solutions for use in other organisations; the blog will provide a global discussion forum for sharing and learning. The process and outputs will have potential application in the practitioner and academic communities.

McDonald, J. (2005). The wide frontier ten years on. In: McLeod, J and Hare, CE (Eds). Managing electronic records. Facet, p.1-17.
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Description The relative merits and potential uses of a range of different toolkits for assessing records management capacity and/or compliance in organisations.
Exploitation Route USe of the approach taken to critically evaluate other toolkits in the discipline as they are developed.
Sectors Aerospace, Defence and Marine,Agriculture, Food and Drink,Chemicals,Communities and Social Services/Policy,Construction,Creative Economy,Digital/Communication/Information Technologies (including Software),Education,Electronics,Energy,Environment,Financial Services, and Management Consultancy,Healthcare,Government, Democracy and Justice,Manufacturing, including Industrial Biotechology,Culture, Heritage, Museums and Collections,Pharmaceuticals and Medical Biotechnology,Retail,Security and Diploma

 
Description Used internationally by records management practitioners, educators and researchers
First Year Of Impact 2010
Sector Education,Healthcare,Government, Democracy and Justice,Other
Impact Types Economic,Policy & public services

 
Description CPD, education and research internationally
Geographic Reach Multiple continents/international 
Policy Influence Type Influenced training of practitioners or researchers
Impact Inform the content of modules and lectures for continuing professional development (CPD) with practitioners and for undergraduate/postgraduate students. Benefits include: students understanding the interconnectedness of the three perspectives [people, processes, technology] and their future role as mediators between often conflicting interests; findings which highlight the importance of organizational and human behavioural issues as challenges in implementing ERM systems; evidence-based data and examples rather than anecdotal evidence that is characteristic of records management; innovative research methodology (e-Delphi studies) used when preparing students to approach their own research projects and opening up ways to go beyond the limitations of surveys and focus groups.
 
Description Citation in 'Leading in the Digital World: Opportunities for Canada's Memory Institutions '
Geographic Reach North America 
Policy Influence Type Citation in systematic reviews
URL http://www.scienceadvice.ca/en/assessments/completed/memory-institutions.aspx
 
Description Citation in book
Geographic Reach Multiple continents/international 
Policy Influence Type Citation in systematic reviews
 
Description Influence on policy development , practice and service provision at the United Nations Secretariat's Archives and Records Management Service , New York
Geographic Reach North America 
Policy Influence Type Influenced training of practitioners or researchers
Impact Resulted in saving money and also investing more money
 
Description Research project on SharePoint in response to a call from Eduserv. Completed by McLeod, Childs, Lappin & Siggers. 
Organisation Eduserv
Country United Kingdom 
Sector Charity/Non Profit 
PI Contribution Information taken from Final Report
 
Description Conference (Victoria, BC) 
Form Of Engagement Activity A talk or presentation
Part Of Official Scheme? No
Geographic Reach International
Primary Audience Professional Practitioners
Results and Impact Over 100 archives/records professionals attended a specially arranged lecture covering the AC+erm research project which sparked questions and discussions. This was followed by a meeting with 12 archives/records staff of the Government of British Columbia to explore the issues raised and discuss the topic and the Government's approach to managing e-records.
Year(s) Of Engagement Activity 2015
URL http://tenthousandyearblog.blogspot.co.uk/2015/04/tackling-wicked-problem-of-managing.html
 
Description Dodson Lecture (SLAIS<,UBC, VA) 
Form Of Engagement Activity A talk or presentation
Part Of Official Scheme? No
Geographic Reach International
Primary Audience Other audiences
Results and Impact Over 50 archives, records and information management academics, students and professionals attended to listen to this lecture (18 March 2015) as the Dodson Visiting Professor in Archival Studies 2014-15 at the School of Libary, Archives and Information Studies, University of British Columbia, Vancouver. One outcome was an invitation to deliver a similar talk to members of the Archives Association of British Columbia (21 April), in Victoria; others were discussions with academics at SLAIS about research methodology and with professionals about findings in comparison with their practice.
Year(s) Of Engagement Activity 2015
URL http://www.ikebarberlearningcentre.ubc.ca/mcleod/