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Records Management Journal

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Article Information: Records management myopia: a case study References:36
To cite this article:Stewart Hase, Julian Galt, (2011) "Records management myopia: a case study", Records Management Journal, Vol. 21 Iss: 1, pp.36 - 45 To copy this article:[email protected]

Downloads:The fulltext of this document has been downloaded 2467 times since 2011 The Authors
Stewart Hase, Stewart Hase and Associates, Iluka, Australia
Julian Galt, Southern Institute of Technology, Invercargill, New Zealand Abstract
Purpose – This paper seeks to provide some important lessons learned from the introduction of a new records management system in a tertiary educational institution and its relation to records management.

Design/methodology/approach – The paper takes the form of a case study using after action review.

Findings – The key findings build on the extant literature that is largely case study based. The findings were that: it is easy to lose sight of key systems issues and knowledge management in a busy world; knowledge and records management are strategic issues; records management is essential to organizational effectiveness; records and knowledge management is not just another task; implementation needs to be driven from the top and built from the bottom; training and support are essential; development is ongoing; and external expertise should be used when necessary.

Research limitations/implications – The research is limited by being a single case study.

Practical implications – The case study provides practical advice about implementing effective records keeping systems for those overseeing such a process.

Originality/value – The case study contributes to the understanding of records management as a component of knowledge management and provides some new insights into implementation of new systems. It also provides evidence that after action review is a valuable tool in being a good knowledge management citizen. Article Type:

Case study
Keyword(s):

Records management; Knowledge management; Change management; Action learning. Journal:

Records Management Journal
Volume:

21
Number:

1
Year:

2011
pp:

36-45
Copyright ©

Emerald Group Publishing Limited
ISSN:

0956-5698
1. Background to the study
This paper describes what we learned from our experience in completely reorganizing the records management policy, procedures and systems in our organization, a tertiary sector education provider. The blow-by-blow description of the actual process has been reported elsewhere (Galt and Hase, 2009) and will only be outlined below as essential background. Rather, here we are reporting the “lessons learned” from our after action review. In doing so we are hoping to contribute to the understanding of change, and records and knowledge management. In addition, we are being good knowledge management citizens in using review processes that enable us, and others, to learn from our experience. Before moving on to what we did indeed learn and how this relates to the knowledge management literature, we need to provide a brief overview of our situation and what we did. In an environment of increased regulation our organization was forced into a situation where it was to be subject to an external audit process. Unfortunately, our archives consisted of boxes hidden away being left to go mouldy and as Galt and Hase (2009, p. 2) have reported, this was, “[…] a sad reflection of neglect that confirmed a total lack of interest of how we managed this critical aspect of our institutional knowledge”. The reason for this state of affairs was probably the first important piece of learning and is expanded on later. Our organization had been very focussed on surviving in an increasingly global and competitive market. It had developed a sound business model that was very entrepreneurial and had shown itself to be very effective. Thus a great deal of time, resources and... Show More

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