Records Management Journal
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:
Records management; Knowledge management; Change management; Action learning. Journal:
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...
Recordsmanagement means the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, maintenance, use, and disposition in order to achieve proper documentation. According to the Federal Records Act a record is, “recorded information, regardless of medium or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time.” (Priscilla Emery, 2005).
Moreover, recordmanagement is the practice of identifying, classifying, archiving, preserving, and sometimes destroying records. There is an International Standard on recordsmanagement, ISO 15489: 2001. This defines recordmanagement as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of record. (Ismael D. Tabije, 2007).
Besides that, according to Laurier Varendorff (2003):
“recordsmanagement is a core business activity, without which, no organization, however large...
Why Do You Need RecordsManagement Training?
Proper recordsmanagement is more important than ever, not only because it promotes organizational efficiency, but because it is required by law! When records are not properly maintained, the institution is at risk of legal and financial penalties.
It is essential that those who are responsible for virtually any type of information become familiar with the requirements and process of recordsmanagement. Every employee must know why recordsmanagement matters to them and why it is so important to the institution.
What’s The Course Like?
Introduction to RecordsManagement orients employees to the world of recordsmanagement. Through the use of text, graphics and sound, students will become familiar with the recordsmanagement life cycle, understand about different types of records and learn proper recordkeeping procedures.
What's Covered In The Course?
History of Recordkeeping
Types of Records
Life Cycle of Records Retention
Records Retention Compliance
Benefits of RecordsManagement
What Are The...
3.0 Review of Related Studies and Literature
3.1 Related Studies
3.1.1 A Study of Electronic RecordsManagement in the Namibian Public Service in the
Context of E-Government
In striving to achieve good governance, organizations including Governments
worldwide have been turning to information technologies. The conduct of business
online has led to an increase in the creation of electronic records, which has brought
about challenges in the management of records. This study, titled “A Study of
Electronic RecordsManagement in the Namibian Public Service in the Context of EGovernment”, was based on the assumption that the Public Service of Namibia has
embarked on e-government. [TITU2008]
The study recommends an integrated recordsmanagement program for the Public
Service of Namibia to improve the electronic records environment. It will promote
recordsmanagement awareness; determine resource requirements; review the legal
and regulatory framework; review recordsmanagement standards and procedures;
develop and maintain records centers; manage archives; implement an electronic
recordsmanagement system; and ensure the sustainability of the program through staff
training and regular monitoring and evaluation.
...Why is recordsmanagement important? Many people who are not pretty familiar with records might think too seriously about recordsmanagement. However, people who are in business or the people who have their own business have to know about recordsmanagement procedures enforced by governments around the world. For example, in the book “Intensive RecordsManagement“ by >>>>>, we can learned about the rules of recordsmanagement and the legal procedures that apply to it. Recordsmanagement is important because of its ten most important reasons: to control the creation and increase of files or records, to reduce working costs, to improve the competence and productivity, to assimilate new recordsmanagement technology, to make sure regulatory compliance, to minimize litigation risks, to safeguard vital information, to support better management decision making, to preserve the corporation memory, and to foster professionalism in running the business.
Controlling the creation of records and its growth is very important into a company. Even with decades of using a variety of non-paper storage media, the amount of paper in offices continues to rise. A practical recordsmanagement program addresses both...
Records and information management (RIM) is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Records, therefore, have value and add to the intrinsic worth of the organization. Records need to be managed in a meaningful way so they can be accessed and used in the course of daily business functions throughout the organizational environment. Records are recorded information, regardless of medium or characteristics, made or received by an organization in pursuance of legal obligations or in the transaction of business. There is consensus within the organization regarding how a record is distinguished from other non-record material, such as a convenience file or draft. How records are managed throughout their life cycle is formalized into the policies and practices of the RIM program. The records life cycle consists of discrete phases covering the life span of a record from its creation to its final disposition. In the creation phase, records growth is expounded by modern electronic systems. Records will continue to be created and...
...Both ministry of Education and school generates information on a daily business that plays a role in the daily operation of an institute that are referred to as records. This information generated is also use for projecting and planning purposes. (Managing records at school level). Managing and organization student’s records into a cohesive and efficient might seem like an impossible task, but it depends how much effort is placed in it, that makes it possible. School that properly manages their records meets its legislation responsibilities, aids its administrative processes and ensures that records are stored when needed and destroyed when permissible. As a result, all schools should have recordsmanagement system in place.
Having already note that records are information, there are ten categories of information. Firstly, Action information which would be files that requires immediate response. In an institution, this information would be letters and request transfers. More than likely, action information is one that will benefit the institution so it should be brought to attention very quickly. Therefore, it is normally requested that action information be marked with an urgent sticker. Non- Action information is another category of information. Unlike Action information, Non-Action information is the type that does not require immediate action, but they do...
The purpose and essence of any recordsmanagement system is the right information in the right place in the right order, at the right time for the right person at the most important is lowest cost. (Baje, 1998). In the health records, they use paper recordmanagement for any activities for record in their management. However, the issues of paper recordmanagement were discussed because it have disadvantages that need to be solved. After a few years, paper health record are used and now Electronic Document Management (EDM) will be introduce to replace paper recordmanagement. Electronic Document Management (EDM) is the system that has potential to reduce cost and workers to take risks associated with paper recordmanagement. Storage space for record is important and it is one of the most problem that happen in management. (Markgraf Bert, 2013) Hospital is one of the most prone to this problem and need more way to solve this important problem. The improvement of hospital medical record has issued guidance that covers both operational and clinical standard.
For deploying electronic document to improve access medical records have to divide into two department in the hospital,...
...Challenges of Electronic RecordsManagement Program
With information technology being popularizes, many organizations start to change handwritten or paper-based record to electronic record and build up their electronic recordmanagement system. Electronic recordmanagement system can help end user to search useful records easier and convenience. But some organizations has not well prepare the electronic recordmanagement system, so have many problem was come out. Therefore, we design the system need to consider many issues when using the system, now we are going to discuss some cases and solutions about this topic.
Email with attachments is the lower cost way to keep records. For example: order confirmation, quotation, invoice……etc. Many small organizations may not have a faultless email filing plan, they just provide email account which is using POP3 to receive email from SMTP server, even they won’t keep any copy on server if make sure the mail already transmitted to user’s PC. User can print out the hard copy if they think it is a record or they can press delete button on any mail they think it is not useful. But this method have some issues need to beware, if user just pressed the wrong button on some mail, then this mail will not be found anymore. Because we have not any...