Records And Information Management Research Articles

The mindset of recordkeeping: the intersection of records management and organizational psychology

Purpose This study aims to synthesize records and information management (RIM) with the professional literature of industrial/organizational (I/O) psychology to explain undesirable recordkeeping behaviors that may manifest in employees who interact with business records. Design/methodology/approach The author’s views are based on a literature review of both records management and organizational psychology trends and draw on case studies that identify undesirable recordkeeping behavior. Findings There is considerable overlap between the problems encountered by RIM professionals and the answers offered by I/O psychology. I/O psychology offers us the tools to better understand recordkeeping behaviors. Originality/value The author proposes using I/O psychology concepts to better situate RIM programs within the larger organizational context.

Records and Information Management (RIM) Practices in Pentecostal Churches in Zimbabwe

Zimbabwe has, for the past five decades, experienced a proliferation of Pentecostal churches. Some Pentecostal churches or prophets own television channels and social media accounts, which they have used for communication and preaching. In some instances, Pentecostal churches run several projects and church activities. All these activities and operations have resulted in the creation of financial, personal, prophecy and project records, among others. Although Pentecostal churches are not archives or records centres, they stand to benefit if they engage in Records Information Management (RIM). The Apostolic Faith Mission in Zimbabwe (AFMZ) and the United International Apostolic Faith Church (UIAFC) both experienced splits in 2018, and this has contributed to information loss and the destruction of vital records. This study investigated the efficacy of RIM practices in the AFMZ and UIAFC and was grounded on qualitative and phenomenological research methods. The target population included pastors, secretaries and treasurers from the AFMZ and UIAFC who are part of the RIM chain. The study found that the lack of a RIM policy, trained personnel and physical as well as technological infrastructure contributed to records and information loss. Pentecostal churches are susceptible to splits. Records or information is usually managed by lay workers (volunteers) with less knowledge of RIM; hence this has attributed to information loss and records destruction. It is thus concluded that RIM in Pentecostal churches remains an afterthought. This study established critical RIM factors that Pentecostal churches may find useful, and which can increase their efficiency and effectiveness in operations and business.

Applying bounded rationality to information disposition: development of a risk/reward heuristic

PurposeThis paper aims to examine the implications of applying Herbert Simon’s bounded rationality to records and information management (RIM) and the possibility that a risk/reward heuristic may be part of the disposition decision-making cognitive process. This in turn may improve the understanding of disposition and its suboptimal results and offer alternatives in understanding why certain behaviors exist around keeping information beyond its retention; and to possibly alter this behavior. This in turn may improve the application of information life-cycle policies through the development of new decision-making heuristics for information retention.Design/methodology/approachThis paper examines disposition of information and how the addition of bounded rationality may improve the understanding of why disposition has not been as successful as it might be.FindingsThis paper concludes that bounded rationality could elevate the RIM function and alter how RIM practitioners within the private sector understand how appraisal and therefore disposition of information occurs. Further, the inclusion of bounded rationality into disposition decision-making may create new roles for practitioners and extend the influence and reach of RIM. Future developments must be watched and analyzed to see if this approach becomes the norm.Practical implicationsThis paper will be of interest to stakeholders responsible for valuing information, appraisal/disposition of information, life-cycle management, records management, information management and big data analytics. The work is original, but parts of this subject were previously addressed in another study.Originality/valueParts of this work were part of a PhD study by this author.

Competing with artificial intelligence – can the records and information management profession withstand the challenge?

PurposeTo report on a study that focused on the records and information management (RIM) profession’s competencies with respect to the development of AI.Design/methodology/approachDesigned as deductive, the study distilled artificial intelligence (AI) insusceptibility indicators, creative intelligence and social intelligence, from the Oxford study and applied them to the current RIM core competencies developed by ARMA International. Manual coding and semantic analysis served as the primary inquiring methods, and both statistical and qualitative results are presented.FindingsThe RIM profession as a whole is currently AI-resistant, yet it is not AI-proof. To be AI-proof, the existent competencies model needs to be redesigned as the AI-resistant parts are mingled with AI-prone ones, and the prescriptions of some RIM theories and principles are not ready for AI judgements or adjustments. It requires also strategizing collaborations among all stakeholders so that we can be one step ahead of future unfavorable organizational decisions. If our professional nature renders us AI-resistant for now, then it is our professional unity that will ensure us AI-proof in the future.Originality/valueTo the best of the authors’ knowledge, this paper is first of its kind within the international RIM community. It provides detailed assessment data on AI insusceptibility and targeted suggestions regarding the RIM community as a whole.

Infonomics and the environment

PurposeThe purpose of this paper is to examine the possible implications of applying the infonomics methodology and measurement model within records and information management (RIM) to reduce organizations’ electronic footprint. By analyzing content using infonomics, it is possible for RIM managers in the private sector to keep only information with the highest value and change their behavior around keeping content beyond its infonomic value. This, in turn, may reduce the stress upon natural resources that are used in maintaining information data centers.Design/methodology/approachThis paper examines different theories of evaluating information value and describes the role of infonomics in analyzing information as an asset to minimize its electronic footprint. Its focus is on the implications of applying a set of measurements that go beyond the information valuing models currently used in RIM; thereby, this study addresses how information that has superseded its business value may be eliminated.FindingsThis paper concludes that infonomics could elevate RIM function and alter how RIM managers within the private sector value information. Further, the inclusion of infonomics into RIM models may create new roles for RIM managers and extend the influence and reach of RIM. This may also lead to valuing all content and eliminating content that no longer has any business value. This may also eliminate the need for large data storage centers that harness and exhaust nonrenewable resources. Future developments must be watched and analyzed to see if this becomes a norm.Practical implicationsThis paper will be of interest to stakeholders responsible for valuing information, appraisal of information, life-cycle management, records management, InfoSec and big data analytics.Originality/valueThe work is original but parts of this subject have been previously addressed in another study.

Norman A. Mooradian. Ethics for Records and Information Management. Chicago: ALA Neal-Schuman, 2018. 191p. Paper, $75.00 (ISBN: 9780838916391). LC: 2018010397.

During the last 30 years, information technology has exploded; with that comes a host of issues that constantly need to be addressed, including how to treat the various and numerous records that have been created as a result of said information explosion. Records and information management (RIM) professionals need to adapt and adjust to the responsibilities that these changes entail. Mooradian’s book, Ethics for Records and Information Management , is essentially a manual to help RIM professionals, including librarians and archivists, develop and implement ethical organizational policies by using a principles-based approach to ethics to help the reader through the process. The author points out that RIM professionals have specific ethical responsibilities and that they will need to be equipped to establish policies, training, and systems “that are meant to manage information in a way that is fair and legitimate” (xxv–xxvi). Mooradian addresses topics that everyone working in information professions should be aware of, such as the structure of ethics, including outlining principles, moral rules, judgments, and exceptions; ethical reasoning; the ethical core of records and information management; important ethical concerns such as copyright and intellectual property, whistleblowing, information leaks, disclosure, and privacy; and the relationship between RIM ethics and information governance.

I dentifying Core Competencies for Records Management and Information Governance Professionals: A Job Advertisement A nalysis

Records and information management (RIM) has been well needed in both public and private sectors for decades. The recent progression toward enterprise wide information governance (IG) provides a good example of RIM's fast-pacedevolution. However, what should those being hired for a RIM/IG position know? What other qualities should they bring to the job in order to survive and thrive? Unfortunately, there is a dearth of empirical research that addresses these concerns. This proposed poster will report an on-going project that aims to identify core competencies for this group of informationprofessionals by using a job advertisement content analysis approach.

The requirement for developing functional records classification

Records and information management (RIM) is managed based on the lifecycle concept which significantly marks three phases consist of the creation, maintenance and disposal. Classification is one of the elements in the creation phase alongside with capture. However, not much research were conducted on function-based classification making records left unclassified. Function-based classification is an approach to classify records based on respect des fonds and provenance. This study investigates the requirements for developing functional records classification in Malaysia. The study used qualitative approach to investigate the classification problems encountered by the identified case study using interview and content analysis techniques to collect data. The technique was used to seek the requirement for developing the function-based classification system. This paper reports the findings from the analyzed data.

Records and Information Management: The Requirement for Functional Classification

Records and information management (RIM) has gained its importance when it is proven capable in helping organisations to remain competitive and increase their accountability, transparency and integrity. RIM is practiced based on the life cycle concept which embraces creation through disposal where classification falls in between. Currently, most RIM systems are without classification as the systems were developed without considering the importance of the concept. Literature in RIM has proven that classification is crucial to guarantee the effective implementation of RIM and according to the current best practice. This paper seeks to find out how classification system is developed in public organizations in Malaysia followed by a proposal of a function-based model which seems more stable compared to subject-based classification. Function-based classification is chosen over the subject-base one since its ability to ease the of classification and retrieval processes. Also, function-based classification provides context for records rather than content other than aids appraisal and disposal activities and support the proactive management of records. This study adopts qualitative approach to explore the identified case study, by using interview and content analysis techniques. The former technique was used to sought the requirement for developing the function-based classification system whilst the later was used to aid the development of the propose model. Both the techniques have proven that the function-based classification system and a model are essential for public organizations in Malaysia in particular and elsewhere in general.

Classification: The understudied concept

In the field of records and information management (RIM), classification is central for categorizing information including those embedded in records into a systematic structure for controlling and retrieval purposes. It is particularly a paramount concept and activity for information-related organization to organize and manage information from the beginning of its creation to disposal. The evolution of classification has diversified in applications in regards with the discipline of study including archival, library and information science. The need of classification has becoming more urgent in technology environment where information is easily created. However, technology has caused the authenticity and the integrity of information can be easily tampered and challenged. Technology together with the absence of classification has caused problems in dealing with information particularly in the aspect of storage. When classification is under-explored and minimally understood albeit its importance, the management of digital information becomes risky thus, affect to obscure decision making and provocation by laws. Therefore, it is essential that the concept is explored and be applied to ensure information/digital information created, maintained and preserved are in context, trustworthy, authentic and conform to standards and regulations. This paper discusses the concept of classification from various field so as to make clear why classification is significant to the records management field although is more popular in library science.

Information governance – beyond the buzz

Purpose–This paper aims to discuss the still immature concept of information governance (IG) from a records and information management (RIM) perspective and attempts to identify some critical aspects, essential elements and challenges, drawing on lessons learned from corporate experience in a global setup.Design/methodology/approach–After a critical consideration of the notion “information governance” the paper reports some issues which turned out to be major barriers to success during IG implementation within a given organisation.Findings–Practical experience highlights the importance of carefully scoping IG frameworks in larger organisations; in particular, balancing the representation of all relevant stakeholders (especially lines of business) and targeting investment in initiatives that foster an information management culture. Equally critical to success is corporate communication which truly values information as a corporate asset and highlights the importance of information lifecycle management rather than technology under the motto “putting the ‘I’ into IT”.Research limitations/implications–This paper draws on experience from a single case study to discuss some of the cultural factors that influence the design and implementation of IG in general. However, more empirical research is needed in order to broaden the understanding of the impact of IG programmes in real-world organisations.Practical implications–When implementing IG programmes in global organisations it should not be limited to an IT perspective alone. The biggest challenge is the fact that no department or discipline alone can achieve the desired results. Success is only possible in an orchestrated scenario with clear value propositions for specific business functions.Originality/value–Based on a small selection of professional literature on the IG approach, the paper presents findings about issues and pitfalls when setting up and implementing an IG programme. It is hoped that it will inspire more exploratory research of this kind from members of the records management community to encourage them to raise the need for IG in their own organisations.

Factors impacting information governance in the mobile device dual‐use context

PurposeThe purpose of this paper is to reveal factors that impact information governance within the mobile technology implementation in organizations in the dual‐use context.Design/methodology/approachCase study methodology was used and 15 semi‐structured interviews were conducted with records and information management (RIM) and information security professionals from different types of organizations.FindingsThere are three main findings. First, stakeholder support is critical to drive the change and leverage organizational security culture. Second, records mobility with data security dimension represents the biggest challenge for RIM stakeholders. Third, mobile strategy and security framework are two must‐win areas for a successful mobile implementation.Research limitations/implicationsThe paper does not include any end‐user perspective in interviews and this end‐user context is missing.Practical implicationsAwareness through education and training of employees needs to be given very particular attention in the future mobile implementations. Moreover, management and employee support is the critical component of the effective information security governance framework implementation. Finally, mobile strategy needs undergo a very precise and detailed planning process to ensure the right technology acceptance by users.Originality/valueThe paper closes an existing research gap and provides useful insights to record management professionals and practitioners on factors that impact effective information governance implementation within the mobile dual‐use context.

Effective records and information management as a catalyst for fighting corruption

The paper examines the need for effective records and information management as a cornerstone ingredient in fighting corruption. By use of a literature review, it makes a contextual analysis of corruption and the significant roles records and information management can play in fighting it. In particular it gives good records and information management specifics for fighting corruption and concludes that corruption is a “disease” that needs a “vaccine” called effective records and information management (RIM). As a way forward, the paper recommends key parameters to consider so that RIM can significantly aid the fight against corruption.

Cloud Computing: A Records and Information Management Perspective

For many records and information management (RIM) professionals, cloud computing resembles a traditional hosting service: information storage or applications are outsourced to a third-party provider and accessed by the organization through a network connection. However, the information, applications, and processing power in a cloud infrastructure are distributed across many servers and stored along with other customers' information, separated only by logical isolation mechanisms. This presents both new RIM challenges and benefits.

Getting It Done—Collaboration and Development of the Digital Records Conversion Standard

Archivists and records managers have long acknowledged the need to insert recordkeeping requirements and preservation strategies into information system processes. What better place to integrate these requirements than in standards that serve as guidance documents to information management practitioners. The Digital Records Conversion Process Standard, ANSI-ARMA 16-2007 (DRCP) assists records professionals with planning, requirements, and procedures to ensure authentic records. This article discusses standards development, the role of and need for records and information management (RIM) standards, challenges inherent in the current process, and the need for more collaborative approach to standards development. As used in this paper, standard is a national, international, or industry agreement that establishes qualities of practices in order to achieve common goals.

Future Perfect? Peacekeeping, Peacebuilding and Archives—the United Nations in Sudan

What is it about archives that can assist the process of establishing a peace, maintaining a peace agreement and improving the lives of people in such situations that threaten their existence and the peace of a country or region? It is attempted in this paper to draw a connection between management of information and archives and the promotion of human rights. The example of the United Nations in Sudan is used to highlight the complexities of this endeavour. It is contended that more might be done by the collective Records and Information Management (RIM) community to highlight and promote human rights through outreach, publicity and advocacy at international, national and local levels. It is also incumbent upon us to grasp new ideals—such as knowledge management—for development to invigorate our profession. There is a strong connection between memory, forgiveness and possible reconciliation that has linkages to reconstruction in post-conflict countries. Can we ever justify destruction of an archive for the sake of reconciliation or justice?

Case Study Well Information: Records Management in the Key Business

In May 1988 a new Information Support Unit (ISTJ) was created in the Southern Business sector of Shell UK Exploration and Production Limited (Shell Expro), to implement corporate Records and Information Management (RIM) policies into a (hitherto fragmented) informally controlled record group: all records relating to the company's subsurface activities. The records concerned were classified as VITAL to continuing business success.