Records Management Programs Research Articles

The Records Management Capacity Assessment System (RMCAS) as a tool for program development at the Turkish Red Crescent Society

The evaluation of institutional condition is regarded as a crucial factor in creating effective and efficient records management systems. In addition, as part of program development studies, national and international programs’ best practices and guidelines need to be investigated. In this study, the Records Management Capacity Assessment System (RMCAS) is evaluated and some practical examples that could be used for developing records management programs are examined. The basic aim of this study is to identify records management practices and to provide an example to institutions that are in the stage of program development. The results of an RMCAS analysis of practices of the Turkish Red Crescent Society (TRCS) are also presented in this study.

Managing Public Sector Records in Namibia: a proposed model

This paper presents an integrated (integrating paper and electronic records) records management programme as a model for managing public service records to support accountability, transparency and good governance in Namibia. Describes the existing records management policies, systems and procedures in the public sector in Namibia and the problems encountered. These problems have been compounded by the increasing reliance on electronic records due to the adoption of the principles and practices of e-government.

Mettre en place un projet

Implementing a projectApplying intelligence and compliance requirements to managing and preserving company documents; exploiting and adding value to your informational capital; keeping costs under control: these all depend on applying well-defined rules for storing and archiving to all records. This article emphasizes the benefits for senior management of a records management program.

The Manchester Commonwealth Games 2002: the records management programme and archives

In the summer of 2002 Manchester and the North West of England played host to the Commonwealth Games, the third largest sporting event in the world. As part of the ‘Legacy Programme’, a Records Management and Archive Programme was established to provide a permanent record of information relating to the event. The main objective of this Programme was to build a permanent archive collection relating to the Games to be held at the Manchester Archives and Local Studies service. This collection would document the organisation and running of the Games, M2002 Ltd (the company responsible for the Games) and the Legacy Programme itself. The first part of this article outlines the records management and archives program before and after the Games. The second part of the article outlines use of the collection at Manchester Archives and Local Studies since 2005.

Belediyelerde Standart Dosya Planı Uygulamalarında Yaşanan Güçlükler

Belgeleri düzenlenmek amacıyla Milli Arşiv tarafından geliştirilen Standart Dosya Planının uygulanması sırasında çeşitli güçlükler yaşandığı bilinmektedir. Bu güçlüklerin önemli bir bölümü plandaki konu başlıklarının belediye fonksiyonlarını tam karşılamaması, bu başlıkların yeteri kadar tanımlayıcı olmaması, planın elektronik belgeler üzerinde nasıl uygulanacağının bilinmemesi, serileri oluşturacak belgelerin dosyalama anlayışındaki belirsizlik gibi çeşitli problemlerden kaynaklanmaktadır. Bu çalışmanın amacı, belirtilen problemlere çözüm yolları önermektir. İstanbul Büyükşehir Belediyesinde yürütülen dosya planı uygulamaları incelenmiştir. Görüşme, gözlem ve betimleme metodunun kullanıldığı bu çalışmanın sonucunda, güçlüklerin planın kendi içyapısından kaynaklanabildiği gibi uygulayıcıların sebep olduğu dış etkenlerden de doğabildiği anlaşılmıştır. Bu güçlüklerin, sistem yaklaşımı anlayışı içerisinde iyi tasarlanmış bir belge yönetimi programıyla aşılabileceği görülmüştür.

Hacettepe, British Columbia ve Simon Frazer Üniversitelerinde Belge Yönetimi Uygulamalarının Karşılaştırmalı Analizi

Çalışmada Hacettepe Üniversitesi’nde belge yönetimi programlarının geliştirilmesi sürecinde kullanılmak üzere, Kanada ve Türkiye üniversitelerinde belge işlemlerine yönelik uygulamaların karşılaştırılması amaçlanmıştır. Türkiye’de üniversitelerde belge ve arşiv uygulamalarını yönelik idari koşullar, Hacettepe Üniversitesi Beytepe Yerleşkesi örneğinde değerlendirilmiştir. Uluslararası örnek olarak Kanada üniversite sistemi içerisinde yer alan British Columbia ve Simon Fraser Üniversitelerinde belge ve arşiv uygulamalarına ilişkin koşullar, Hacettepe Üniversiesi ile karşılaştırmak üzere incelenmiştir.

Appraising the value of statistical records of the European Central Bank for retention scheduling purposes

PurposeThe purpose of this paper is to explore the practice of records retention in relation to statistical records and to provide answers and solutions to the challenge of retention from two perspectives: by offering some recommendations on how to approach the identification of validated retention periods and by presenting findings resulting from the practical use of this recommended approach.Design/methodology/approachThe research presented in this paper was conducted for the final dissertation of the BSc (Hons) Information and Records Management Programme at the University of Northumbria. A Delphi study was used as the method to achieve the research objectives.FindingsWhile answers to the question of what retention value should be attributed to records vary enormously depending on who is asked, this research shows that the involvement of end‐users to gather feedback and attempt to reach a consensus of opinions on retention periods is successful and provides meaningful results, and can also help in gaining end‐user support in the subsequent schedule implementation.Practical implicationsSuccessful implementation of a retention schedule is more likely to happen if end‐users are involved from the start in the design process and if they understand the benefits of this tool. In this respect, involving end‐users in the retention decisions throughout the performance of a Delphi Study has revealed to be very effective and is therefore recommended for attaining similar objectives.Originality/valueThe paper presents a validated method for assigning retention values to records that could be applied by practitioners in other organisations. Further information on the resulting retention schedule can be obtained by contacting the author.

Records management at the College

What records does the College have? Where are they? What records should the College be keeping? How long should we keep them for? These are just a few of the questions that the College's records management programme has been set up to answer. The records and archives manager is attempting to understand and improve the management of the College's business records to ensure that we can find information when we need it, that we are complying with relevant legislation and that we are preserving the College's important corporate memory for the future.

Records management in the Malaysian corporate sector: are financial institutions aware of the importance of complying with relevant acts and regulations?

The aim of this paper is to identify whether financial institutions in Malaysia are aware of the laws and regulations governing records management. The objectives of this study were to investigate whether financial institutions comply with the legislation; whether the language of the legislation is understandable to businesses; and whether institutions adopt the right attitudes towards records management. Ten financial institutions were involved in a survey carried out in 2005 which showed that while financial institutions in Malaysia are aware of the legislation, nevertheless, records management has not been prioritized, as there is a lack of enforcement. Respondents agreed about the benefits of records management programs, but do not take the appropriate steps to implement these, as the needs are not seen as pressing.

BARM - The Bangladesh Archives and Records Management program for democratic governance

This article describes the problematic state of archives and records management in Bangladesh and the work of BARM, which endeavours to raise awareness of the importance of good recordkeeping, forge strategic alliances and support capacity building for both public and private recordkeeping in that country.

Access to information: the role of freedom of information legislation and constitutional guarantees

Constitutional guarantees of access to information and their enabling legislation, Freedom of Information Acts are present challenges, prospects and opportunities for records managers. It is widely accepted that records management plays a pivotal role in Freedom of Information implementation. For instance, the preface to the Lord Chancellor's Code of Practice on the Management of Records under section 46 of the Freedom of Information Act 2000 states “(a)ny freedom of information legislation is only as good as the quality of the records to which it provides access. Such rights are of little use if reliable records are not created in the first place, if they cannot be found when needed or if the arrangements for their eventual archiving or destruction are inadequate.” The same can be said about constitutional guarantees of access to information. Constitutional guarantees of access to information would be fruitless where good quality records are not created, where access to them is difficult, and where procedures are lacking on records disposal. Constitutional guarantees of access to information on their own have minimal impact. However, it is becoming common that countries with constitutional guarantees of access to information end up enacting freedom of information legislation as enablers. Constitutional guarantees on access to information therefore present the records manager with the opportunity developing records management programmes which will fit perfectly once freedom of information is legislated. To translate into anything meaningful constitutional guarantees of access to information just like freedom of information rely on sound records management. The records manager should use the enactment of freedom of information to promote and market sound management of records. Institutional placement of a national archival agency might need to be reviewed in a government setting with the move towards freedom of information across the world. Keywords : access to information, constitutional guarantees, freedom of information legislation ESARBICA Journal Vol. 24 2005: 43-57

Management of records in Nigerian universities

PurposeThis study aims to investigate the management of records in Nigerian universities, in line with the Management Information Systems (MIS) programme put in place in federal universities by the Federal Government of Nigeria, through the National University Commission to ensure effective and efficient decision making, based on available data.Design/methodology/approachThe study is based on the management of records in Nigerian universities.FindingsThe study reveals that records management programmes or policy on records are not available in Nigerian universities; hence the administration of records is without recourse to the principles of records management. There is no University Records Manual, no records retention and disposition schedule, personnel handling the records are not trained in records management, inadequate facilities for the preservation, storage, and retrieval of records, no filing manual, inadequate computers to manage the volume of records generated and the attitude of administrators towards records and records management constitute the problems of records management in Nigerian universities.Originality/valueThe article notes a number of recommendations made to improving records management practices in Nigerian universities. The university management and administrators and personnel handling the records should develop a positive attitude towards records and implement records management programmes in Nigerian universities. Records have “life”, and should be allowed to live through their life cycle process. Above all, the use of these records in solving problems and taking far‐reaching decision, will reduce crises in Nigerian universities.

Belge Yönetimi ve Türkiye'de Belge Yönetimi Gereksinimi

Kurum ve kuruluşlar, yaptıkları işlemler ve hizmetlerin sonucu olarak birçok türde belge üretirler. Etkin bir yazılı iletişim anlayışı ve yöntemi, kurum ve kuruluşlarda belgelerin denetim altına alınması ile sağlanabilir. Söz konusu denetim, yazılı iletişimin en önemli araçlarından biri olan belgelerin üretilmesi ve çoğaltılması işlemlerini düzenlemesinin yanısıra, bu belgelerin zamanında üretilmesi, kullanılması ve iletilmesini de sağlayacaktır. Bu nedenle belgelerin gerek güncel gerekse güncel olmadıkları dönemlerde kontrol altına alınabilmesi için bir belge yönetimi programına gereksinim vardır. Bu gereksinim, henüz ulusal bir belge yönetimi programı bulunmayan Türkiye için de geçerlidir.

The State of Electronic Records Management in South Africa: An Overview

The rapid development of information and communication technologies, particularly over the last two decades, has resulted in the automation of the office. This automation, whether it be in the form of word processing applications, intra-nets, e-mail, electronic data interchange (EDI) or e-commerce, has heralded the arrival of the electronic record. “Within the next decade, almost all organizational records created in our society will be made and communicated electronically.” In South Africa the phenomenon of the automated office with its proliferation of electronic records has become a reality as well. In both the public and private sectors business records are being produced in electronic format, with the electronic form increasingly representing the only evidence of transactions being undertaken. As such it has become imperative that appropriate records management programmes be put in place if our electronic memory is not to become increasingly unmanageable and in fact lost. Within this context, the author endeavours to provide an overview of the state of electronic records management in South Africa, to highlight some of the challenges faced locally and to propose possible ways forward. ESARBICA Journal Vol.20 2001: 62-70

Managing University Records

The management of records is very often given low priority in organizations, and universities are no exception in this. As stated in the quotation above, one of the principal functions of universities is the storage of knowledge. However, in as much as universities provide excellent facilities and services in the provision of library materials, some of our universities are unable to manage the records they create. Records document all the activities of the organization. It cannot therefore be overstated that failure to control records under one’s control is not just a minor lapse in administrative activities, but in most cases it is a matter of bad management. Today, information is seen as a resource comparable to finance, workers and equipment. This article addresses some of the issues which should be examined by any university striving to establish an effective records management programme for its semi-current and non-current records. In the recent past we have witnessed an increase in articles contributed to this journal based on university records. Most of these articles have highlighted various problems currently affecting the creation, maintenance, use and disposal of university records. ESARBICA Journal Vol.21 2002: 32-40

Assessing the extent of compliance with regard to National Archives and Records Service of South Africa Act and Promotion of Access to Information Act: Implications for good governance and accountability

Since 1994, several pieces of legislation were passed and thereby calling for relevant stakeholders to ensure their implementation. A need for sound records management in South Africa prompted the government to review National Archives Act, thereby giving birth to National Archives and Records Service Act (No 43 of 1996 as amended). According to the Act, the National Archivist is charged with the primary responsibility of ensuring sound records management in national governmental bodies throughout South Africa. Governmental bodies are expected to comply with the Act. Based on the foregoing, the purpose of this article is to demonstrate the fundamental role played by both governmental bodies and the National Archives and Records Service of South Africa (NARS) in ensuring sound records management. In order to clearly demonstrate the level of sound records management among governmental bodies, a survey was conducted. The paper concludes by indicating that lack of cooperation between governmental bodies and NARS would possibly result in poor records management and limited access to information. The Promotion of Access to Information Act (PAIA) is used as a benchmark for giving of access to information in South Africa. Governmental bodies would find it difficult to implement PAIA without sound records management programmes.

Management use of records in Delta State University, Abraka, Nigeria

The paper takes a look at Management use of Records in Delta State University, Abraka, Nigeria. The importance of records and records management programmes was given. Other issues that were investigated include: the components of records management in operation, maintenance and use of records, storage and security of records for effective use, records disposition schedule, and the strength and qualification of the records management personnel. The paper concludes that the management staff of Delta State University, Abraka, see records as indispensable tools in planning, decision making and implementation. Over the years, the authorities of the University have therefore created, maintained and used numerous records. Certain problems which hamper the effective use of records by management in the University were identified as: lack of clear‐cut records management standard, inadequate professional records management personnel, non‐availability of automatic security/protection system and erratic electric power supply. In order to eradicate or overcome these setbacks, the researcher has made some far‐reaching recommendations.

The management of corporate records in Italy: traditional practice and methods and digital environment

The archival communitys interest in building records management programs has known a recent development at international level and in various sectors. This is increasingly relevant in the area of corporate records, where the RM principles and methods have been seriously neglected – specifically in the Italian tradition, investigated here. This new interest has many causes – among others, the improvement of business procedures whose efficiency and effectiveness are strictly required in the information society – but presents also contradictions usually not discussed enough within each tradition. The article tries to analyse both the problems and advantages connected with the organization of a RM system in a corporate environment, including as a basic component a summary of the theory and practice developed in Italy in this area and recently updated for digital resources.

Opportunities for records managers working in the private sector

Since the launch of ISO‐15489 there have been more opportunities available to records managers to help them align themselves to the strategic direction of their organisation, raise their profile and increase awareness of their role. This is particularly true in the private sector, where key drivers are increased market share and competitive advantage. Skill sets originally developed for knowledge managers have resonance for records managers too to aid their personal development and as a tool for the strategic development of records management programmes. An example of this is the marketing of records management services, which is a critical opportunity to increase awareness and build profiles, and assist with records management education and adoption. By viewing the records management function as a business serving internal clients, the records manager has an unmissable chance to “sell” those services to clients.

Managing Historical Records Programs: A Guide for Historical Agencies, and: Effective Approaches for Managing Electronic Records and Archives (review)

Publishing about archives and archival work went through a profound transformation about two decades ago—from mainly manuals of practice to provocative studies about archives by individuals outside the discipline. However, basic manuals and a small number of professional journals still constitute the core of archival literature. Bruce Dearstyne, author and editor of the two books under review here, was in the forefront of the renaissance of publishing about archives in the 1980s, and he remains, as these two books suggest, a steady contributor to the professional literature. For over two decades he was one of the principal administrators of the New York State Archives and Records Administration, recognized by many as being one of the most innovative state government operations in the United States and clearly a source for his continuing writings. More recently, he joined the University of Maryland's College of Information Studies and has reflected some influences from this environment as well. Dearstyne has written books about local government archives (1988), an archival manual for librarians (1993), and state government archives and records management programs (1999), and edited a book on leadership (2001). The two books reviewed build on Dearstyne's already prodigious publication record, and they reflect, in both positive and negative ways, the legacy of the past two decades of archival publication and scholarship. Given that academic librarians have their own records to manage and usually host archives and special collections, these publications (and the scholarship on archives in general) will be of interest.