Pub Date : 2020-03-16DOI: 10.1108/rmj-03-2019-0010
Burkan Hawash, U. A. Mokhtar, Z. M. Yusof, Muaadh Mukred
Identification of factors for electronic records management system (ERMS) adoption is important as it allows organizations to focus their efforts on these factors to ensure success. The purpose of this paper is to identify the factors that influence ERMS adoption in the Yemeni oil and gas (O&G) sector.,This paper conducts a systematic literature review (SLR) to extract the most common factors that could facilitate successful ERMS adoption. Information technology (IT) experts were asked to rank the extracted factors via an e-mail questionnaire and to recommend specific critical success factors that must be given extra attention to increasing the success of ERMS adoption. Essentially, the proposed methodology is technology-organization-environment (TOE) modeling to examine the important factors influencing decision-makers in the Yemeni O&G sector regarding ERMS adoption.,This paper identifies factors influencing ERMS adoption based on SLR and an expert-ranking survey. The data that were collected from IT experts were analyzed using the statistical package for the social sciences. The results showed that only 12 out of 20 factors were significant. The experts then added three new factors, resulting in 15 significant factors classified into the three dimensions as follows: technology, organization and environment.,Limited studies have been carried out in the context of the O&G sector, even among developed countries such as Canada, the UK and Australia. These studies have focused on a limited number of factors for ERMS adoption targeting better utilization of human resources, faster and more user-friendly system responses and suitability for organizational ease. This paper explores the factors that may prove useful in adopting of ERMS in the O&G sector of developing countries, similar to Yemen.
{"title":"The adoption of electronic records management system (ERMS) in the Yemeni oil and gas sector","authors":"Burkan Hawash, U. A. Mokhtar, Z. M. Yusof, Muaadh Mukred","doi":"10.1108/rmj-03-2019-0010","DOIUrl":"https://doi.org/10.1108/rmj-03-2019-0010","url":null,"abstract":"Identification of factors for electronic records management system (ERMS) adoption is important as it allows organizations to focus their efforts on these factors to ensure success. The purpose of this paper is to identify the factors that influence ERMS adoption in the Yemeni oil and gas (O&G) sector.,This paper conducts a systematic literature review (SLR) to extract the most common factors that could facilitate successful ERMS adoption. Information technology (IT) experts were asked to rank the extracted factors via an e-mail questionnaire and to recommend specific critical success factors that must be given extra attention to increasing the success of ERMS adoption. Essentially, the proposed methodology is technology-organization-environment (TOE) modeling to examine the important factors influencing decision-makers in the Yemeni O&G sector regarding ERMS adoption.,This paper identifies factors influencing ERMS adoption based on SLR and an expert-ranking survey. The data that were collected from IT experts were analyzed using the statistical package for the social sciences. The results showed that only 12 out of 20 factors were significant. The experts then added three new factors, resulting in 15 significant factors classified into the three dimensions as follows: technology, organization and environment.,Limited studies have been carried out in the context of the O&G sector, even among developed countries such as Canada, the UK and Australia. These studies have focused on a limited number of factors for ERMS adoption targeting better utilization of human resources, faster and more user-friendly system responses and suitability for organizational ease. This paper explores the factors that may prove useful in adopting of ERMS in the O&G sector of developing countries, similar to Yemen.","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"1-22"},"PeriodicalIF":1.4,"publicationDate":"2020-03-16","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-03-2019-0010","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"47152845","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2020-03-14DOI: 10.1108/rmj-08-2019-0040
S. Bhatia, E. Douglas, M. Most
Purpose Archival repositories rely on the authenticity of records. The potential manipulation of records and information present a unique challenge to archival repositories and their mission to collect, maintain and provide access to the authentic records. The purpose of this paper is to outline the technical aspects of blockchain and describe potential records management and archival implications of the technology. The implications to consider include data management, records existing on a blockchain and records disposition. Design/methodology/approach The approach included reviews of technical literature and attendance at blockchain conferences, workshops and seminars. The literature review focused on general studies, technical publications, use cases and nascent applications for managing records created and stored on a blockchain. The approach is intended to answer the questions: what basic information do records managers need to understand blockchain? How will blockchain technology impact records management? Does blockchain shift toward decentralized records management? Findings Implemented properly, blockchain technology can immutably record transactions and provide independent verification and authentication of digital records. Given the ease with which electronic records can sometimes be manipulated, the promise of certainty and third-party verification has drawn sizeable interest and investment. This paper shows records exist on blockchains and must be managed appropriately. The distributed structure inherent in blockchains is a shift from centralized records management and will challenge the approach and assumptions of the profession. Records managers must determine recordkeeping requirements before developing a business application using blockchain and the fixed nature of blockchains means that these considerations must be included at the outset. Originality/value This proposed paper began as a blockchain white paper produced by the US National Archives for the federal records management community. It has been re-focused as a general review paper for the Records Management Journal to explain blockchain and show how it may be used to address broader records and information management concerns such as authenticity, veracity, and trustworthiness.
{"title":"Blockchain and records management: disruptive force or new approach?","authors":"S. Bhatia, E. Douglas, M. Most","doi":"10.1108/rmj-08-2019-0040","DOIUrl":"https://doi.org/10.1108/rmj-08-2019-0040","url":null,"abstract":"\u0000Purpose\u0000Archival repositories rely on the authenticity of records. The potential manipulation of records and information present a unique challenge to archival repositories and their mission to collect, maintain and provide access to the authentic records. The purpose of this paper is to outline the technical aspects of blockchain and describe potential records management and archival implications of the technology. The implications to consider include data management, records existing on a blockchain and records disposition.\u0000\u0000\u0000Design/methodology/approach\u0000The approach included reviews of technical literature and attendance at blockchain conferences, workshops and seminars. The literature review focused on general studies, technical publications, use cases and nascent applications for managing records created and stored on a blockchain. The approach is intended to answer the questions: what basic information do records managers need to understand blockchain? How will blockchain technology impact records management? Does blockchain shift toward decentralized records management?\u0000\u0000\u0000Findings\u0000Implemented properly, blockchain technology can immutably record transactions and provide independent verification and authentication of digital records. Given the ease with which electronic records can sometimes be manipulated, the promise of certainty and third-party verification has drawn sizeable interest and investment. This paper shows records exist on blockchains and must be managed appropriately. The distributed structure inherent in blockchains is a shift from centralized records management and will challenge the approach and assumptions of the profession. Records managers must determine recordkeeping requirements before developing a business application using blockchain and the fixed nature of blockchains means that these considerations must be included at the outset.\u0000\u0000\u0000Originality/value\u0000This proposed paper began as a blockchain white paper produced by the US National Archives for the federal records management community. It has been re-focused as a general review paper for the Records Management Journal to explain blockchain and show how it may be used to address broader records and information management concerns such as authenticity, veracity, and trustworthiness.\u0000","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"277-286"},"PeriodicalIF":1.4,"publicationDate":"2020-03-14","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-08-2019-0040","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"62277464","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2020-02-26DOI: 10.1108/rmj-08-2019-0043
Vladimir Bralić, Hrvoje Stančić, Mats Stengård
Purpose The short lifespan of digital signatures presents a challenge to the long-term preservation of digitally signed records. It can undermine attempts to presume, verify or assess their authenticity. This paper aims to investigate the challenges of the expiration of digital signatures in the context of digital archiving. Design/methodology/approach The paper identifies requirements for the long-term preservation of digitally signed records and compares them with the existing approaches. The characteristics, operational procedures and requirements of the technologies used for digital signatures are combined with the archival requirements to design a new model. Findings The paper proposes a new model of a blockchain-based system, which can be combined with any digital archive to assist the process of long-term preservation of digitally signed records. Practical implications The proposed model offers a new alternative to the current practice in the long-term preservation of digitally signed records, such as periodic resigning procedures or periodic wrapping of digitally signed records with archival timestamps. Originality/value The proposed TrustChain 2.0 model is based on previous research conducted as part of the InterPARES Trust project. It builds on TrustChain 1.0 by including digital signature certificate chain validity information in a blockchain thus avoiding the issues concerning records confidentiality and privacy information disclosure. The paper contributes not only to the development of archival science but also shows archival institutions on how to approach long-term preservation of digitally signed records.
{"title":"A blockchain approach to digital archiving: digital signature certification chain preservation","authors":"Vladimir Bralić, Hrvoje Stančić, Mats Stengård","doi":"10.1108/rmj-08-2019-0043","DOIUrl":"https://doi.org/10.1108/rmj-08-2019-0043","url":null,"abstract":"\u0000Purpose\u0000The short lifespan of digital signatures presents a challenge to the long-term preservation of digitally signed records. It can undermine attempts to presume, verify or assess their authenticity. This paper aims to investigate the challenges of the expiration of digital signatures in the context of digital archiving.\u0000\u0000\u0000Design/methodology/approach\u0000The paper identifies requirements for the long-term preservation of digitally signed records and compares them with the existing approaches. The characteristics, operational procedures and requirements of the technologies used for digital signatures are combined with the archival requirements to design a new model.\u0000\u0000\u0000Findings\u0000The paper proposes a new model of a blockchain-based system, which can be combined with any digital archive to assist the process of long-term preservation of digitally signed records.\u0000\u0000\u0000Practical implications\u0000The proposed model offers a new alternative to the current practice in the long-term preservation of digitally signed records, such as periodic resigning procedures or periodic wrapping of digitally signed records with archival timestamps.\u0000\u0000\u0000Originality/value\u0000The proposed TrustChain 2.0 model is based on previous research conducted as part of the InterPARES Trust project. It builds on TrustChain 1.0 by including digital signature certificate chain validity information in a blockchain thus avoiding the issues concerning records confidentiality and privacy information disclosure. The paper contributes not only to the development of archival science but also shows archival institutions on how to approach long-term preservation of digitally signed records.\u0000","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"345-362"},"PeriodicalIF":1.4,"publicationDate":"2020-02-26","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-08-2019-0043","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"47642399","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2020-02-18DOI: 10.1108/rmj-08-2019-0047
Patricia C. Franks
The purpose of this paper is to assist records managers and information governance professionals to understand the challenges presented by their organization’s use of blockchain distributed ledger technology (DLT).,An extensive literature review was conducted, which revealed a multitude of articles based on research into blockchain DLT, most written from the technology perspective. This paper differs in that it applies a records management lens to an analysis of the records created, registered or stored on a blockchain. A six-stage blockchain records consideration model is provided to illustrate examples of the records management challenges presented by the implementation of blockchain DLT. Questions are posed and recommendations are made to aid the reader in developing a blockchain DLT records management and information governance strategy.,Because there is no one universal configuration for a blockchain DLT solution, each implementation must be analyzed to understand the resultant records management and information governance challenges. A series of questions that should be asked and answered can not only help records management and information governance professionals adapt their policies and practices to the technology but also provide a basis for discussion with those designing the blockchain DLT solutions so they can include records management features in their designs.,This paper contributes an original analysis of the implications of the adoption of Blockchain DLT for records management and information governance programs through the lens of a six-stage Blockchain Records Consideration Model.
{"title":"Implications of blockchain distributed ledger technology for records management and information governance programs","authors":"Patricia C. Franks","doi":"10.1108/rmj-08-2019-0047","DOIUrl":"https://doi.org/10.1108/rmj-08-2019-0047","url":null,"abstract":"The purpose of this paper is to assist records managers and information governance professionals to understand the challenges presented by their organization’s use of blockchain distributed ledger technology (DLT).,An extensive literature review was conducted, which revealed a multitude of articles based on research into blockchain DLT, most written from the technology perspective. This paper differs in that it applies a records management lens to an analysis of the records created, registered or stored on a blockchain. A six-stage blockchain records consideration model is provided to illustrate examples of the records management challenges presented by the implementation of blockchain DLT. Questions are posed and recommendations are made to aid the reader in developing a blockchain DLT records management and information governance strategy.,Because there is no one universal configuration for a blockchain DLT solution, each implementation must be analyzed to understand the resultant records management and information governance challenges. A series of questions that should be asked and answered can not only help records management and information governance professionals adapt their policies and practices to the technology but also provide a basis for discussion with those designing the blockchain DLT solutions so they can include records management features in their designs.,This paper contributes an original analysis of the implications of the adoption of Blockchain DLT for records management and information governance programs through the lens of a six-stage Blockchain Records Consideration Model.","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"287-299"},"PeriodicalIF":1.4,"publicationDate":"2020-02-18","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-08-2019-0047","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"44114362","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2020-02-14DOI: 10.1108/rmj-08-2019-0042
M. Chabin
Purpose The purpose of this paper is to show how archival expertise and diplomatic analysis can enrich the documentary corpuses analyzed by artificial intelligence tools. Here, the demonstration is based on a freely accessible material: the data from the great national debate launched in early 2019 by the French President Macron in response to the large-scale social movement known as the “yellow vests”. Design/methodology/approach Step 1 consisted of understanding the methods and conclusions of the providers responsible for processing the data of the great debate (1.5 million contributors). Step 2 was to analyze the formal elements of a random set of online contributions. Then, to compare the results. Findings This research shows that the processing of the data is based almost exclusively on texts, to the detriment of data on the source, date and arrangement of contributions, which could nevertheless be exploited as metadata. Research limitations/implications The mass of data and the lack of online accessibility of part of the corpus did not make it possible to complete the experiment. Practical implications This research lays the foundation for other projects for collaboration between archival science and artificial intelligence tools. Social implications There is a social challenge involving researchers in information sciences in public debate and governmental consultations. There is also an issue for a records manager to become more involved in the production of public records by promoting their specific skills in information management. Originality/value The originality of this paper is to show how archival science can help to improve the quality of the documentary corpuses used by artificial intelligence tools, and therefore, to improve the performance of these tools.
{"title":"The potential for collaboration between AI and archival science in processing data from the French great national debate","authors":"M. Chabin","doi":"10.1108/rmj-08-2019-0042","DOIUrl":"https://doi.org/10.1108/rmj-08-2019-0042","url":null,"abstract":"\u0000Purpose\u0000The purpose of this paper is to show how archival expertise and diplomatic analysis can enrich the documentary corpuses analyzed by artificial intelligence tools. Here, the demonstration is based on a freely accessible material: the data from the great national debate launched in early 2019 by the French President Macron in response to the large-scale social movement known as the “yellow vests”.\u0000\u0000\u0000Design/methodology/approach\u0000Step 1 consisted of understanding the methods and conclusions of the providers responsible for processing the data of the great debate (1.5 million contributors). Step 2 was to analyze the formal elements of a random set of online contributions. Then, to compare the results.\u0000\u0000\u0000Findings\u0000This research shows that the processing of the data is based almost exclusively on texts, to the detriment of data on the source, date and arrangement of contributions, which could nevertheless be exploited as metadata.\u0000\u0000\u0000Research limitations/implications\u0000The mass of data and the lack of online accessibility of part of the corpus did not make it possible to complete the experiment.\u0000\u0000\u0000Practical implications\u0000This research lays the foundation for other projects for collaboration between archival science and artificial intelligence tools.\u0000\u0000\u0000Social implications\u0000There is a social challenge involving researchers in information sciences in public debate and governmental consultations. There is also an issue for a records manager to become more involved in the production of public records by promoting their specific skills in information management.\u0000\u0000\u0000Originality/value\u0000The originality of this paper is to show how archival science can help to improve the quality of the documentary corpuses used by artificial intelligence tools, and therefore, to improve the performance of these tools.\u0000","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"241-252"},"PeriodicalIF":1.4,"publicationDate":"2020-02-14","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-08-2019-0042","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"41362540","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2020-02-10DOI: 10.1108/rmj-08-2019-0046
M. Maceli
Cultural heritage archives rely on environmental monitoring devices, such as dataloggers or more complex networked systems, to ensure collection preservation through collecting temperature, humidity, light and/or air quality measures. Existing systems are often costly, inflexible and do not use a modern, internet of things (IoT) approach. This paper aims to determine the suitability of currently popular general-purpose IoT devices, standards and technologies to the environmental monitoring needs of archivists, as well as identify any challenges.,This paper describes an exploratory study detailing the design, construction and usability testing of a do-it-yourself datalogger and data dashboard system, which seeks to manage previously identified trade-offs in cost, required technical skill and maintainability.,The environmental monitoring system presented met archivists’ needs well and was generally noted to be easy-to-use, efficient and an improvement on existing systems. This suggests that an IoT approach can support archivists’ needs in this area.,Potential limitations of this study include lack of archival staff with sufficient technical training to maintain such a system and the rapid pace of IoT evolution yielding unstable and constantly changing technologies.,The system design presented in this work provides a blueprint for cultural heritage organizations desiring a fuller-featured, lower cost environmental monitoring system for archival collections.,This research takes a novel user-centered, open-source, IoT approach to construct an environmental monitoring system that is designed directly from archivists’ requirements and is extensible for future needs.
{"title":"Internet of things in the archives: novel tools for environmental monitoring of archival collections","authors":"M. Maceli","doi":"10.1108/rmj-08-2019-0046","DOIUrl":"https://doi.org/10.1108/rmj-08-2019-0046","url":null,"abstract":"Cultural heritage archives rely on environmental monitoring devices, such as dataloggers or more complex networked systems, to ensure collection preservation through collecting temperature, humidity, light and/or air quality measures. Existing systems are often costly, inflexible and do not use a modern, internet of things (IoT) approach. This paper aims to determine the suitability of currently popular general-purpose IoT devices, standards and technologies to the environmental monitoring needs of archivists, as well as identify any challenges.,This paper describes an exploratory study detailing the design, construction and usability testing of a do-it-yourself datalogger and data dashboard system, which seeks to manage previously identified trade-offs in cost, required technical skill and maintainability.,The environmental monitoring system presented met archivists’ needs well and was generally noted to be easy-to-use, efficient and an improvement on existing systems. This suggests that an IoT approach can support archivists’ needs in this area.,Potential limitations of this study include lack of archival staff with sufficient technical training to maintain such a system and the rapid pace of IoT evolution yielding unstable and constantly changing technologies.,The system design presented in this work provides a blueprint for cultural heritage organizations desiring a fuller-featured, lower cost environmental monitoring system for archival collections.,This research takes a novel user-centered, open-source, IoT approach to construct an environmental monitoring system that is designed directly from archivists’ requirements and is extensible for future needs.","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"201-220"},"PeriodicalIF":1.4,"publicationDate":"2020-02-10","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-08-2019-0046","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"45584419","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2019-11-18DOI: 10.1108/rmj-04-2019-0019
Herbjørn Andresen
The purpose of this paper is to raise attention within the records management community about evolving demands for explanations that make it possible to understand the content of records, also when they reflect output from algorithms.,The methodological approach is a conceptual analysis based in records management theory and the philosophy of science. The concepts that are developed are thereafter applied to “the right to an explanation” and “an algorithmic ethics approach,” respectively, to further examine their viability.,Different forms of explanations, ranging from “certain” explanations to predictions, as well as varying degrees of control over the input data to algorithms, affect the nature of the explanations and what kinds of records the explanations may reside in.,This paper contributes to a conceptual frame for discussing where explanations to algorithms may be documented, within different kinds of records, emanating from different kinds of processes.
{"title":"A discussion frame for explaining records that are based on algorithmic output","authors":"Herbjørn Andresen","doi":"10.1108/rmj-04-2019-0019","DOIUrl":"https://doi.org/10.1108/rmj-04-2019-0019","url":null,"abstract":"The purpose of this paper is to raise attention within the records management community about evolving demands for explanations that make it possible to understand the content of records, also when they reflect output from algorithms.,The methodological approach is a conceptual analysis based in records management theory and the philosophy of science. The concepts that are developed are thereafter applied to “the right to an explanation” and “an algorithmic ethics approach,” respectively, to further examine their viability.,Different forms of explanations, ranging from “certain” explanations to predictions, as well as varying degrees of control over the input data to algorithms, affect the nature of the explanations and what kinds of records the explanations may reside in.,This paper contributes to a conceptual frame for discussing where explanations to algorithms may be documented, within different kinds of records, emanating from different kinds of processes.","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"30 1","pages":"129-141"},"PeriodicalIF":1.4,"publicationDate":"2019-11-18","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-04-2019-0019","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"48714763","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2019-11-18DOI: 10.1108/RMJ-04-2018-0008
T. Engvall
Many records professionals are involved in the design and development of recordkeeping systems. To design recordkeeping systems that meet user needs, their perspectives have to be included in the design process. The purpose of this paper is to explore what can be learned from the domain of information systems (IS) regarding user participation in design, and then to reflect on what related to the recordkeeping dimension should be further considered.,The study is based on a review of literature in the IS development field about user participation.,Analysing how users participate in IS development reveals several aspects of interest for records professionals. There are different approaches to, purposes of and driving values in user participation, which should be transparent. For user participation to be successful, an infrastructure has to be in place. The idea of user participation may be a way to include the secondary values of records in the near term, but it may also challenge traditional roles. New issues, such as the archivist’s role as a trusted third party, should be analysed further.,This study uses knowledge from the information system field to acquire new knowledge about user participation in design, and relate it to the recordkeeping domain. This study addresses issues surrounding user participation, which has been indicated as an area in need of further development in archives and information science.
{"title":"User participation: what can be learned from the information systems domain?","authors":"T. Engvall","doi":"10.1108/RMJ-04-2018-0008","DOIUrl":"https://doi.org/10.1108/RMJ-04-2018-0008","url":null,"abstract":"Many records professionals are involved in the design and development of recordkeeping systems. To design recordkeeping systems that meet user needs, their perspectives have to be included in the design process. The purpose of this paper is to explore what can be learned from the domain of information systems (IS) regarding user participation in design, and then to reflect on what related to the recordkeeping dimension should be further considered.,The study is based on a review of literature in the IS development field about user participation.,Analysing how users participate in IS development reveals several aspects of interest for records professionals. There are different approaches to, purposes of and driving values in user participation, which should be transparent. For user participation to be successful, an infrastructure has to be in place. The idea of user participation may be a way to include the secondary values of records in the near term, but it may also challenge traditional roles. New issues, such as the archivist’s role as a trusted third party, should be analysed further.,This study uses knowledge from the information system field to acquire new knowledge about user participation in design, and relate it to the recordkeeping domain. This study addresses issues surrounding user participation, which has been indicated as an area in need of further development in archives and information science.","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":"29 1","pages":"320-332"},"PeriodicalIF":1.4,"publicationDate":"2019-11-18","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/RMJ-04-2018-0008","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"41624812","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
Pub Date : 2019-11-18DOI: 10.1108/RMJ-03-2018-0006
Cleophas Ambira, H. Kemoni, P. Ngulube
This paper is based on the doctoral study conducted in 2016 at the University of South Africa. The purpose of this study was to investigate how the current state of management of electronic records in Kenya facilitates or undermines implementation of e-government with a view to develop a best-practice framework for management of electronic records in support of e-government.,The study used the interpretive research paradigm and adopted qualitative research methodology using phenomenological design. Maximum variation sampling was used to identify the research sample for the study.,The findings established that the general status of management of e-records (MER) in government ministries is inadequately positioned to support e-government; use of e-government in Kenya had grown significantly and more ministries were adopting e-government services; although some initiatives have been undertaken to enhance MER, the existing practices for MER require improvement to ensure they adequately support e-government.,The limitations were access to respondents and the challenge of self-reported data.,Recommendations and a best-practice framework for managing electronic records in support of e-government have been provided. A proposal for implementation of the recommendations on a priority basis has also been provided.,The study’s contribution to scholarly works and literature in the field resides in its findings and a framework that can be practically adopted for management of e-records in support of e-government. By establishing the nexus between management of e-records and e-government in Kenya, it is hoped that it will provide input to policymakers to consider records managers as key stakeholders in e-government.,The originality of this study stems from two aspects: original topic and understudied area.
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Pub Date : 2019-09-20DOI: 10.1108/rmj-03-2019-0016
E. Shepherd, Anna Sexton, O. Duke‐Williams, A. Eveleigh
Purpose Government administrative data have enormous potential for public and individual benefit through improved educational and health services to citizens, medical research, environmental and climate interventions and better use of scarce energy resources. The purpose of this study (part of the Administrative Data Research Centre in England, ADRC-E) was to examine perspectives about the sharing, linking and re-use (secondary use) of government administrative data. This study seeks to establish an analytical understanding of risk with regard to administrative data. Design/methodology/approach This qualitative study focused on the secondary use of government administrative data by academic researchers. Data collection was through 44 semi-structured interviews plus one focus group, and was supported by documentary analysis and a literature review. The study draws on the views of expert data researchers, data providers, regulatory bodies, research funders, lobby groups, information practitioners and data subjects. Findings This study discusses the identification and management of risk in the use of government administrative data and presents a risk framework. Practical implications This study will have resonance with records managers, risk managers, data specialists, information policy and compliance managers, citizens groups that engage with data, as well as all those responsible for the creation and management of government administrative data. Originality/value First, this study identifies and categorizes the risks arising from the research use of government administrative data, based on policy, practice and experience of those involved. Second, it identifies mitigating risk management activities, linked to five key stakeholder communities, and it discusses the locus of responsibility for risk management actions. The conclusion presents the elements of a new risk framework to inform future actions by the government data community and enable researchers to exploit the power of administrative data for public good.
{"title":"Risk identification and management for the research use of government administrative data","authors":"E. Shepherd, Anna Sexton, O. Duke‐Williams, A. Eveleigh","doi":"10.1108/rmj-03-2019-0016","DOIUrl":"https://doi.org/10.1108/rmj-03-2019-0016","url":null,"abstract":"\u0000Purpose\u0000Government administrative data have enormous potential for public and individual benefit through improved educational and health services to citizens, medical research, environmental and climate interventions and better use of scarce energy resources. The purpose of this study (part of the Administrative Data Research Centre in England, ADRC-E) was to examine perspectives about the sharing, linking and re-use (secondary use) of government administrative data. This study seeks to establish an analytical understanding of risk with regard to administrative data.\u0000\u0000\u0000Design/methodology/approach\u0000This qualitative study focused on the secondary use of government administrative data by academic researchers. Data collection was through 44 semi-structured interviews plus one focus group, and was supported by documentary analysis and a literature review. The study draws on the views of expert data researchers, data providers, regulatory bodies, research funders, lobby groups, information practitioners and data subjects.\u0000\u0000\u0000Findings\u0000This study discusses the identification and management of risk in the use of government administrative data and presents a risk framework.\u0000\u0000\u0000Practical implications\u0000This study will have resonance with records managers, risk managers, data specialists, information policy and compliance managers, citizens groups that engage with data, as well as all those responsible for the creation and management of government administrative data.\u0000\u0000\u0000Originality/value\u0000First, this study identifies and categorizes the risks arising from the research use of government administrative data, based on policy, practice and experience of those involved. Second, it identifies mitigating risk management activities, linked to five key stakeholder communities, and it discusses the locus of responsibility for risk management actions. The conclusion presents the elements of a new risk framework to inform future actions by the government data community and enable researchers to exploit the power of administrative data for public good.\u0000","PeriodicalId":20923,"journal":{"name":"Records Management Journal","volume":" ","pages":""},"PeriodicalIF":1.4,"publicationDate":"2019-09-20","publicationTypes":"Journal Article","fieldsOfStudy":null,"isOpenAccess":false,"openAccessPdf":"https://sci-hub-pdf.com/10.1108/rmj-03-2019-0016","citationCount":null,"resultStr":null,"platform":"Semanticscholar","paperid":"44649048","PeriodicalName":null,"FirstCategoryId":null,"ListUrlMain":null,"RegionNum":0,"RegionCategory":"","ArticlePicture":[],"TitleCN":null,"AbstractTextCN":null,"PMCID":"","EPubDate":null,"PubModel":null,"JCR":null,"JCRName":null,"Score":null,"Total":0}
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