Records Management

Accelerating positive change in electronic records management - Headline findings from a major research project

by Rachel Hardiman

Co-authored with J. McLeod (lead author) and S. Childs. Final pre-publication draft of article published in 'Archives & Manuscripts' 39(2) (2011), pp66–94.

This article outlines 10 headline findings from a three-year multidisciplinary project, funded by the UK Arts and... more This article outlines 10 headline findings from a three-year multidisciplinary project, funded by the UK Arts and Humanities Research Council, on electronic records management (ERM). It also presents examples of solutions to try, or to avoid, grounded in experience. A range of strategies and tactics exist and, although their relevance and success is very contextualised, they could be adopted or adapted in many scenarios. The findings highlight the complexity of the ERM challenge, the interrelationship of people, processes and systems/technology, and the predominant and powerful role of people in accelerating positive change, or not. Two strategic conclusions are drawn which are particularly important for records professionals to address: (1) the need to articulate a vision of successful ERM and (2) the need to reinterpret records management principles in the electronic environment.

AC+erm Project Vignettes

by Rachel Hardiman

Co-authored with S. Childs and J. McLeod. Output of Northumbria University AC+erm project published on the project website (2010).

Tools for learning and discussion arising from Northumbria University's AC+erm Project on Electronic Records... more Tools for learning and discussion arising from Northumbria University's AC+erm Project on Electronic Records Management. One of the objectives of the AC+erm Project was to develop vignettes – a type of output that crystallises aspects of the research findings in the form of tools or exemplars that can be of use to practitioners, users, students and other stakeholders. The purpose of the vignettes was not only to provide ready-made tools for use (though many of them can be treated in this manner), but also to suggest models or templates for building tools whose content can be tailored to suit a given context.
The vignettes are of seven types: fridge magnets; phenomenological analyses; rich pictures; Snakes and Ladders game; narrative story; videos; mind maps; and word clouds. More detailed explanations of the tools, along with suggestions for use, are included in the full document. The full list is as follows:

1. Snakes and Ladders: Opportunities and pitfalls in records management
2. Phenomenological Analysis: Actors and contexts
3. Phenomenological Analysis: The bottom line for records management
4. Phenomenological Analysis: Principles and methods of records management
5. Phenomenological Analysis: Essential skills for records management
6. Mind Map: Electronic Records Management solutions
7. Rich Picture: Managing risk
8. Narrative / story: Privacy, security and access
9. Word Cloud: Solutions to ‘people’ issues in managing e-records
10. Fridge Phrases:
11. Video

Prototypes of three of the vignettes – fridge magnets, rich pictures, and story – were tested and discussed by participants in the project Colloquia. In the third Colloquium (on Systems and Technology), participants used these three types of vignette to develop visions for electronic records management.

Transformation through research? The AC+erm Project and Electronic Records Management

by Rachel Hardiman

Co-authored with S. Childs and J. McLeod. Pre-print draft; published in Records Management Society Bulletin 151, pp.3–7. ISSN 1746-9457

The article focuses on the three-year AC+erm project undertaken by Northumbria University and funded by the Arts &... more The article focuses on the three-year AC+erm project undertaken by Northumbria University and funded by the Arts & Humanities Research Council (AHRC). The AC+erm project was a qualitative study composed of three main phases including a comprehensive Systematic Literature Review, an investigation of the three aspects of designing an architecture for electronic records management (ERM), and distribution of findings. The primary data from selected experts were gathered through the Delphi technique.

Qualifying for the realistic and practical information management industry

by Amanda Cossham

Paper presented at and published in the proceedings of the 20th International Convention, Records Managers Association of Australasia, Melbourne, 14th-17th September 2003.

Archivbericht im Hinblick auf die Fusion der Gewerkschaften GBI, SMUV und VHTL liegt vor

by Adrian Zimmermann

published in: Arbido, 2003, Nr. 10, pp. 12-15.

Gewerkschaften im Umbruch: Bausteine für eine gewerkschaftliche Archiv-und Records-Management-Strategie vor dem Hintergrund des …

by Adrian Zimmermann

Examination paper "Certificate in archival and information science"

21st Century Technology Used in Hospitals: An Assessment of Electronic Health Records

by Texas State PA Applied Research Projects

Munoz, Crystal M., "21st Century Technology Used in Hospitals: An Assessment of Electronic Health Records" (2011). Applied Research Projects, Texas State University-San Marcos. Paper 346.
http://ecommons.txstate.edu/arp/346

Purpose: The purpose of this research is three-fold. The first purpose is to establish a practical ideal model of... more Purpose: The purpose of this research is three-fold. The first purpose is to establish a practical ideal model of Electronic Health Records (E.H.Rs) used in hospitals by reviewing relevant scholarly literature. The second purpose is to assess the extent Central Texas Medical Center (C.T.M.C) in San Marcos, Texas adheres to the elements of the ideal model. The final purpose is to provide recommendations for improving the current E.H.R system used at C.T.M.C. A thorough review of the literature identified eight key components of Electronic Health Records based on the Institute of Medicine Report, Key Capabilities of an Electronic Health Record, 2003. The components include: Health Information and Data, Results Management, Order Entry/Management, Decision Support, Electronic Communication and Connectivity, Patient Support, Administrative Processes, and Reporting and Population Health Management.
Methodology: The components of an Electronic Health Record identified in the literature led to the development of the conceptual framework. The conceptual framework was the assessment tool used to gauge the Electronic Health Record (E.H.R) system used at Central Texas Medical Center (C.T.M.C). The methodology used to collect data and make assessments was structured interviews and direct observation.
Findings: Structured interviews and direct observation revealed the E.H.R system used at C.T.M.C met all or the majority of components for Health Information and Data, Results Management, Order/Entry Management, and Patient Support. Components that were missing included reminders for preventive services for patients, epidemiologic data and automated real time surveillance in Decision Support, patient to provider communication and medical record integration across settings in Electronic Communication and Connectivity, clinical trial, drug recall and chronic disease management in eligibility determination in Administrative Processes.

A Model Records Management System for Texas Public Utilities: An Information Science Tool for Public Managers

by Texas State PA Applied Research Projects

McLemore, Dustin Dru, "A Model Records Management System for Texas Public Utilities: An Information Science Tool for Public Managers" (2008). Applied Research Projects, Texas State University-San Marcos. Paper 275.
http://ecommons.txstate.edu/arp/275

Introduction: The way in which agencies receive information changes daily as does the type of information they deal... more Introduction: The way in which agencies receive information changes daily as does the type of information they deal with. Whether it is on e-mail, flash drive, even paper, each tool an agency uses is considered to be a record. Public administration is no longer a "sit and wait field". Many decisions require "on-demand" access to information and records. That need is magnified in a public utility given the variety of agencies, business and individual customers supported. Texas has specific requirements regarding how agencies manage information. Utility industrial standards and regulations make compliance efforts even more stringent. To address this issue, a preliminary model is needed for how an agency should manage its records. The goal of this project is to lay a framework for an effective records management program.

Purpose: The first purpose of this paper is to develop a model records management system for public utilities in Texas using relevant scholarly literature. Second, the model was evaluated by a pool of experts. Third, a revised model records management system based on expert feedback is developed.

Theory/Methodology: Focused interviews were conducted with 10 experts to determine whether or not the preliminary model was sound. Frequency distribution was used to quantify responses to those questions. Open-ended recommendations were also solicited to provide input in creating the revised model.

Findings: The existing model was largely comprehensive but needed the addition of two major components. The resulting model consists of the following components: System Design, Establishment of a Records Management Plan, Establishment of a Records Management Team, Inventory Management, Vital Records Management, Retention and Control Schedule Management, Disaster Planning and Recovery, and System Audit and Control. These components define an expanded and comprehensive model for agencies to use in creating their records management programs.

Records Disposal

by Historically Digitized

Exploring the Essence of Records Management A Witness Seminar Conference, Newcastle upon Tyne, 4–5 May 2006 [Review]

by Rachel Hardiman

Published in Records Management Journal Vol 16, No 3 (2006).

S. Bailey, Managing the Crowd: Rethinking Records management for the Web 2.0 World [Book Review]

by Rachel Hardiman

Pre-publication version of review published in Records Management Journal Vol 19, No 1 (2009).

W. Saffady, Managing Electronic Records (4th edition) [Book Review]

by Rachel Hardiman

Published in Records Management Journal Vol 20, No 1 (2010).

Accelerating positive change in electronic records management: an empirical toolkit of solutions

by Rachel Hardiman

Co-authored with S. Childs (lead author) and J. McLeod. Published in Proceedings of the 14th UKAIS Annual Conference, St Anne's College, University of Oxford, March 2009.

The AC+erm project aims to investigate and critically explore issues and practical strategies for accelerating... more The AC+erm project aims to investigate and critically explore issues and practical strategies for accelerating positive change in electronic records management. The project’s focus is on designing an organisational-centred architecture from three perspectives: people, process and technology. This paper introduces the project, describes the methodology (a systematic literature review, e-Delphi studies and colloquia) and presents solutions for improving ERM developed from the people and process e-Delphi responses. ERM is particularly challenging and the solutions offered by the Delphi participants are numerous, and range in scale and complexity. The only firm conclusion that one can draw is that the majority of the solutions are people-focussed ones. The Cynefin framework is introduced as one approach for providing a conceptual overview to our findings on ERM. The sample solutions presented in this paper provide a toolkit of ‘probes’ and ‘interventions’ for practical application in organisations.

Karar Verme Mekanizmasındakiler için Evrak İşletmeciliği

by Bekir Kemal Ataman

Published in Management Thinking: Management Club Workshop Papers and Proceedings. Marmara University. (II-IV 1992): 1-6.

Elektronik Belge Yönetimi Üzerine InterPARES Projesi Ve Türkiye Takımı Faaliyetleri InterPARES Project on the Electronic Records Management and Team Turkey …

by Tolga Çakmak