Drawing on his experience at the Australian Archives in policy development on electronic records and recordkeeping for the Australian Federal Government sector the author argues for greater emphasis on the implementation side of electronic records management. The author questions whether more research is a priority over implementation. The author also argues that if archival institutions wish to be taken seriously by their clients they need to pay greater attention to getting their own organisations in order. He suggests the way to do this is by improving internal recordkeeping practices and systems and developing a resource and skills base suitable for the delivery of electronic recordkeeping policies and services to clients.
Publisher
Kluwer Academic Publishers
Publication Location
Netherlands
Critical Arguements
CA "None of the issues which have been raised regarding the management of electronic records are insurmountable or even difficult from a technological viewpoint. The technology is there to develop electronic recordkeeping systems. The technology is there to capture and maintain electronic records. The technology is there to enable access over time. The technology is there to enable recordkeeping at a level of sophistication and accuracy hitherto undreamt of. To achieve our goal though requires more than technology, remember that is part of the problem. To achieve our goal requires human understanding, planning, input and motivation and that requires us to convince others that it is worth doing. This view has a significant impact on the development of research agendas and implementation projects." (p. 252) "Looking at electronic records from a strategic recordkeeping perspective requires us to see beyond the specific technology issues toward the wider corporate issues, within our organizational, professional and environmental sectors. In summary they are: Building alliances: nationally and internationally; Re-inventing the archival function: cultural change in the archives and recordscommunity and institutions; Getting our own house in order: establishing archival institutions as models of best practice for recordkeeping; Devoting resources to strategic developments; and Re-training and re-skilling archivists and records managers." (p. 252-253)
Phrases
<P1> The issue for me therefore is the development of a strategic approach to recordkeeping, whether it be in Society generally, whole of Government, or in your own corporate environment. The wider focus should be on the development of recordkeeping systems, and specifically electronic recordkeeping systems. Without such a strategic approach I believe our efforts on electronic records will largely be doomed to failure. (p. 252) <P2> We have to influence recordkeeping practices in order to influence the creation and management of electronic records. (p. 253) <P3> Given that there is no universal agreement within the archives and records community to dealing with electronic records how can we expect to successfully influence other sectoral interests and stake-holders, not to mention policy makers and resource providers? Institutions and Professional bodies have to work together and reach agreement and develop strategic positions. (p. 253) <P4> The emerging role of recordkeeping professionals is to define recordkeeping regimes for organizations and their employees, acting as consultants and establishing and monitoring standards, rather than deciding about specific records in specific recordkeeping systems or creating extensive documentation about them. (p. 254) <P5> Archival institutions need to practice what they preach and develop as models for best practice in recordkeeping. (p. 254-255) <P6> Resources devoted to electronic records and recordkeeping policy and implementation within archival institutions has not been commensurate with the task. (p. 255) <P7> Contact with agencies needs to be more focused at middle and senior management to ensure that the importance of accountability and recordkeeping is appreciated and that strategies and systems are put in place to ensure that records are created, kept and remain accessible. (p. 255) <P8> In order to do this for electronic records archival institutions need to work with agencies to: assist in the development of recordkeeping systems through the provision of appropriate advice; identify electronic records in their custody which are of enduring value; identify and dispose of electronic records in their custody which are not of enduring value; assist agencies in the identification of information or metadata which needs to be captured and maintained; provide advice on access to archival electronic records. (p. 255-256) <P9> The elements of the records continuum need to be reflected as components in the business strategy for archival institutions in the provision of services to its clients. (p. 256)
Conclusions
RQ "In summary I see the unresolved issues and potential research tasks as follows: International Agreement (UN, ICA); National Agreement (Government, Corporate, Sectoral, Professional); Cultural Change in the Archives and Records Community; Re-inventing / re-engineering Archives institutions; Re-training or recruiting; Best practice sites -- the National Archives as a model for best practice recordkeeping; Test sites for creation, capture, migration and networking of records; Functional analysis and appraisal of electronic information systems (electronic recordkeeping systems); Costing the retention of electronic records and records in electronic form." (p. 257)
Type
Journal
Title
Grasping the Nettle: The Evolution of Australian Archives Electronic Records Policy
CA An overview of the development of electronic records policy at the Australian Archives.
Phrases
<P1> The notion of records being independent of format and of "virtual" records opens up a completely new focus on what it is that archival institutions are attempting to preserve. (p. 136) <P2> The import of Bearman's contention that not all infomation systems are recordkeeping systems challenges archivists to move attention away from managing archival records after the fact toward involvement in the creation phase of records, i.e., in the systems design and implementation process. (p. 139) <P3> The experience of the Australian Archives is but one slice of a very large pie, but I think it is a good indication of the challenges other institutions are facing internationally. (p. 144)
Conclusions
RQ How has the Australian Archives managed the transition from paper to electronic records? What issues were raised and how were they dealt with?
