Records and Archives Management - Essay Example

Records and Archives Management Name: Lecturer: Course: Date: i) Introduction to the theme A prevailing theme, based on my review of the readings, is electronic data management. A possible argument of both readings is that the current state of electronic data management and problems is a result of inevitable technology change. Critically, modern-day organisations are creating electronic records using office automation tools like word processing, e-mail, spreadsheets, and database management software, all of which run on personal computing devices. Cumming (2014) and Borglund and Engvall (2014) view data as a representation of information in a formalised mode for processing, analysing, interpreting, communicating, and processing. Cumming (2014) is concerned that due to the rapid evolution of information technology, the concept of ‘paperless office’ has become increasingly evidence. Borglund and Engvall (2014) show that advanced information systems are providing instant access to information through mobile devices, computers, and the internet and optical disk systems. The functions and contents of electronic and paper records, however, are inherently related. ii) Reflection on the theme based research Teets and Goldner (2013) shows that, in the present-day electronic environment, it has become crucial for records managers to take part in the early planning and design of electronics records management, or risk loss of control of electronic records for two reasons: because the records are stored in the wrong place or not kept at all, or because the records are irretrievable or unreadable if at all they are kept. From this, I learnt that such shifts are prompting the need to reconsider the approach to creating, managing, and using of electronic records. Because of this, I now recognise the need for managing electronic records across the records life cycle, after a continuum of care. Still, it is crucial for me to mention that the evolving attitude to records management is just not restricted to managing electronic records. It also prompts the need to rethink the approach needed to manage paper records. As Chen et al (2012) suggest, evolution of information technology and the increased amount of information have transformed the manner in which organisations conduct records and archives management across various industries, such as the government. In my view, the assumption is related to what Cumming (2014) tries to argue out. Another related study with a consistent view is that of Einav and Levin (2014), who argue that data generation and digital archiving by the government are rapidly increasing in response to the rapid penetration of mobile computing devices and applications, cloud-computing solutions, smart sensors and citizen-facing portals. These assumptions relates to what Jetzek et al (2014) say about how digital information has become increasingly complex and open. As a result, electronic data collection, processing, management storage, security, as well as disposal have become more increasingly complex. In my opinion, these views summarise what Cumming (2014) and Borglund and Engvall (2014) attempted to explain regarding open data and information complexity. A review of related literature also indicates that new forms of capturing, searching, discovering, and analysing tools are enabling organizations to understand their unstructured data. As noted by Raghupathi and Raghupathi (2014), high value organisation data solutions are created from a mix of the most disruptive technologies: cloud services, big data and analytics, mobile devices and applications, networking and social business technologies. The IDC estimates that ICT sector will surpass $5 trillion, nearly $1.7 trillion greater than the current environment, and that 80 percent of the sector's growth is likely to be driven by these Third Platform technologies (Iron Mountain 2015). In my view, over the long-term, today’s disruptive technologies will be instrumental in dealing with the intricacy of augmented digital information. Indeed, Chen et al (2012) introduce the concept of Big Data as an intelligent solution that allows organisations, including government organisation, to make informed decisions based on patterns they make out of analysis of large volumes of data or data sets, whether structured and unstructured iii) Reflection on the process of gathering and analysing and evaluating information On reflection, the process of gathering, analysis, and evaluation of information was greatly a challenge, yet fulfilling. It is actually the challenge I anticipated from the outset that made the processes particularly exhilarating. I started by going through the readings, which at first were difficult to understand. Borglund and Engvall’s (2014) article was a hard nut to crack at first because of high use of technology terminologies. The second reading was relatively easy except for its broad length, which was a challenge, as it appeared to integrate various aspects of electronics data. Identifying the theme in the second reading was a problem. At any rate, gaining an insight into what the two articles explored needed high concentration and analytical skills. I depended on these two to explore into the articles. I knew that these was crucial as our group expected that each member makes a contribution based on own understanding. The two articles appeared completely unrelated at first. In the ultimate, however, I concluded that the common denominator in the two articles is that electronic data management problems are because of inevitable technology change. Having arrived at this conclusion, I anticipated further gathering and analysing, as well as evaluation to be comparatively easy. Indeed, this was the case. To make search of related literature that dwelt on the same theme, I came up with four keywords: “electronic data management,” “electronic data management problems,” “data evolution,” and “electronic data management in information age.” Using the keywords, I made internet search in tandem. My focus was to get the latest research papers, such as journals and whitepapers, as much as possible. This was relatively easy. A problem that existed, however, was selecting the right articles that were related to the two readings. In the end, however, I selected five articles. I read the article one after the other to gain understanding of their relevance to the readings. Of course, I did not expect them to be wholly related. I only hoped to trace some aspects of electronic data that could help me gain an understanding of the theme better. The motive for this was to show that I had the best understanding of the theme in my group. Analysis of the articles was mainly through interpretational analysis, or what I could interpret and relate to related studies. I wrote some notes of the key points in each article, such as “open data” and ‘big data.” In the end, I was better prepared for the group discussion. iv. Statement on your contribution to the group discussion As a contribution to the group discussion, I was requested to comment on the level of the paradigm shift that has happened in records management (particularly with regard to electronics data) based on the readings. I started by reflecting on the past and present records management landscape, finishing with the current concepts of ‘Big Data’ and “Open Data.” My initial reaction was to define open data, which I described as the public information that is accessible for the public to use. I went on to argue that technology revolution, particularly the internet has made the objectives of open data to be more realisable. From my research, and on reflection of Borglund and Engvall’s (2014) work, I discussed that easy access to public information is instrumental in the overlap between the modern-day records and archival management, and open data, especially in government organisations. I also made observations that; technological revolution has made the concept of archives to be more elusive, as archives are not specifically user-focused. I further made a comparison between archives and open data and observed that open data is more user-focused and has been propagated by evolution of modern-day technology, which is in my view more user focused. Borglund and Engvall (2014) had discussed this idea in his article, which forms the basis of my discussion. What was obvious to me, therefore, was that there is an apparent shift towards users in the open data and archives management. The shift is from legally regulated discourse to a more usability-focused and user-benefit discourse. I further threw some light into the concept of Big Data, which I had understood from the readings to be covering the hardware, software and services that combine, organize, manage, analyse, and present data known by their extensive volume, velocity, variety, and value and the purpose of using data. I further spoke of how records management is shifting towards information governance. I observed that while many businesses and public organisations are continually focusing on information architecture, adopted more advanced technology and keeping at pace with standards, they still lack confidence in using electronic records management programs. Still, the new technologies, such as emails have approached information in terms of governance, and more than just records. For instance, emails today have strength in information search, sharing, communication and archiving and information disposal. I further discussed how the Cloud technology has enable information sharing and access, both of which are user-focused. v. Reflection on the Group discussion Obvious to me throughout the group discussion was the underlying assumption records and information management that have traditionally and will at present and in future provide organisations with information and evidence needed to make decision, whenever there is a need to use it, in the right form, and in the right amount. The group discussion was as usual open for anyone to contribute something. No group member made an effort to facilitate the discussion. Discussion was rather spontaneous. However, as we all expected that the discussion to be based on the themes identified in the readings, each of the team members had done some further reading and researches. While each team member had identified varying themes, we came to a consensus that the key theme was “current state of electronic data management and problems as a result of inevitable technology change.” The theme invited various perspectives from the group members. Several discussions were made to justify that records and information management has continued to struggle with some radical challenges. I particularly agreed with the idea that with the rapid advancement of technology, the concept of the “big data” has particularly been emphasised by the propagation of mobile technologies that have inbuilt data-generating and aggregating applications, the trend of migrating into cloud computing, as well as the changes brought about by the social media platforms. The group members agreed that these disruptive technologies have presented unprecedented challenges to proper management of records and information, which calls for greater involvement of records and archives management professions in the collection, storage, distribution and archiving of information. In the end, it was agreed that information is indeed a core asset of any organisation, and that it is our responsibility as information managers to make sure that the current record creation, storage, retention and disposal provisions can leveraged to see to it that long term value records are well maintained while the short-term value information is purposely used to the organisation’s benefit before being destroyed as a routine. We closed the discussion having established that a strategic and managed approach to electronics data management in the organisations is crucial for managing spiralling costs of ICT, avoidance of the effects of the data-storage bubble, as well as ensuring that our organisations have information when needed, in the right amount, quantity and at the right time, today and in future. Our group reached the conclusion that records and archives management professionals must get involved in the process of records creation, use, maintenance, and disposal. In my view, therefore, records and archives management professionals should not wait for creators of the electronic records to finish using current records before passing them along for storage. v). Conclusion The more advanced yet disruptive technologies have presented unprecedented challenges to proper management of records and information, which calls for greater involvement of records and archives management professions in the collection, storage, distribution and archiving of information. Cumming (2014) is concerned that due to the rapid evolution of information technology, the concept of ‘paperless office’ has become increasingly evidence. Borglund and Engvall (2014) show that advanced information systems are providing instant access to information through mobile devices, computers, the internet, as well as optical disk systems. The shift is from legally regulated discourse to a more usability-focused and user-benefit discourse. From this, I learnt that such shifts are prompting the need to reconsider the approach to creating, managing, and the use of electronic records. Because of this, I now recognise the need for managing electronic records across the records life cycle, after a continuum of care. Reference List Borglund, Erik, Engvall, Tove, 2014,'"Open data?: Data, information, document or record?"', Records Management Journal, vol. 24, no. 2, pp. 163 - 180 Chen, H, Chiang, R & Storey, V 2012, “Business Intelligence And Analytics: From Big Data To Big Impact," MIS Quarterly vol. 36 no. 4, pp.1165-1188 Cumming, Kate, 2014, 'We need that in paper…or do we?’, IQ The RIM Quarterly, vol. 30 no. 1, pp. 24-28 Einav, L & Levin, J 2014, "The Data Revolution and Economic Analysis," National Bureau of Economic Research Iron Mountain 2015, "The Impact of Big Data on Government," viewed 12 April 2015, Jetzek, T, Avital, M & Anderson, N 2014, "Data-Driven Innovation through Open Government Data," Journal of Theoretical and Applied Electronic Commerce Research vol 9 iss 2, pp.100-120 Raghupathi, W & Raghupathi, V 2014, "Big data analytics in healthcare: promise and potential," Health Information Science and Systems vol 2 no 3, 1-6 Teets, M & Goldner, M 2013, "Libraries’ Role in Curating and Exposing Big Data," Future Internet vol 5, pp.429-438 Read More