Transcript Slide 1

ARMA-Winnipeg
Transacting e-Business: Is
Records Management
Being Passed By?
22 April 2004
Rick Barry, Barry Associates
—Virtual Handout at: www.mybestdocs.com
© 2004 R. E. Barry
1
Virtual Handout: MyBestDocs.com
Transacting eBusiness (including
e-Government)
• Is ‘ARM’ Being Passed By?
• ARM:
© 2004 R. E. Barry
• Archives & Records Management
• Archivists & Records Managers
• ARM means integration of A &
RM—where there are archives,
they can’t operate without each
other
• Private sector increasingly
establishing archives
4
What’s happening
• Canadian IT Spending:
• Spending by businesses,
governments will grow 3% in 2004;
(computers,7%; networks 8%)
• Spending generally comparable to
US, but lags by 6-9 months
• Canada's governments should grow
more rapidly than private sector
—Forrester Research, April 17, 2004
© 2004 R. E. Barry
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What’s happening?
• Venerable book-form sources now
electronic
• Newspaper online readership up
• More than 500,000 people downloaded
Stephen King’s digital novella Riding
the Bullet; 40,000 of The Plant in first
week. Then…
• By 2005:
• knowledge will double daily
• e-books and e-periodicals annual
sales will reach about $1 billion
• Email messages will rise to over 9
trillion annually
© 2004 R. E. Barry
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What’s happening?
•
•
•
•
•
•
•
•
e-Business
e-Government
e-Commerce
e-Tailing
e-Tainment
e-Learning
e-Docs
e-Records
• = e-Volution
• e-Gads!!!
© 2004 R. E. Barry
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What do people think?
• Barry Associates Report on Survey of
Society & Archives (2003)
—www.mybestdocs.com Recent Papers
• Barry Associates Survey of So.
Carolina IT Directors Association
(2001)
• Cohasset/ARMA/AIIM Electronic
Records Management Survey: A Call
to Action (2003)—
www.merresource.com/whitepapers/survey.htm
© 2004 R. E. Barry
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Barry Associates Survey
of Society & Archives
• Web-based survey,November 2002
• 8 international archives and
records management Internet
discussion lists invited
• 671 participants
• All regions of the world, mainly N.
America, Australia, Europe
© 2004 R. E. Barry
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Findings
• Society values records mainly for
genealogical, historical, cultural and
secondary information and research
content (ranked 1, 2, and 3
respectively)
• Much less for the loftier values
ascribed by professionals as
important to civil society:
• protection of human rights
• Creating, maintaining public confidence
in government
• enabling government by the rule of law
• promoting democracy through
accountability
© 2004 R. E. Barry
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Findings
• There is a “significant gap” between
society’s understandings of the
changing demands on
archives/records centers and the
reality of current demands
• Main remedies for improving
society's perceptions: those
involving the ARM community doing
more advocating, speaking out,
much less doing "market research”,
listening, learning about perceptions
and needs of society or improving
direct public access to records or
other services
© 2004 R. E. Barry
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Findings
© 2004 R. E. Barry
• Leaders of national, state/provincial,
and local archives and professional
associations, and those making
major use of records in their
professions (journalists, auditors,
lawyers, etc.) are seen as having the
greatest leverage and potential to
help make positive contributions in
changing society’s perceptions
• These same groups also seen as the
ones needing to do most to fulfill
their potential
• Heads of departments producing
records seen as generally lacking in
understanding, support
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The Good News
• Several “Good News Stories”
highlight innovative approaches to
outreach build public understanding
of records and recordkeeping and
can contribute to improved public
expectations, policy formulation and
legislation, and better use of records
© 2004 R. E. Barry
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Informal Web Survey
of IT Directors
Association
• 23 Chief Information Officers
(CIOs), Chief Technology Officers
(CTOs), IT Directors of South
Carolina State Agencies
• Results presented at SC IT
Directors Association (SCITDA)
Annual Conference 9/10/2001
© 2004 R. E. Barry
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Key Questions
1.
2.
3.
4.
© 2004 R. E. Barry
What main concerns face your ITD?
How would you characterize your
group in terms of its balance in
priorities/resources between IM (e.g.,
data admin, info architect,
ontologies/directories, metadata, CM)
and IT (e.g., computer s/w, h/w
acquisition, installation, maintenance
& technical/user support?
What is your organization responsible
for? (IT, IM, ARM, etc.)
What major systems has your
organization implemented
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Q1: Major Concerns
n = 23
Info Security
Staff Users
Elect Recs
Communicate
Public Users
Legacy Sys
Email
e-Gov
Text Sys
Multimedia
Other
70
70
60
50
48 48
43
40
30
39
26 26
20
22
9
10
4
4
0
%
What main concerns face your ITD?
1=not at all/minor
2=somewhat
3=Major
Other: Continuing operations under current Legislative ‘Budget Priorities’
© 2004 R. E. Barry
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Q2: Balance IM v IT
17.4 %
Too Much IM
52.2%
Too Much IT
30.4%
Right Balance
n = 23
© 2004 R. E. Barry
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Q3: Responsible For:
100
IT
80
IM
60
Telecom
40
RM
20
Web Tech
0
%
Web Content
n = 23
© 2004 R. E. Barry
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Q4: Major Systems
Implemented
100
WWWsite
80
Intranet
60
Extranet
40
EDMS
20
ERP
EDMS+
0
n = 23
© 2004 R. E. Barry
%
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Groups With/Without
Responsibility for Recordkeeping
10
7
30%
70%
8
With RK
6
W/O RK
4
With RK
Without RK
2
16
n = 23
Is your organization responsible
for records management?
© 2004 R. E. Barry
0
ER-1
ER-2
ER-3
Is ER a main concerns?
1=not at all/minor 2=somewhat 3=Major
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Findings
• E-recs tied 2nd place among
concerns
• Nearly all operating websites &
intranets; few had EDMS, ERP
systems or EDMS+ (EDMS + ARM)
• About 90% responsible for IM, 70%
RM and ~½ for web content
• Yet, almost none had electronic
recordkeeping systems
• Directors with RM responsibility for
RM saw e-recs as major issue
• Directors without RM responsibility
saw e-recs as minor or no issue
© 2004 R. E. Barry
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Cohasset/ARMA/AIIM
ERM Survey
• Selected findings:
• 71% of IS/IT organizations are
responsible for the day-to-day
management of electronic records.
• 41% of respondents stated that
electronic records were not included
in their organization’s current records
management program
• 47% of the organizations represented
do not include electronic records in
their retention schedules
• 70% do not have a records migration
plan in place
© 2004 R. E. Barry
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• www.merresource.com/whitepapers/survey.ht
Theory v
Implementation
•
Theory
•
•
•
Recordkeeping models
Standards
Reality: few enterprise ER solutions:
1. Email records
2. Enterprise-to-enterprise (E2E)
intranets
3. Business-to-business (B2B) extranets
4. Business-to-customer (B2C) WWW
sites
5. Enterprise Planning Systems (ERPs)
© 2004 R. E. Barry
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If this were a
game…
© 2004 R. E. Barry
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Scoreboard
Trendy IT: 5
ARM: 0
© 2004 R. E. Barry
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Will ARM get
passed by? Is it
getting passed by
now?
© 2004 R. E. Barry
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The answer surely
is yes for:
• Recordkeeping in organizations that
fail to distinguish between recordmaking & recordkeeping technologies
• Records managers who don’t
acquire, maintain education, right skills
• Managers of ARM units if they don’t
• communicate well with own management
• make alliances with IT, Information
Management (IM), Legal, Audit, Facilities
• make persuasive business case for ARM
• make the tough staffing decisions
© 2004 R. E. Barry
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Records & Info Mgt
Leadership
1. Optimal personal characteristics
2. Personal perspective and distance
3. Heartfelt commitment to program, work
4. Good judge of character
5. Ability to inspire change
6. Willingness to partner with customers
7. Ability to prepare for future you cannot predict
8. Ability to grow the program
9. Analytical skills
10.Ability to motivate
—“Leading Information Programs: New Insights for
Success,” by Bruce Dearstyne, Information
Management Journal, ARMA International,Oct 2003
•
© 2004 R. E. Barry
Do our managers of ARM units possess
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these qualities?
The answer surely is
yes for:
• Professional associations that
• build organizational, professional firewalls
• speak only to themselves
• continue to operate below the radar screen
• Organizations that
• Fail to understand, act upon, relationships,
opportunities among DM, KM, CM, ARM
• Limit electronic records capture to
specialized DM systems & RMAs to the
exclusion of embedded systems
• ARM functions that are or may
become automated
© 2004 R. E. Barry
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• Filing, retrieval, copying,storage management
What roles will be available
to archivists and records
administrators?
“We cannot know exactly what
your jobs will be like in ten years,
but one thing is certain: your job
is not to be a more sophisticated
computer. Most of today’
management practices and
theory are at a loss to cope with
multiple emerging worlds of
relationships and action. They
need your help.” [Emphasis supplied.]
—Source: “Organizational Change and the Role of the
© 2004 R. E. Barry
Archivist,” by Chauncey Bell Senior Vice President,
Business Design Associates, Inc., May 1st, 1998,
California Archivists Assn, in Guest Authors Section of
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www.mybestdocs.com
“Work Process Analysis” draft
standard of July 2002
As computer applications become more
sophisticated, there exists the possibility
of automating … recordkeeping
processes…Work process analysis from
a recordkeeping perspective is essential
for developing such an automated
application. [Emphasis supplied.]
--Source: www.standards.com.au
© 2004 R. E. Barry
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What might those
automated tasks
be? Clue:
• Consider what functions have been
automated where electronic
recordkeeping systems have been
implemented already?
• Many filing, retrieval, storage
management, copying task
• Analyze recordkeeping work
processes
• Research possibilities
© 2004 R. E. Barry
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The ‘Maybes’ have it
depending on…
• How quickly organizations embrace
wireless, voice mail (vmail), instant
messaging (IM) and other trend-setting
technologies
• How quickly system developers provide
recordkeeping solutions for emerging
technologies
• If ARM professionals make their case to
the public now
• If the understanding of the public and
other professions’ image of records
management improves and demands
some of the changes
© 2004 R. E. Barry
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The Nays Have it: ARM is
not getting passed by for:
•records managers who obtain,
maintain formal, continuing education
•organizations that see recordkeeping
not as an independent, parallel function
•functions better served by human
intellect—policy making, appraisal, ARM
risk management, promoting use of
ARM assets, outreach, IM roles:
information strategy & architecture
• if trustworthy recordkeeping
becomes a ubiquitous commodity
© 2004 R. E. Barry
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Keeping ARM from
getting passed by
• Promote business case
• Develop greater support in public
and other professions
• Keep tuning educational programs
• Invest in research into future roles
of the profession
• Speak before other professional
associations and invite them to
speak in ARM venues
• Carry out more outreach by ARM
leaders, educators
© 2004 R. E. Barry
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Keeping ARM from
getting passed by
• Take greater ownership of
ARM image
• Emulate good news stories
© 2004 R. E. Barry
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FAIT Canada Story
• “My customers…don't care whether
it comes from records, the web, CDs,
discrete databases, or a phone call.
They want a way to find knowledge
when they want it.”
• Diane E. Crouse, FAIT, Deputy Director,
Information Sources
• Developed metadata server for HQ &
mission staff to search across
combined collections
• Promoted records index searches on
particular topics to find subject
experts
© 2004 R. E. Barry
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Vermont State Archivist
Archival research service for
Legislative leaders/bodies
• House Government
Operations legislative history
• Quick historical capsules on
hot legislative topics
• “Continuing Issues” records
• “With KM, records are no
longer just ‘old stuff.’ This
work builds legislative
allies.”–Gregory Sanford
http://vermont-archives.org/governance/govern.htm
“Archival Aerobics: Jogging the Institutional
Memory”©www/mybestdocs,
Guest Authors Section
2004 R. E. Barry
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Bain & Co., Inc.
• Business Problem:
• Inability to learn from > 60% of work
products: PowerPoint™
presentations
• KM Application Areas:
• Chris Bednar, CRM, Bain Records
Manager, [email protected]
took Knowledge Management
leadership
• Deep indexing of client presentations
• User-accessible database: cases,
clients, people, case summaries, case
insights, training materials, selling
tools/examples, links to past
presentations
© 2004 R. E. Barry
• “Effective Ways to Capture Knowledge,” by
Chris Bednar, KM Review, Mar/Apr 1999 39
New South Wales
State Archivist
• David Roberts
• Commissioned research into
attitudes of 400 chief executives
of NSW public sector bodies to
records, recordkeeping and
records management, including
perceptions of State Records
• Led inauguration of trendy Vital
Signs —non-technical, nontheoretical magazine aimed at
local heritage groups and public
• www.records.nsw.gov.au/publications/
vs/vs3.htm
© 2004 R. E. Barry
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Other “Good News
Stories”
• City of Montreal Lachine
Canal Project
• Reykjavik Municipal Archives:
Municipal Survey
• New England Archivists
Association (US): Archives on
the Road
• Smithsonian Institution
Archives/Canadian Embassy
Exhibit
© 2004 R. E. Barry
—“Report on the Society and Archives
Survey,” Section 4 and Annex B,
www.mybestdocs.com Recent Papers
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What can
individuals do to
ensure ARM doesn’t
get passed by?
• What have you done for
yourself today?
© 2004 R. E. Barry
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THE LAST WAVE*
• “Who ARE you?
• “Who are YOU?”
• …and what do you want to be?
*1977 Australian film directed by Peter Weir about a
Young aborigine who is murdered. A Sydney lawyer
(Richard Chamberlain) defends the accused men to save
them from tribal retribution. But the accused won’t speak.
Finally the attorney asks, “Who ARE you? One of accused
replies “Who are YOU?
© 2004 R. E. Barry
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Discussion
© 2004 R. E. Barry
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