ARMAWinnipeg Transacting eBusiness Is Records Management Being Passed
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: My. Best. Docs. com © 2004 R. E. Barry 2
© 2004 R. E. Barry 3
Transacting e. Business (including e. Government) • Is ‘ARM’ Being Passed By? • ARM: • Archives & Records Management • Archivists & Records Managers • ARM means integration of A & RM —where there archives, they can’t operate without each other • Private sector increasingly establishing archives © 2004 R. E. Barry 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 5
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 6
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 7
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 8
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 9
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 10
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 11
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 12
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 13
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 14
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 15
Q 1: Major Concerns n = 23 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 16
Q 2: Balance IM v IT 17. 4 % 52. 2% 30. 4% n = 23 © 2004 R. E. Barry 17
Q 3: Responsible For: n = 23 © 2004 R. E. Barry 18
Q 4: Major Systems Implemented n = 23 © 2004 R. E. Barry 19
Groups With/Without Responsibility for Recordkeeping 30% 70% n = 23 Is your organization responsible for records management? © 2004 R. E. Barry Is ER a main concerns? 1=not at all/minor 2=somewhat 3=Major 20
Findings • E-recs tied 2 nd 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 21
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 22 • 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 (E 2 E) intranets 3. Business-to-business (B 2 B) extranets 4. Business-to-customer (B 2 C) WWW sites 5. Enterprise Planning Systems (ERPs) © 2004 R. E. Barry 23
If this were a game… © 2004 R. E. Barry 24
Scoreboard Trendy IT: 5 ARM: 0 © 2004 R. E. Barry 25
Will ARM get passed by? Is it getting passed by now? © 2004 R. E. Barry 26
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 27
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 28 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 29 • 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 © 2004 R. E. Barry Role of the Archivist, ” by Chauncey Bell Senior Vice President, Business Design Associates, Inc. , May 1 st, 1998, California Archivists Assn, in Guest Authors Section of 30
“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 31
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 32
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 33
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 34
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 35
Keeping ARM from getting passed by • Take greater ownership of ARM image • Emulate good news stories © 2004 R. E. Barry 36
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 37
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 38
Bain & Co. , Inc. • Business Problem: • Inability to learn from > 60% of work products: Power. Point™ presentations • KM Application Areas: • Chris Bednar, CRM, Bain Records Manager, chris. bednar@bain. com 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 • www. bain. com/bainweb/PDFs/cms/Marketing/
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 © 2004 R. E. Barry • www. records. nsw. gov. au/publications/ vs/vs 3. htm 40
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 41
What can individuals do to ensure ARM doesn’t get passed by? • What have you done for yourself today? © 2004 R. E. Barry 42
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 43
Discussion © 2004 R. E. Barry 44
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