Developing records managers with their mashed-up heads in the clouds

Developing collaborative competence in the records managers

of the future

Dr Simon Shurville, AALIA(cs), FBCS, FHEAExpanded from an original idea by Professor Paula Swatman

Image: http://www.flickr.com/photos/gypsyrock/2651504805/

Developing records managers with their ‘mashed-up’

heads in the clouds

Image: http://www.flickr.com/photos/44165698@N00/50310293/

From silo …

• In the 20th century, records management was misperceived as a fairly boring, if necessary, activity, undertaken by scholarly types in dusty back offices (see Webster, 1999)

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… to assimilation

• Over the past decade, two key trends have challenged such misperceptions and promoted records management to the front office

Image: http://www.flickr.com/photos/peterlozano/2825012023/

(1) Counter terrorism

• As Condoleezza Rice commented:

– “September 11 was one of the relatively rare earthquakes that cause lasting tectonic shifts in international politics” (Rice, 2003)



• Subsequently, the final report of the National Commission on Terrorist Attacks upon the United States recommended replacing the establish ‘mainframe’ model of information management with a decentralized network model

Image http://www.flickr.com/photos/cote/54408562/


• This decentralized network model would unify “the many participants in the counterterrorism effort and their knowledge in a network-based information-sharing system that transcends traditional governmental boundaries” (NCTAUS, 2004, p 400)

Image: http://www.flickr.com/photos/pagedooley/794429814/

(More modern metaphors: 1)

• “Cloud computing means Internet ('Cloud') based development and use of computer technology ('Computing'). It is a style of computing where IT-related capabilities are provided “as a service”, allowing users to access technology-enabled services "in the cloud” without knowledge of, expertise with, or control over the technology infrastructure that supports them”.

Source: Wikipedia http://en.wikipedia.org/wiki/Cloud_computing

Image: http://www.flickr.com/photos/pagedooley/2511369048/

(More modern metaphors: 2)

• “A mash-up is a web application that combines data from more than one source into a single integrated tool”

Source: Wikipedia: http://en.wikipedia.org/wiki/Mashup_(w

eb_application_hybrid)

Image: http://www.flickr.com/photos/gaetanlee/631018080/

(2) Corporate governance

• Meanwhile a rash of corporate disasters, related to unsatisfactory and inadequate business information management, created headlines around the world

Image: http://www.flickr.com/photos/gypsyrock/2651504805/

(2) Corporate governance

• These corporate disasters lead to sweeping changes in corporate governance (Millstein and MacAvoy, 2004) and in frameworks to comply with them (see Neef, 2005)

You have 20 seconds to comply

…

Image: http://www.flickr.com/photos/jurvetson/2423554/

Consequences of ‘9/11’ and ‘Enron’

• Among the international outcomes of these trends were, in the United States:

– The United States’ Patriot Act 2001 (see Martins and Martins, 2005);

– The even more sweeping Sarbanes-Oxley Act 2002 (see Stephens, 2005)

Image: http://www.flickr.com/photos/wwworks/686020113/


• Among the international outcomes of these trends were a range of European regulations, including:

– Basel II 2004 (see Bruggink and Buck, 2002)

– International Accounting Standards 2005 (see Schipper, 2005)

Image: /www.flickr.com/photos/anjoom/2821728542/


• In Australia “a remarkable range of counter-terrorism laws [have been] enacted since 2001” (Renwick, 2007, p 67) … while there has been no significant Australian legislation for corporate governance, “many Australian companies have followed Sarbanes-Oxley as a benchmark standard” (Cuong 2007)


http://www.flickr.com/photos/20534297@N07/2471692379/

New records managers with their ‘mashed-up’ heads in the ‘clouds’

• These outcomes highlight the need for records managers who can bridge cultures, professions, standards and technologies

Image: http://www.flickr.com/photos/cleopold73/2675929490/


• For example, international counter terrorism projects, such as biometric-based border controls, demonstrate the requirement for contemporary records managers to be able to work across both local and international contexts (see Wilson, 2007)

Image: http://www.flickr.com/photos/-bast-/343845869/


• Similarly, in an increasingly ‘networked economy’ (Leibold, Probst, and Gibbert, 2005), developing and implementing strategies for compliance with national and international laws requires records managers with an understanding of local and global business contexts and diverse cultures, disciplines, standards and technologies

Image: http://www.flickr.com/photos/notionscapital/2208555673/


• The 20th century took a silo-based approach to records management where individual specialists jealously guarded the borders of their own data, knowledge and disciplines

Image: http://www.flickr.com/photos/mikebartley/2119043028/


• The silo-based approach has been challenged by the 21st century’s perception that since information is the most significant strategic asset of any organization, information silos must be merged, integrated, joined, spliced, intertwined, interwoven, assimilated, aggregated, mashed-up, married …

Image: http://www.flickr.com/photos/mulad/286641986/


• A major challenge for students entering the brave new world of 21st-century information and records management is to understand exactly where cultural, disciplinary and technical borders lie

Image: http://www.flickr.com/photos/superfem/445853501/


• Students also need to learn to envisage how these borders can be bridged

Image: http://www.flickr.com/photos/hjl/101443399/


• So educators should encourage students of records management to become curious about the core content and culture of adjacent disciplines:

– to learn how to orchestrate collaborations between them

– to establish interdisciplinary networks

Image: http://www.flickr.com/photos/dhwright/447653452/

Getting our heads into the clouds

• The problem: the requisite knowledge is too broad for one institution to provide

• So, the collaborative competence that higher education should foster in nascent records managers is itself required to design, deliver and improve appropriate postgraduate education

Image: http://www.flickr.com/photos/osterwalder/223828400/


• The answer: a mash-up

– Fuji Xerox, State Library of South Australia, State Records of South Australia, the University of South Australia’s Library and its School of Computer and Information Science have partnered to develop a suite of postgraduate program

Image: http://i52.photobucket.com/albums/g8/fbfray/250px-OneLoveHandshake.jpg


• These programs comprise an MSc by coursework or research with an embedded Graduate Certificate and Graduate Diploma in Business Information Management (BIM) and Library and Information Management (L&IM)


• They educate archive managers, knowledge managers, library managers and records managers who:

– Are highly knowledgeable and skilled in their core discipline;

– Regard disciplinary boundaries as permeable;

– Can integrate cross-disciplinary knowledge and teamwork into their professional practice

First version: very successful but …

Graduate certificate in BIM

Business change

EDRMS Enterprise-wide services

Knowledge management

Library management

Preservation and archival management

Records management: Information

Management

Records management:

Systems Management

Information Governance

Business Information

Technologies

Databases Information Architecture and

Design

Accessing Resources

Archival management

and digital preservation

Implementing an EDRMS

Digital RecordKeeping

Introduction to E-Business

Digital Record-Keeping

Enterprise Architectures

Information Governance

Project Management

Preservation principles

Information Architecture and Design

Fundamentals of EDRMS

Introduction to Human Resource

Management

EDRMS Design Introduction to E-Business

Knowledge Management in Organizations

Managing Resources BIM

Record keeping fundamentals

Introduction to E-Business

Fundamentals of Information

Systems

Workflow Management

Fundamentals of EDRMS

Network Technology

Knowledge Representation

Organizing Resources

Virtual archiving Workflow Management

Record keeping

Fundamentals

Silos

… too many silos

Image: http://www.flickr.com/photos/mikebartley/2119043028/

2007: original silos (8)

1. Business change2. EDRMS3. Enterprise-wide services4. Knowledge management5. Library management6. Preservation and archival management7. Records management: information

management8. Records management: systems management

2009: integrated silos (4!)

1. Enterprise content & knowledge management

2. Library management (includes teacher librarians)

3. Preservation & archival management

4. Records management (now combines EDRMS, records management: Information Management, records management: systems management)

The new mash-up (1)

Graduate Certificate in Business Information Management (DCBI)

Enterprise Content

& Knowledge

Management

Records Management

Preservation &

Archival Management

Library Management

Digital Recordkeeping Accessing Resources

(Business Information

Technologies

EDRMS Design

Archival Management Managing

Resources BIM

Workflow Management

Implementing an EDRMS

Preservation Principles

Organizing Resources A

IT Project Management

The new mash-up (2)Graduate Diploma in Business Information Management

(DGBF)

Enterprise Content

& Knowledge

Management

Records Management

Preservation &

Archival Management

Information GovernanceDigital

Preservation

INFS 5074Organisational E-Transformation

Virtual Archiving

1 elective from list providedPLUS

Research Methods (for MSc by research) OR

Knowledge Management in Organisations M

Graduate Diploma in Library & Information Management (DGLM)

Organizing Resources B

Information Governance (shared with Enterprise Content &

Knowledge Management records managers)

Organisational E-Transformation (shared course with Enterprise Content & Knowledge Management records

managers)

1 X Elective from list provided

OR

CIS Research Methods

The new mash-up (3)

Master of Business Information Management (DMBF) SATAC Code: 4CM022

Choose 4 electives from list provided

OR

ICT Masters Project 1PLUS

ICT Masters Project 2

OR

Masters Computing Minor thesis 1*PLUS

Masters Computing Minor Thesis 2*

The new mash-up (5)

Elective Listing

BUSS 5243 Leadership Dynamics

INFS 5058 Fundamentals of Info Sys M

INFS 5071 Web Content Management

INFS 5075 Information Governance

INFS 5068 Introduction to E-Business M

INFS 5063 Digital Recordkeeping

INFS 5074 Organisational E-Transformation

INFS 5072 Knowledge Management in Organisations M

BUSS 5307 Introduction to HR Management

COMM 5014 Communication Management, Ethics & Law

INFS 5066 Implementing an EDRMS

INFS 5069 Preservation Principles

INFS 5025 Business Information Technologies

COMP 5049 Network Technology M

INFS 5042 Databases M

Inside the new mash-up

• Delivery: The lecturers on the programs are a cross-disciplinary team of academics with industrial and professional experience and practicing professionals from the range of disciplines and professions within the program

Source: http://www.flickr.com/photos/kamshots/468265643/


• For example, staff from the State Library of South Australia and the library of University of South Australia library convened and taught component courses and invited guest lectures from specialists across the profession

Source: http://www.flickr.com/photos/12388825@N06/1443490203/


• Learning materials were also developed by the members of the partnership to weave an appropriate blend of academic and professional knowledge

Source: http://www.flickr.com/photos/jenny-pics/2697286103/

Flexibility

• To maximize the flexibility of the program for students, each component course was offered in both internal (face to face) and external (online) modes

Source: http://www.flickr.com/photos/ingorrr/2087348714/

What do our students think?

• Kiel: "As a Records Officer working in the Local Government sector, I have found this course to be both thoroughly informative and enjoyable. …The teachings of this course are intellectually invigorating, and I have found my eyes opened to a broader perspective of Records and Information Management, not only from a Local Government perspective, but also with relevance to all other government sectors and private industry. … The course also provides fantastic networking opportunities, allowing you to meet and socialise with your peers from various facets of industry, with the goal of developing together in a fantastic learning environment”

(source: http://www.unisa.edu.au/bim/Testimonials/partner.asp)

What do our partners think?

• Mr Simon FroudeA/Manager, Records Management ServicesState Records of South AustraliaDepartment of the Premier and Cabinet:

• "Society is changing: the management of information is becoming a priority for government and private organisations alike. A new tertiary education program, pitched at a global level which covers the broad spectrum of information management is needed to help develop a new breed of information professional. The newly established UniSA BIM Chair fits the bill, challenging and stimulating these professionals."

(source: http://www.unisa.edu.au/bim/Testimonials/partner.asp )

What do employers think?

• Bernadette Bean, Health SA:

• The public sector is screaming out for this kind of expertise. … Members of our agencies are willing to employ graduates of these courses. This program and relevant information has been circulated and recommended to our staff, and in fact have one staff member enrolled in the Graduate Certificate already. DH is supporting his study with time off and has endorsed 100% reimbursement of his fees assuming he successfully completes the subjects. The 100% reimbursement of fees is an acknowledgement that the skills are extremely important to the public sector.

(source: http://www.unisa.edu.au/bim/Testimonials/partner.asp )

References

• Anderson, K. (2007) Education and training for records professionals. Records Management Journal, Vol. 17 No. 2, pp. 94-106.

• ASA/RMAA Joint Education Steering Committee (2004), “Statement of the professional knowledge required by record keepers”, available at: www.archivists.org.au/about/Consultation%20Draft%20Statement%20of%20Professional%20Knowledge.pdf (accessed 24 August 2006).

• Bruggink, B. and Buck, Eugen (2002) Practical aspects of implementing a Basel II-compliant economic capital framework. Journal of Financial Regulation and Compliance. Volume: 10, Issue: 3, Page: 219 – 223.

• Cuong, Nguyen Huu (2007) The Need for Legislation Like Sarbanes-Oxley for IT Governance: An Australian Perspective. Information Systems Control Journal Online, Volume 3, available at: http://www.isaca.org/AMTemplate.cfm?Section=20075&Template=/ContentManagement/ContentDisplay.cfm&ContentID=42528.

http://www.isaca.org/AMTemplate.cfm?Section=20075&Template=/ContentManagement/ContentDisplay.cfm&ContentID=42528





References

• Jones, W.; “IT Governance Regulation—An Australian Perspective,” Information Systems Control Journal, vol. 2,

• 2005, p. 20-22

• Leibold, M., Probst, G.J.B. and Gibbert, M. (2005) Strategic Management in the Knowledge Economy: New Approaches and Business Applications. Wiley-VCH.

• Martins, C.S. and Martins, S.J. (2005) The Impact of the USA PATRIOT Act on Records Management. Information Management Journal, May/Jun 2005, online.

• Millstein, I. and MacAvoy, P.W. (2004) The Recurrent Crisis in Corporate Governance. Stanford Business Books.

http://findarticles.com/p/articles/mi_qa3937

http://findarticles.com/p/articles/mi_qa3937/is_200505

References

• National Commission on Terrorist Attacks Upon the United States (2004) Final Report of the National Commission on Terrorist Attacks Upon the United States, Official Government Edition. U.S. Government Printing Office.

• Neef, D. (2005) Managing corporate risk through better knowledge management. The Learning Organization, Vol. 12 No. 2, pp. 112-124

• Renwick, J. (2007) Counter-Terrorism and Australian Law. Security Challenges, Volume 3 Number 3, pp 67-77.

• Rice, C. (2003) The Coalition. The Wall Street Journal on March 26, 2003.

• Schipper, K. (2005) 'The introduction of International Accounting Standards in Europe: Implications for international convergence', European Accounting Review, 14:1, 101 -126

References

• Stephens, D.O. (2005) The Sarbanes-Oxley Act: Records management implications. Records Management Journal, Volume: 15, Number: 2, pp: 98-103.

• Snowden, D.J. and Boone, M.E. (2007) A Leader’s framework for Decision Making. Harvard Business Review. November 2007, pp 69-76 .

• Webster, B.M. (1999) Records management: from profession to scholarly discipline. Information Management Journal, 33.4 , pp 20- 29).

• Wilson, D. (2007) Australian Biometrics and Global Surveillance. International Criminal Justice Review, Vol. 17, No. 3, 207-219.

Developing records managers with their mashed-up heads in the clouds

Education

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