Missing in action? Content of records management metadata in real life

Self Cite

PurposeThis paper seeks to examine how an electronic records management system has been used in a Finnish government agency. In particular, it aims to study the relationship between functional classification scheme and the way users in different organisational units and at different organisational levels have employed the system. The goal is to examine whether electronic records management systems were easier to use if the system “knew” what functional classes the user (or other employees in the user's organisational unit) typically need in their work.Design/methodology/approachThe study is based on two sources. The first source is metadata in records that were captured in the electronic records management system of the agency. It reflects actual behaviour of users when they interact with the system and classification of records. The second source is distribution of functions to organisational units in the light of policy documents and a survey made in the organisation. The study compares the two sources to see how the users have employed the electronic records management system in their work and how this relates to organisational structure and supposed usage of the system.FindingsIn general, individual employees employ only a small part of the classification. However, this does not apply at a higher level in the organisational hierarchy: the higher the person's position in the hierarchy, the more classes he/she is likely to use in the work. Regardless of the position, the classes are generally those identified as belonging to the employee's unit.Research limitations/implicationsThe study is based on one agency with a functional organisational structure. The findings may not apply to organisations where job descriptions are fluid. They should also be tested in more complex organisational settings. One could develop new methods of automated classification which combine analysis of document content with contextual reasoning about the likely functional classes.Practical implicationsAccess to electronic records management systems could be facilitated by creating in systems user/unit profiles defining what functional classes the user is most likely to need in their work. It would also be useful if systems simply remembered what functional classes the user has needed in the past.Originality/valueThe study offers insight into how an electronic records management system is used in an organisation. This is valuable for companies developing records management software and persons trying to gain a deeper understanding of records management in organisations.

Section: Methodsmentioning

confidence: 99%

Functional classification of records and organisational structure

Henttonen

Kettunen

2011

Self Cite

“…Blake (2008), Meatyard (2008) [5] and Foscarini (2008)[6] saw a danger that users do not scrutinize their own needs, contexts and infrastructure sufficiently but rather rely on the standards definition which might not be the best solution for their specific problems.…”

Section: Standards In Generalmentioning

confidence: 99%

An evaluation of MoReq2 in the context of national EDRMS standard developments in the UK and Europe

Wilhelm

2009

PurposeThe purpose of this paper is to show the differences between European Electronic Document and Records Management System (EDRMS) standards in Europe with special focus on MoReq2 and TNA 2002 and to explore the benefits and problems of superseding national standards by a European model.Design/methodology/approachInterviews were conducted with 18 key stakeholders from across Europe. The qualitative method was chosen for the open‐ended interviews.FindingsThere is a wide range of opinions on national and European standards. MoReq2 is widely valued as a comprehensive and modern standard. Some interviewees indicated that the standard did create a culture of overregulation and was too detailed. Market impact depends on the compliance testing regime and legislation.Originality/valueWithin the field of EDRMS standards there has been limited research. This paper presents the first comparison of TNA 2002 and MoReq2. In addition it evaluates the economic impact EDRMS standards can have on vendors and users of these systems.

“…Kettunen and Henttonen (2010) have compared the metadata that was created and used in a Finnish governmental agency with the types of metadata described in the international standard for metadata, ISO/TS 23081. The results showed that only parts of the prescribed metadata types were captured and used.…”

Section: Introductionmentioning

confidence: 99%

“…The findings indicated that lack of strategies for metadata management makes it difficult for the organizations to operate within the third and fourth dimensions of the model. Kettunen and Henttonen (2010) have compared the metadata that was created and used in a Finnish governmental agency with the types of metadata described in the international standard for metadata, ISO/TS 23081. The results showed that only parts of the prescribed metadata types were captured and used.…”

Section: Introductionmentioning

confidence: 99%

A comparative case study on metadata schemes at Swedish governmental agencies

Sundqvist

Troselius

2012

2013),"Enterprise Content Management and the Records Continuum Model as strategies for longterm preservation of digital information", Records Management Journal, Vol. 23 Iss 3 pp. 159-176 http:// dx.If you would like to write for this, or any other Emerald publication, then please use our Emerald for Authors service information about how to choose which publication to write for and submission guidelines are available for all. Please visit www.emeraldinsight.com/authors for more information. About Emerald www.emeraldinsight.comEmerald is a global publisher linking research and practice to the benefit of society. The company manages a portfolio of more than 290 journals and over 2,350 books and book series volumes, as well as providing an extensive range of online products and additional customer resources and services.Emerald is both COUNTER 4 and TRANSFER compliant. The organization is a partner of the Committee on Publication Ethics (COPE) and also works with Portico and the LOCKSS initiative for digital archive preservation. AbstractPurpose -The purpose of the paper is to study the development and implementation of metadata schemes in Swedish governmental agencies, in order to gain a better understanding of recordkeeping practices in contemporary organisations and of the use of metadata and practical implementation of metadata schemes. Design/methodology/approach -The study is based on two case studies. The data have been collected through qualitative interviews, e-mail correspondence and analysis of documentary sources, and analysed with help of the records continuum model and the conceptual framework presented in the international standard for metadata, ISO/TS 23081. Findings -The results from this study show that the agencies had similar reasons to develop metadata schemes, namely to established a unitary and consistent description of records, to enhance retrieval and exchange of information, and to provide external users access to records in compliance with the 24/7-agency vision. The agencies have, however, chosen different approaches to metadata and based their schemes on different models. This has affected the possibility of capturing contextual relations and transactionality, and thus of guaranteeing the evidential properties of records. The agencies are to various extents covering the different aspects of recordkeeping. None of the agencies are, however, acting in all dimensions of the records continuum model. Originality/value -The paper shows how the records continuum model can be used as an analytical tool in the study of recordkeeping practices. It further contributes with empirical findings to a field where still little research is done. The paper can also be of value to practitioners seeking to develop and implement metadata schemes for records.