Motivations for records management in mobile work

Abstract

Purpose -All organisations may not have the same motivations for investing in records management. For some organisations the benefits of records management are more important than for others. It can be hypothesised that an organisation with a "natural" motivation for records management controls records processes more thoroughly than an organisation without a similar motivation. However, it is not understood how organisational context affects records management. In this paper the aim is to examine what motivations there are for an organisation to invest in records management especially in a mobile working environment. Design/methodology/approach -Aspects explored were ISO standards, and record users in three different organisations. The empirical data were gathered by interviews with 25 respondents and qualitative analysis of the ISO 15489 standard content. Results from the interviews were compared with the ISO standard. For this purpose, quantitative analysis was used to identify and categorise motivations given in the standard. Findings -Respondents highlighted information-based and work-process related ISO motivations. In general, internal motivations were emphasised and cultural-societal goals were practically not mentioned at all. For mobile users records management is a tool to manage information and support their own and colleagues' work processes. The organisation's function affects the nature of the records produced, and this has an impact on users' attitude towards and knowledge of records management. Originality/value -Analysis of motivations in the ISO 15489-1 standard gives a new perspective to organisational records management. The motivations complement the picture given by studies of records usage in organisations.

Motivational Factors and Challenges in Managing Record for Mobile Work

“…They also have examined what are the motivations factors for an organization to invest in records management, especially in a mobile working environment. They propose that in some organizations there is a ordinary need to have a good records management and that individual to give motivations for records management are strictly linked to their own work and organizational culture [5].…”

“…They do not grab the opportunity to growth and improve workforce for long distance workers. We believe there are some drawbacks in research on non-technical issues that are essential to designing mobile collaboration systems, removing the relationship between the context of collaboration and mobility [1]. They also think that as long as workers who work far away are able to carry out their daily tasks without any of these problems will not cause major problems.…”

“…Today, technology has become an enabler of mobile work. Most of the job task is done outside the workstation, which is in various different and unpredictable location, because of the difference in changes of mobile computing system and telecommunication based on Allen and Shoard Weilenmann [1]. For a mobile worker, the most important structures of the technology used are must easy access to document, make sure that can be access timely, user interface must be user friendly, ubiquity, and compliance with level of security policies [2].…”

Different Strokes for Different Folks: An Exploratory Study of Appraisal Performed by Recordkeeping Experts and non-Experts in the Government of Canada

“…A report from the U.S. National Archives and Records Administration concludes that depending on busy employees who are focused on achieving their organization's mission leads to inconsistent recordkeeping across the government (National Archives and Records Administration, 2014, p. 5). These conclusions are reflected in different studies that address the lack of employee motivation with respect to tasks related to the appraisal and classification of records (Bailey, 2008;Goldschmidt, Joseph, & Debowski, 2012;Jordan & de Stricker, 2013;Mäkinen & Henttonen, 2011;McKemmish & Piggott, 2013). There is therefore a need to better understand appraisal practices so that a more effective and scalable solution can be developed to support appraisal tasks.…”

Factors impacting information governance in the mobile device dual‐use context

“…In the mobile working context, where employees have the possibility to work in different places, records management is dispersed in different devices, hard drives, and locations (Mäkinen and Henttonen, 2011). In this context, the challenge of the impact on records management is how to structure this new data so it can be easily captured, classified and preserved (Andolsen, 2002).…”