Records Management Journal

Richard E. (“Rick”) Barry; Michael J. (“Mike”) Steemson

2005 Records Management Journal

doi: 10.1108/09565690510585394

Purpose – Explores why it is that archivists and records managers rarely discuss important aspects of the highest ranking record‐keeping job in any country. There are plenty of issues about what is or should be one of the most critical positions in any democratic society, whether at the national, state/provincial or local government level, worthy and in need of open discussion and debate within the professional community and more broadly in the public domain. Design/methodology/approach – Using the controversial, ongoing case of President Bush's nomination of a new Archivist of the United States (historian Professor Allen Weinstein), this article focuses on some of the above issues. Findings – Largely out of sight or earshot of the US public, US historians, archivists, librarians and information managers have united in community force to challenge President George W. Bush's nomination for the next Archivist of the United States. Discusses the possibilities of real or perceived political interference in the management of the nation's archives and especially ready public access to its Presidential records. Originality/value – The dispute highlights changing thinking about what constitutes proper selection process and qualifications for national archivists that could stimulate professional debate world‐wide.

Elizabeth Man

2005 Records Management Journal

doi: 10.1108/09565690510585402

Purpose – This paper presents the approach being taken to appraisal and retention scheduling at the National Patient Safety Agency based on the principles of ISO 15489. Design/methodology/approach – The paper sets out the background to, and the factors affecting, the development of appraisal and scheduling practice. It then focuses on the use of a functional analysis approach to appraisal and scheduling within the context of a pilot project, describing the appraisal methodology, survey and scheduling techniques used within the pilot and evaluating their effectiveness in meeting relevant statutory and organisational requirements for records retention. Findings – The pilot survey provided valuable learning. Functional appraisal and surveying techniques were found to be particularly effective for establishing the business context of records and identifying their primary values; that is the legal and organisational requirements governing their retention. However, they were less effective at recognising secondary values such as archival value or dealing with the legacy records. Originality/value – Considers the lessons learned and how they are influencing the development of retention policy and practice.

Lorraine Screene

2005 Records Management Journal

doi: 10.1108/09565690510585411

Purpose – To assess how prepared public bodies are for the implementation of the UK Freedom of Information (FOI) Act in January 2005. Design/methodology/approach – The FOI Act 2000 established a general right of access to information held by public authorities in the UK, subject to certain exemptions. This article reports on research undertaken in the summer of 2004 which sought to establish the state of preparedness in UK public bodies by the assessment of four case studies, comprising a local authority, a national museum, a police force, and a university. Structured interviews were conducted with key staff in each organisation using the Department for Constitutional Affairs’ model action plan for preparing for FOI as the basis. The key aspects of the analysis are leadership, training, records management, customers and systems and procedures. Findings – The investigation has revealed that, overall, the majority of organisations implemented the most basic and immediate changes required to cope adequately in January 2005 when customers were expected to start to request information. Their level of preparedness is therefore limited to tackling the superficial areas of concern, as a result of the short‐term and reactionary approach adopted. Originality/value – Highlights organisational, legislative and governmental weaknesses in preparing for the FOI Act. This investigation also concludes that the enactment of the proposed new archival and records management legislation is essential to ensure that public bodies are compelled to further improve the provision and management of records.

Bee Bee Seow; K. Ramaiah Chennupati; Schubert Foo

2005 Records Management Journal

doi: 10.1108/09565690510585420

Purpose – To assess the understanding of the management of e‐mails as official records in Singapore and the mindset of e‐mail users. Design/methodology/approach – An exploratory survey was conducted among corporate e‐mail users in Singapore. A total of 76 responses from users in financial services, government industries and information technology industries were obtained and analysed. Findings – The results show that e‐mails are recognised as important business records and that the establishment of an e‐mail policy and guidelines defining use of e‐mail, as well as systems for managing them, are deemed essential. Most employees recognize the criticality of e‐mail in their work and practise compliance on their organisations’ e‐mail policy, guidelines and technical considerations. Originality/value – E‐mail has become so prevalent in today's business environment that it is now used as the de facto tool for business‐wide communication and collaboration. Many organisations have realized that e‐mail repositories represent an increasingly large part of an organisation's “knowledge assets” that must be retained and managed securely. Hence, the management of e‐mails as official records has become essential to organisations.