Records Management Journal

Mario Silic; Andrea Back

2013 Records Management Journal

doi: 10.1108/RMJ-11-2012-0033

Purpose – The purpose of this paper is to reveal factors that impact information governance within the mobile technology implementation in organizations in the dual‐use context. Design/methodology/approach – Case study methodology was used and 15 semi‐structured interviews were conducted with records and information management (RIM) and information security professionals from different types of organizations. Findings – There are three main findings. First, stakeholder support is critical to drive the change and leverage organizational security culture. Second, records mobility with data security dimension represents the biggest challenge for RIM stakeholders. Third, mobile strategy and security framework are two must‐win areas for a successful mobile implementation. Research limitations/implications – The paper does not include any end‐user perspective in interviews and this end‐user context is missing. Practical implications – Awareness through education and training of employees needs to be given very particular attention in the future mobile implementations. Moreover, management and employee support is the critical component of the effective information security governance framework implementation. Finally, mobile strategy needs undergo a very precise and detailed planning process to ensure the right technology acceptance by users. Originality/value – The paper closes an existing research gap and provides useful insights to record management professionals and practitioners on factors that impact effective information governance implementation within the mobile dual‐use context.

Maria Kallberg

2013 Records Management Journal

doi: 10.1108/RMJ-01-2013-0002

Purpose – Various levels of government offer citizens different channels and services using information technology (IT). Within e‐government different types of “e‐services” are used. The communications are made through a user interface consisting of an e‐service application. E‐services are used for digital management of routine matters: records are created, received, maintained, used and disposed during the processes of capturing and maintaining evidence about business activities and transactions. Besides e‐services, public administrations are establishing new channels organised as contact centres, in order to interact more efficiently with the citizens. The establishment of contact centres could be seen as an expression of an integrated approach to manage and control information flows in order to improve and ensure effective services. The purpose of this paper is to identify recordkeeping challenges related to public organisations' e‐government development and documentation practice. Design/methodology/approach – The data presented and analysed are based on a qualitative study of Swedish local governments' (municipalities) establishment and implementation of contact centres during 2011. The study was designed as a multiple case study, using interviews as a data collection method. Findings – The findings demonstrate that the establishment of contact centres has other motives than the traditional need to use information as evidence for decision making: namely internal business process development and cost savings. The information is captured proactively and serves different purposes, which challenges the strong bond between processes, legislation, organisation and accountability. Practical implications – This paper will be of interest to record‐keeping practitioners working in the shift to e‐government. Originality/value – Information is captured in new ways where the same information serves several interests. This research addresses the importance of including research in the beginning of the life of the record in relation to the influence made by the creator and the social construction of the record as part of archival thinking and research.

Julie McLeod; Sue Childs

2013 Records Management Journal

doi: 10.1108/RMJ-04-2013-0009

Purpose – The purpose of this paper is to provide an approach to viewing the “wicked” problem of electronic records management (ERM), using the Cynefin framework, a sense‐making tool. It re‐conceptualises the ERM challenge by understanding the nature of the people issues. This supports decision making about the most appropriate tactics to adopt to effect positive change. Design/methodology/approach – Cynefin was used to synthesise qualitative data from an empirical research project that investigated strategies and tactics for improving ERM. Findings – ERM may be thought of as a dynamic, complex challenge but, viewed through the Cynefin framework, many issues are not complex; they are simple or complicated and can be addressed using best or good practice. The truly complex issues need a different approach, described as emergent practice. Cynefin provides a different lens through which to view, make sense of and re‐perceive the ERM challenge and offers a strategic approach to accelerating change. Research limitations/implications – Since Cynefin has been applied to one data set, the findings are transferrable not generalisable. They, and/or the approach, can be used to further test the propositions. Practical implications – The resultant ERM framework provides a practical example for information and records managers to exploit or use as a starting point to explore the situation in particular organisational contexts. It could also be used in other practical, teaching and/or research‐related records contexts. Originality/value – This paper provides a new strategic approach to addressing the wicked problem of ERM, which is applicable for any organisational context.

Lauren Kilgour

2013 Records Management Journal

doi: 10.1108/RMJ-01-2013-0001

Purpose – The purpose of this paper is twofold. First, it explains the current records management practices for Canadian criminal records. Second, it details the larger social and cultural implications of those practices, toward considering the role records management plays in long‐term sustainable offender rehabilitation outcomes. Design/methodology/approach – This paper is based on a thorough literature review, which considered research on the history of Canadian criminal record management; current records management procedures for Canadian criminal records; and current Canadian social and cultural understandings of offenders, criminal records, and the relationship between criminal record management and public policy. Findings – This paper finds that Canadian records management procedures for criminal records can have grave impacts on offenders' lives. Specifically, this paper explores how records management practices are shaped by the social norms and values embedded in public policy mandates, which ultimately appear to disrupt, rather than support, offenders' rehabilitation. Research limitations/implications – This paper's research is limited by its current approach. Consequently, it encourages researchers to further develop its findings in the future, both domestic to Canada and internationally. Practical implications – This paper includes implications that advocate for increased awareness about how public policy dictated records management procedures can limit offenders' ability to reintegrate into society. Social implications – This paper addresses the grave social consequences and burdens offenders face when they are unable to seal their previous criminal record. Originality/value – This paper addresses the need to study how offenders' rehabilitation is affected by the policy dictating the management of their criminal record.