Functional classification of records and organisational structure

Functional classification of records and organisational structure Purpose – This 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/approach – The 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. Findings – In 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/implications – The 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 implications – Access 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/value – The 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. http://www.deepdyve.com/assets/images/DeepDyve-Logo-lg.png Records Management Journal Emerald Publishing

Functional classification of records and organisational structure

Records Management Journal, Volume 21 (2): 18 – Jul 12, 2011

Loading next page...
 
/lp/emerald-publishing/functional-classification-of-records-and-organisational-structure-EZzfXY10D8
Publisher
Emerald Publishing
Copyright
Copyright © 2011 Emerald Group Publishing Limited. All rights reserved.
ISSN
0956-5698
DOI
10.1108/09565691111152035
Publisher site
See Article on Publisher Site

Abstract

Purpose – This 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/approach – The 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. Findings – In 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/implications – The 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 implications – Access 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/value – The 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.

Journal

Records Management JournalEmerald Publishing

Published: Jul 12, 2011

Keywords: Records management; Electronic records management; Metadata; Information media; Classification schemes; Finland

There are no references for this article.

You’re reading a free preview. Subscribe to read the entire article.


DeepDyve is your
personal research library

It’s your single place to instantly
discover and read the research
that matters to you.

Enjoy affordable access to
over 18 million articles from more than
15,000 peer-reviewed journals.

All for just $49/month

Explore the DeepDyve Library

Search

Query the DeepDyve database, plus search all of PubMed and Google Scholar seamlessly

Organize

Save any article or search result from DeepDyve, PubMed, and Google Scholar... all in one place.

Access

Get unlimited, online access to over 18 million full-text articles from more than 15,000 scientific journals.

Your journals are on DeepDyve

Read from thousands of the leading scholarly journals from SpringerNature, Wiley-Blackwell, Oxford University Press and more.

All the latest content is available, no embargo periods.

See the journals in your area

DeepDyve

Freelancer

DeepDyve

Pro

Price

FREE

$49/month
$360/year

Save searches from
Google Scholar,
PubMed

Create folders to
organize your research

Export folders, citations

Read DeepDyve articles

Abstract access only

Unlimited access to over
18 million full-text articles

Print

20 pages / month

PDF Discount

20% off