Developing records managers with their mashed-up heads in the clouds


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Developing records managers with their mashed-up heads in the clouds

  1. 1. Developing collaborative competence in the records managers of the future Dr Simon Shurville, AALIA(cs), FBCS, FHEA Expanded from an original idea by Professor Paula Swatman Image:
  2. 2. Developing records managers with their ‘ mashed-up ’ heads in the clouds Image:
  3. 3. From silo … <ul><li>In the 20th century, records management was misperceived as a fairly boring , if necessary, activity, undertaken by scholarly types in dusty back offices (see Webster, 1999) </li></ul>Image:
  4. 4. … to assimilation <ul><li>Over the past decade, two key trends have challenged such misperceptions and promoted records management to the front office </li></ul>Image:
  5. 5. (1) Counter terrorism <ul><li>As Condoleezza Rice commented: </li></ul><ul><ul><li>“ September 11 was one of the relatively rare earthquakes that cause lasting tectonic shifts in international politics” (Rice, 2003) </li></ul></ul>Image: /
  6. 6. (1) Counter terrorism <ul><li>Subsequently, the final report of the National Commission on Terrorist Attacks upon the United States recommended replacing the establish ‘mainframe ’ model of information management with a decentralized network model </li></ul>Image
  7. 7. (1) Counter terrorism <ul><li>This decentralized network model would unify “the many participants in the counterterrorism effort and their knowledge in a network-based information-sharing system that transcends traditional governmental boundaries” (NCTAUS, 2004, p 400) </li></ul>Image:
  8. 8. (More modern metaphors: 1) <ul><li>“ Cloud computing means Internet (' Cloud ') based development and use of computer technology ('Computing'). It is a style of computing where IT-related capabilities are provided “as a service”, allowing users to access technology-enabled services &quot;in the cloud” without knowledge of, expertise with, or control over the technology infrastructure that supports them”. </li></ul><ul><li>Source: Wikipedia </li></ul>Image:
  9. 9. (More modern metaphors: 2) <ul><li>“ A mash-up is a web application that combines data from more than one source into a single integrated tool” </li></ul><ul><li>Source: Wikipedia: </li></ul>Image:
  10. 10. (2) Corporate governance <ul><li>Meanwhile a rash of corporate disasters , related to unsatisfactory and inadequate business information management, created headlines around the world </li></ul>Image:
  11. 11. (2) Corporate governance <ul><li>These corporate disasters lead to sweeping changes in corporate governance (Millstein and MacAvoy, 2004) and in frameworks to comply with them (see Neef, 2005) </li></ul>You have 20 seconds to comply … Image:
  12. 12. Consequences of ‘9/11’ and ‘Enron’ <ul><li>Among the international outcomes of these trends were, in the United States : </li></ul><ul><ul><li>The United States’ Patriot Act 2001 (see Martins and Martins , 2005); </li></ul></ul><ul><ul><li>The even more sweeping Sarbanes-Oxley Act 2002 (see Stephens, 2005 ) </li></ul></ul>Image:
  13. 13. Consequences of ‘9/11’ and ‘Enron’ <ul><li>Among the international outcomes of these trends were a range of European regulations, including: </li></ul><ul><ul><li>Basel II 2004 (see Bruggink and Buck, 2002) </li></ul></ul><ul><ul><li>International Accounting Standards 2005 (see Schipper, 2005) </li></ul></ul>Image: /
  14. 14. Consequences of ‘9/11’ and ‘Enron’ <ul><li>In Australia “a remarkable range of counter-terrorism laws [have been] enacted since 2001” (Renwick, 2007, p 67) … while there has been no significant Australian legislation for corporate governance, “many Australian companies have followed Sarbanes-Oxley as a benchmark standard” (Cuong 2007) </li></ul>Image:
  15. 15. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>These outcomes highlight the need for records managers who can bridge cultures, professions, standards and technologies </li></ul>Image:
  16. 16. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>For example, international counter terrorism projects, such as biometric-based border controls, demonstrate the requirement for contemporary records managers to be able to work across both local and international contexts (see Wilson, 2007) </li></ul>Image:
  17. 17. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>Similarly, in an increasingly ‘ networked economy’ (Leibold, Probst, and Gibbert, 2005), developing and implementing strategies for compliance with national and international laws requires records managers with an understanding of local and global business contexts and diverse cultures, disciplines, standards and technologies </li></ul>Image:
  18. 18. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>The 20th century took a silo-based approach to records management where individual specialists jealously guarded the borders of their own data, knowledge and disciplines </li></ul>Image:
  19. 19. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>The silo-based approach has been challenged by the 21st century’s perception that since information is the most significant strategic asset of any organization, information silos must be merged, integrated, joined, spliced, intertwined, interwoven, assimilated, aggregated, mashed-up, married … </li></ul>Image:
  20. 20. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>A major challenge for students entering the brave new world of 21st-century information and records management is to understand exactly where cultural, disciplinary and technical borders lie </li></ul>Image:
  21. 21. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>Students also need to learn to envisage how these borders can be bridged </li></ul>Image:
  22. 22. New records managers with their ‘mashed-up’ heads in the ‘clouds’ <ul><li>So educators should encourage students of records management to become curious about the core content and culture of adjacent disciplines: </li></ul><ul><ul><li>to learn how to orchestrate collaborations between them </li></ul></ul><ul><ul><li>to establish interdisciplinary networks </li></ul></ul>Image:
  23. 23. Getting our heads into the clouds <ul><li>The problem: the requisite knowledge is too broad for one institution to provide </li></ul><ul><li>So, the collaborative competence that higher education should foster in nascent records managers is itself required to design, deliver and improve appropriate postgraduate education </li></ul>Image:
  24. 24. Getting our heads into the clouds <ul><li>The answer: a mash-up </li></ul><ul><ul><li>Fuji Xerox, State Library of South Australia, State Records of South Australia, the University of South Australia’s Library and its School of Computer and Information Science have partnered to develop a suite of postgraduate program </li></ul></ul>Image:
  25. 25. Getting our heads into the clouds <ul><li>These programs comprise an MSc by coursework or research with an embedded Graduate Certificate and Graduate Diploma in Business Information Management (BIM) and Library and Information Management (L&IM) </li></ul>
  26. 26. Getting our heads into the clouds <ul><li>They educate archive managers, knowledge managers, library managers and records managers who: </li></ul><ul><ul><li>Are highly knowledgeable and skilled in their core discipline; </li></ul></ul><ul><ul><li>Regard disciplinary boundaries as permeable; </li></ul></ul><ul><ul><li>Can integrate cross-disciplinary knowledge and teamwork into their professional practice </li></ul></ul>
  27. 27. First version: very successful but … Silos Record keeping Fundamentals Workflow Management Virtual archiving Organizing Resources Knowledge Representation Network Technology Fundamentals of EDRMS Workflow Management Fundamentals of Information Systems Introduction to E-Business Record keeping fundamentals Managing Resources BIM Knowledge Management in Organizations Introduction to E-Business EDRMS Design Introduction to Human Resource Management Fundamentals of EDRMS Information Architecture and Design Preservation principles Project Management Information Governance Enterprise Architectures Digital Record-Keeping Introduction to E-Business Digital Record Keeping Implementing an EDRMS Archival management and digital preservation Accessing Resources Information Architecture and Design Databases Business Information Technologies Information Governance Records management: Systems Management Records management: Information Management Preservation and archival management Library management Knowledge management Enterprise-wide services EDRMS Business change Graduate certificate in BIM
  28. 28. … too many silos Image:
  29. 29. 2007: original silos (8) <ul><li>Business change </li></ul><ul><li>EDRMS </li></ul><ul><li>Enterprise-wide services </li></ul><ul><li>Knowledge management </li></ul><ul><li>Library management </li></ul><ul><li>Preservation and archival management </li></ul><ul><li>Records management: information management </li></ul><ul><li>Records management: systems management </li></ul>
  30. 30. 2009: integrated silos (4!) <ul><li>Enterprise content & knowledge management </li></ul><ul><li>Library management (includes teacher librarians) </li></ul><ul><li>Preservation & archival management </li></ul><ul><li>Records management (now combines EDRMS , records management: Information Management, records management: systems management) </li></ul>
  31. 31. The new mash-up (1) Graduate Certificate in Business Information Management (DCBI) IT Project Management Organizing Resources A Preservation Principles Implementing an EDRMS Workflow Management Managing Resources BIM Archival Management EDRMS Design (Business Information Technologies Accessing Resources Digital Recordkeeping Library Management Preservation & Archival Management Records Management Enterprise Content & Knowledge Management
  32. 32. The new mash-up (2) Graduate Diploma in Business Information Management (DGBF) 1 elective from list provided PLUS Research Methods (for MSc by research) OR Knowledge Management in Organisations M   Virtual Archiving INFS 5074 Organisational E-Transformation Digital Preservation Information Governance Preservation & Archival Management Records Management Enterprise Content & Knowledge Management Organizing Resources B CIS Research Methods OR 1 X Elective from list provided Organisational E-Transformation (shared course with Enterprise Content & Knowledge Management records managers) Information Governance (shared with Enterprise Content & Knowledge Management records managers) Graduate Diploma in Library & Information Management (DGLM)
  33. 33. The new mash-up (3) Master of Business Information Management (DMBF) SATAC Code: 4CM022 Choose 4 electives from list provided OR ICT Masters Project 1 PLUS ICT Masters Project 2 OR Masters Computing Minor thesis 1* PLUS Masters Computing Minor Thesis 2*  
  34. 34. The new mash-up (5)   INFS 5042  Databases M COMP 5049 Network Technology M INFS 5025 Business Information Technologies INFS 5069 Preservation Principles INFS 5066 Implementing an EDRMS COMM 5014 Communication Management, Ethics & Law BUSS 5307 Introduction to HR Management INFS 5072 Knowledge Management in Organisations M INFS 5074 Organisational E-Transformation INFS 5063 Digital Recordkeeping INFS 5068 Introduction to E-Business M INFS 5075 Information Governance INFS 5071 Web Content Management INFS 5058 Fundamentals of Info Sys M BUSS 5243 Leadership Dynamics Elective Listing
  35. 35. Inside the new mash-up <ul><li>Delivery: The lecturers on the programs are a cross-disciplinary team of academics with industrial and professional experience and practicing professionals from the range of disciplines and professions within the program </li></ul>Source:
  36. 36. Inside the new mash-up <ul><li>For example, staff from the State Library of South Australia and the library of University of South Australia library convened and taught component courses and invited guest lectures from specialists across the profession </li></ul>Source:
  37. 37. Inside the new mash-up <ul><li>Learning materials were also developed by the members of the partnership to weave an appropriate blend of academic and professional knowledge </li></ul>Source:
  38. 38. Flexibility <ul><li>To maximize the flexibility of the program for students, each component course was offered in both internal (face to face) and external (online) modes </li></ul>Source:
  39. 39. What do our students think? <ul><li>Kiel: &quot; As a Records Officer working in the Local Government sector, I have found this course to be both thoroughly informative and enjoyable. …The teachings of this course are intellectually invigorating, and I have found my eyes opened to a broader perspective of Records and Information Management, not only from a Local Government perspective, but also with relevance to all other government sectors and private industry. … The course also provides fantastic networking opportunities, allowing you to meet and socialise with your peers from various facets of industry, with the goal of developing together in a fantastic learning environment” </li></ul><ul><li>(source:   </li></ul>
  40. 40. What do our partners think? <ul><li>Mr Simon Froude A/Manager, Records Management Services State Records of South Australia Department of the Premier and Cabinet: </li></ul><ul><li>&quot;Society is changing: the management of information is becoming a priority for government and private organisations alike. A new tertiary education program, pitched at a global level which covers the broad spectrum of information management is needed to help develop a new breed of information professional. The newly established UniSA BIM Chair fits the bill, challenging and stimulating these professionals.&quot; </li></ul><ul><li>(source: ) </li></ul>
  41. 41. What do employers think? <ul><li>Bernadette Bean, Health SA: </li></ul><ul><li>The public sector is screaming out for this kind of expertise.  … Members of our agencies are willing to employ graduates of these courses.  This program and relevant information has been circulated and recommended to our staff, and in fact have one staff member enrolled in the Graduate Certificate already. DH is supporting his study with time off and has endorsed 100% reimbursement of his fees assuming he successfully completes the subjects. The 100% reimbursement of fees is an acknowledgement that the skills are extremely important to the public sector .   </li></ul><ul><li>(source: ) </li></ul>
  42. 42. References <ul><li>Anderson, K. (2007) Education and training for records professionals. Records Management Journal, Vol. 17 No. 2, pp. 94-106. </li></ul><ul><li>ASA/RMAA Joint Education Steering Committee (2004), “Statement of the professional knowledge required by record keepers”, available at: (accessed 24 August 2006). </li></ul><ul><li>Bruggink, B. and Buck, Eugen (2002) Practical aspects of implementing a Basel II-compliant economic capital framework. Journal of Financial Regulation and Compliance. Volume: 10, Issue: 3, Page: 219 – 223. </li></ul><ul><li>Cuong, Nguyen Huu (2007) The Need for Legislation Like Sarbanes-Oxley for IT Governance: An Australian Perspective. Information Systems Control Journal Online, Volume 3, available at: http:// =20075&Template=/ ContentManagement/ContentDisplay.cfm&ContentID =42528 . </li></ul>
  43. 43. References <ul><li>Jones, W.; “IT Governance Regulation—An Australian Perspective,” Information Systems Control Journal , vol. 2, </li></ul><ul><li>2005, p. 20-22 </li></ul><ul><li>Leibold, M., Probst, G.J.B. and Gibbert, M. (2005) Strategic Management in the Knowledge Economy: New Approaches and Business Applications. Wiley-VCH. </li></ul><ul><li>Martins, C.S. and Martins, S.J. (2005) The Impact of the USA PATRIOT Act on Records Management. Information Management Journal , May/Jun 2005 , online. </li></ul><ul><li>Millstein, I. and MacAvoy, P.W. (2004) The Recurrent Crisis in Corporate Governance. Stanford Business Books. </li></ul>
  44. 44. References <ul><li>National Commission on Terrorist Attacks Upon the United States (2004) Final Report of the National Commission on Terrorist Attacks Upon the United States, Official Government Edition. U.S. Government Printing Office. </li></ul><ul><li>Neef, D. (2005) Managing corporate risk through better knowledge management. The Learning Organization, Vol. 12 No. 2, pp. 112-124 </li></ul><ul><li>Renwick, J. (2007) Counter-Terrorism and Australian Law . Security Challenges, Volume 3 Number 3, pp 67-77. </li></ul><ul><li>Rice, C. (2003) The Coalition. The Wall Street Journal on March 26, 2003. </li></ul><ul><li>Schipper, K. (2005) 'The introduction of International Accounting Standards in Europe: Implications for international convergence', European Accounting Review, 14:1, 101 -126  </li></ul>
  45. 45. References <ul><li>Stephens, D.O. (2005) The Sarbanes-Oxley Act: Records management implications. Records Management Journal, Volume: 15, Number: 2, pp: 98-103. </li></ul><ul><li>Snowden, D.J. and Boone, M.E. (2007) A Leader’s framework for Decision Making. Harvard Business Review. November 2007, pp 69-76 . </li></ul><ul><li>Webster, B.M. (1999) Records management: from profession to scholarly discipline. Information Management Journal, 33.4 ,  pp 20- 29). </li></ul><ul><li>Wilson, D. (2007) Australian Biometrics and Global Surveillance. International Criminal Justice Review, Vol. 17, No. 3, 207-219.   </li></ul>