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Doc Management European Commission

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Lecture on the invitation of the Secretary General\'s unit "Document Management Policy" of the European Commission

Lecture on the invitation of the Secretary General\'s unit "Document Management Policy" of the European Commission

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  • 1. Eric KetelaarTHE CHANGING ROLE OF ARCHIVES SERVICES AND THE NEW SKILLS NEEDED BY RECORDS PROFESSIONALS IN THE DIGITAL ERALecture to document managers of the European Commission
    Brussels
    9 November 2010
    1
  • 2. 2
    The European Commission attaches great importance to good document management in all its aspects. Documents are the medium through which information is stored and transmitted; they have administrative and legal value and they constitute the basis for the institutions’ short-, medium- and long-term memory. Moreover, an ever-larger proportion of these documents are in electronic form.
    DOCUMENT MANAGEMENT IN THE EUROPEAN COMMISSION
    COLLECTED DECISIONS AND IMPLEMENTING RULES, 2010
  • 3. What is this?
  • 4.
  • 5.
  • 6.
  • 7.
  • 8. 8
    The External Environment
    Business • Information • Technology
    The Organisational Environment
    Business • Physical • Technology
    The Information Environment
    Staff
    Architecture
    Strategy Culture
    Process Politics
    An Ecological Model for Information Management Davenport (1997)
  • 9. 9
    Attributes of information ecology:
    integration of diverse types of information,
    recognition of evolutionary change
    emphasis on observation and description
    focus on people and information behavior.
    Thomas H. Davenport with Laurence Prusak, Information ecology: mastering the information and knowledge environment (1997)
  • 10. “Steroids”:
    10
  • 14. mobile
    digital
    border-less
    permeable
    unconfined
    personal
    virtual
  • 15. 12
    Unconfined: No Fixed Boundaries
    • of Organisations
    • 16. of Workprocesses
    • 17. of Documents
    • 18. of Recordkeeping systems
  • 13
    © 2006
    Forrester Research
  • 19. Records as boundaryobjects
    Archivists… whobelievethatif the objects we encounter are records theycannotsimultaneouslybeinformationproducts, librarybooks, museum artifacts, orworks of art, underestimate the complexity and richness of the world in which we live and work.
    (GeoffreyYeo, Am. Archivist 2008, 142)
  • 20. What is a document?
    • Interactivity
    • 21. Hyperlinks
    Who is the author/reader?
  • 22. 16
  • 23.
  • 24. The abundance of a wideassortment of social software, includingannotationsystems, wikis, clusters of blogs, socialnetworkvisualisations, socialrecommendersystems, and newways of visualisingconversations...
    The underlyingprinciplethatbinds these systems together is thattheyboth affect and are affectedby aspects of collectivegroupbehaviour
    2006 Fourth Conference on Adaptive Hypermedia and Adaptive Web-Based Systems.
  • 25. http://www.aheadoftime.de/2008/09/09/corporate-social-map/
    19
  • 26.
  • 27. 21
    Archivists need to reflect on how everyone else using e–mail and the Internet has created vastly different expectations for how archival reference is to be conducted.
    (Richard Cox, First Monday, Vol. 12 Nr. 11 2007)
  • 28. 22
    e-government
    is the use of ICT, and its
    application, by
    the government for the
    provision of information
    and public services to
    the people
    http://www2.unpan.org/egovkb/global_reports/10report.htm
  • 29. 23
    Government 2.0 involves a public policy shift to create a culture of openness and transparency, where government is willing to engage with and listen to its citizens; and to make available the vast national resource of non-sensitive public sector information.
    Government 2.0 empowers citizens and public servants alike to directly collaborate in their own governance by harnessing the opportunities presented by technology.
    Engage. Getting on with Government 2.0.
    Report of the Government 2.0 Taskforce (2009) Australia
  • 30. 24
    e-government from four perspectives:
    • the addressee’s perspective
    (the citizen interface)
    • the process perspective
    (restructuring business processes),
    • the co-operation perspective
    (collaborative decision-making),
    • the knowledge perspective
    (management of information and knowledge as the major assets of the public sector)
    Lenk and Traunmüller, Broadening the Concept of Electronic Government, in: Prins (ed.), Designing E-Government (2007)
  • 31. 25
    Web 2.0 provides public servants with unprecedented opportunities to open up government decision making and implementation to contributions from the community.
    Australian Public Service Commission
    Agency activity implementing Web 2.0 technologies into their everyday business practices will be important if the government is to embed Government 2.0 cultural change in agencies.
    Australian Government agencies should therefore enable a culture that gives their staff opportunity to experiment and develop new opportunities for online engagement.
    Australian Government Response to the Report
    of the Government 2.0 Taskforce
    Engage: Getting on with Government 2.0
    3 May 2010
  • 32. 26
    © Jan Banning
    SurinderKumar Mandal, taxinspector,
    Bihar India
  • 33. http://ambtenaar20.wetpaint.com/page/About+Civil+Servant+2.0
  • 34. 28
    Which 2.0-instruments is a Civil Servant 2.0 using?
    • collecting and saving information
    Gmail, Netvibes, GoogleAlert, Twitter Search
    • sharing knowledge and spread ideas
    WordPress, Twitter, Delicious, Flickr, Picasa, YouTube, Vimeo, Slideshare
    • contacts and communication
    Twitter, Linkedln, Hyves, Facebook, Ambtenar 2.0, GoogleTalk, Tokbox
    • collaborate and organise
    GoogleGroups, GoogleDocs, Mindmeister, Twitter, Ambtenaar 2.0
  • 35. 29
    Accountability
    The principle that individuals, organisations and the community are responsible for their actions and may be required to explain them to others.
    ISO 15489.1 – 2002, clause 3.2
  • 36. 30
    Recordkeeping System
    Information system which captures, manages and provides access to records through time.
    ISO 15489.1 – 2002, clause 3.17
  • 37. ISO 15489 characteristics of records & RK systems
    Records characteristics:
    authenticity (record is demonstrably what it purports to be), reliability (record content is full and accurate), integrity (record is complete and unaltered), useability (record is locatable, retrievable, renderable and meaningful), completeness (content, structure and context)
    System characteristics:
    reliability,integrity, compliance, comprehensiveness, systematic implementation
  • 38. 32
  • 39. 33
  • 40. 34
    In some situations, the ERMS may also need to capture other kinds of record such as:
    • blogs
    • electroniccalendars;
    • electronicforms;
    • instant messaging systems;
    • multimedia documents;
    • records of web-based transactions;
    • records which include links to other records;
    • webcasts;
    • wikis.
    MoReq2 6.1.1
  • 41. 35
    Anne Gilliland
    Enduring Paradigm, New Opportunities: The Value of the Archival Perspective in the Digital Environment
    US Council on Library and Information Resources, 2000
  • 42. 36
    The Archival Perspective
     
    • the sanctity of evidence;
    • the life cycle of records;
    • the organic nature of records;
    • hierarchy in records and their descriptions;
    • respect des fonds, provenance, and original order.
  • 43. IM
    Information/
    Communication
    Business
    Technology
    Strategy
    Structure
    Operations
    "Amsterdam framework for information management"
    Source: Rik Maes 1999
  • 44. Information Management
    is
    Change Management
    38
  • 45. 39
    Quinn’s Competing Values Approach http://www.octogram.net/quinn-model/
  • 46. Steve Bailey,
    Managing the crowd. Rethinking records management for the web 2.0 world (2008)
    Basic premise: capturing and making use of the user voice as an integral part of the RM process
    40
  • 47. 41
  • 48. 42
  • 49. 43
    Association of Commonwealth Archivists and Records Managers www.acarm.org
  • 50. theory
    methodology
    practice
    fundamental
    strategic
    knowledge
  • 51. 45
    ketelaar@uva.nl