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

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Doc Management European Commission

  1. 1. Brussels 9 November 2010 Eric Ketelaar THE CHANGING ROLE OF ARCHIVES SERVICES AND THE NEW SKILLS NEEDED BY RECORDS PROFESSIONALS IN THE DIGITAL ERA Lecture to document managers of the European Commission 1
  2. 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. 3. What is this?
  4. 4. 8 The External Environment Business • Information • Technology The Organisational Environment Business • Physical • Technology The Information Environment Strategy Culture Process Politics Staff Architecture An Ecological Model for Information Management Davenport (1997)
  5. 5. 10 “Steroids”: • digital • mobile • personal • virtual
  6. 6. digital border-less permeable unconfined mobile personal virtual
  7. 7. 12 Unconfined: No Fixed Boundaries • of Organisations • of Workprocesses • of Documents • of Recordkeeping systems
  8. 8. 13 © 2006 Forrester Research
  9. 9. Records as boundary objects Archivists… who believe that if the objects we encounter are records they cannot simultaneously be information products, library books, museum artifacts, or works of art, underestimate the complexity and richness of the world in which we live and work. (Geoffrey Yeo, Am. Archivist 2008, 142)
  10. 10. What is a document? • Interactivity • Hyperlinks Who is the author/reader?
  11. 11. The abundance of a wide assortment of social software, including annotation systems, wikis, clusters of blogs, social network visualisations, social recommender systems, and new ways of visualising conversations... The underlying principle that binds these systems together is that they both affect and are affected by aspects of collective group behaviour 2006 Fourth Conference on Adaptive Hypermedia and Adaptive Web-Based Systems.
  12. 12. 19
  14. 14. 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)
  15. 15. 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
  16. 16. 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
  17. 17. 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)
  18. 18. 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
  19. 19. About+Civil+Servant+2.0
  20. 20. 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
  21. 21. 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
  22. 22. 30 Recordkeeping System Information system which captures, manages and provides access to records through time. ISO 15489.1 – 2002, clause 3.17
  23. 23. 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
  24. 24. 32
  25. 25. 33
  26. 26. 34 In some situations, the ERMS may also need to capture other kinds of record such as: • blogs • electronic calendars; • electronic forms; • instant messaging systems; • multimedia documents; • records of web-based transactions; • records which include links to other records; • webcasts; • wikis. MoReq2 6.1.1
  27. 27. 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
  28. 28. 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.
  29. 29. IM Strategy Operations Structure Source: Rik Maes 1999 "Amsterdam framework for information management"
  30. 30. Information Management is Change Management 38
  31. 31. 39 Quinn’s Competing Values Approach
  32. 32. 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
  33. 33. 41
  34. 34. 42
  35. 35. 43 Association of Commonwealth Archivists and Records Managers
  36. 36. practice methodology theory fundamental strategic knowledge
  37. 37. 45