Institutional Records Management

Week 06 (2/19)

INLS 525

Myburgh (2005)


Recordkeeping systems are business information systems capable of: capturing, maintaining, and providing access to records over time.

Recordkeeping systems are not simply software applications designed to manage records. They are an organised collections of: people, policies, procedures, tools, technology, ongoing supporting education, and maintenance. In combination, these combinations enable organisational business to be adequately documented. Emphasis added.

See also: ISO 15489

Traditional Records Lifecycle


According to DIRKS: what is the primary difference between Business Information & Recordkeeping Systems?


What should we keep, how long, and why?

Stephens & Wallace on Appraisal

Identifing the Primary & Secondary values

A records series can (and usually does) possess several of these values simultaneously, and they may change. (pg 46)

See also Cost/Risk/Benefit & Retention Options.

Electronic Document & Records Management Systems


Document Management

Records Management

See Joseph, Pauline. "EDRMS 101: The Basics." Information and Records Management Annual 25 (2008): 9–26.

14 Principles of ER Retention

Retention Scheduling

Holds - Suspension of Disposition Actions


Something (including testimony, documents and tangible objects) that tends to prove or disprove the existence of an alleged fact.
- Black’s Law Dictionary, "Evidence" (7th ed. 1999)

According to Myburgh: how is the concept of Evidence different between Archives & Records Management?


Recordkeeping is the making and maintaining of complete, accurate, reliable evidence of business transactions.

Giordano (2004) puts it another way: evidence must also be relevant, authentic, and reliable.


Duranti, Luciana. "Reliability and Authenticity: The Concepts and Their Implications." Archivaria 39 (1995): 5-10.

Giordano (2004) on Reliability

[C]ourts may have fallen prey to this notion that while errors do occur, most software is reliable for authentication purposes. (170) … [W]e, as a culture, have taken as an article of faith the reliability of computer technology. (173)

"the fact that it is possible to alter data contained in a computer is plainly insufficient to establish untrustworthiness." United States v. Bonallo, 858 F.2d 1427 (9th Cir. 1988) (165)

Integrity, Fixity, & Accessibility

I.E. Authenticity

Guidelines for Evidence Collection & Archiving

(RFC 3227)


Preliminary Investigation

To do:

Analysis of Business Activity

"Develop a conceptual model of what your organisation does and how it does it by examining its business activities and processes"

To do:

Identification of Requirements

"Identify and record your organisation’s requirements to make and keep evidence of its business activities and to document the requirements in a structured and easily maintainable form"

To do:

Assessment of Existing Systems

"Survey your organisation’s existing recordkeeping and other information systems to measure the extent to which they provide evidence of business activities, or have the required functionality to do this"

To do: