Recordkeeping Expectations & Practices

INLS 525: Managing Electronic Records

Week 7 (2/26)



Promoting Discovery through Intellectual Control

Promoting Sensemaking

Reflecting purposes – understanding and attending to intentions of creators and "primary users"

Act Locally — Think Globally

Resources are limited, and meaning is expensive.

All transfer of meaning across contexts has costs.

Law of Meaning

Richness and Internal Complexity of Meaning Being Transfered * Degree of Difference between Contexts = Total Cost to Transfer Meaning Across Contexts.

Building the ROI Case - Andolsen

ROI v. Risk of Inaction

Case Elements:

Cresswell, Anthony M. and G. Brian Burke. "The Washington State Digital Archives." Public ROI - Advancing Return on Investment, Analysis for Government IT Case Study Series. September 12, 2006.

Measuring Impact - Bailey

Multiple Modalities

Identify the values to advance, then address the modalities that pose the greatest threat or opportunity.

Risk Management

The Risk Management Process

Mat-Isa, Azman. "Risk Management and Managing Records." In Record Keeping in a Hybrid Environment: Managing the Creation, Use, Preservation and Disposal of Unique Information Objects in Context, edited by Alistair G. Tough and Michael Moss, 69-83. Oxford: Chandos, 2006.

Business continuity management

... identifies an organization's exposure to internal and external threats and synthesizes hard and soft assets to provide effective prevention and recovery for the organization, while maintaining competitive advantage and value system integrity.

— Elliot, D.; Swartz, E.; Herbane, B. (1999) Just waiting for the next big bang: business continuity planning in the UK finance sector. Journal of Applied Management Studies, Vol. 8, No, pp. 43–60. Here: p. 48.

Access, Openness, & Discovery

Freedom of Information Act (FOIA)

Open Records Laws – North Carolina

... the people may obtain copies of their public records and public information free or at minimal cost unless otherwise specifically provided by law.

... no public agency shall ... acquire any electronic data‑processing system for the storage, manipulation, or retrieval of public records unless it first determines that the system will not impair or impede the agency's ability to permit the public inspection and examination, and to provide electronic copies of such records.

... it is the public policy of North Carolina that the hearings, deliberations, and actions of [public] bodies be conducted openly.


Federal Rules of Civil Procedure

New Rules as of Dec 1, 2006 for ESI

Holds (reminder)

When receiving notice or having reasonable anticipation of litigation, must cease normal disposition actions that would destroy related data, e.g.