Records and Information

ManagementPatricia C. Franks

What is it?A new textbook by Patricia C. Franks and published by Facet Publishing which presents complete coverage of the records and information lifecycle model. The book encompasses paper, electronic (databases, office suites, email), and new media records (blogs, wikis), as well as records residing in “the cloud” (software as a service).

Who is it for?The books is for records professionals at any stage of their career. Those wishing to learn all they can would benefit from reading all the chapters. However, the book is also for experienced professionals who would benefit from a reference book that brings together archives, records & information management, information governance, digital preservation & more. Important ideas and definitions are included in more that one chapter, so that chapters can be read independently.

About the bookTo bring a real-world perspective, 12 individuals were invited to contribute their expertise in the form of perspectives (reflections) or paradigms (case studies). The guest authors (listed on the next slide) include archivists, records managers and information professionals.

Who is in it?Patricia C. Franks, San Jose UniversitySteve Bailey, JISCEugene Yang, KISMET Consulting Inc.Tanya Marshall, Vermont State ArchivesNancy KundeMary Beth Herkert, Oregon State ArchivesChristian van der Ven, Brabant Historical InformationEmilie Gagnet Leumas, Archdiocese of New OrleansFred V. Diers, GRM, Inc.Barb Ricci, Los Alamos CountyJeffrey W. Cox, Improve GroupRoss Harvey, Simmons CollegeDiane K. Carlisle, ARMA International

What to expectchapter-by-chapter

1. The Origins and Development of Records and Information Management

This chapter provides the reader with a glimpse of the the path recordkeeping and record-keepers have taken from prehistoric times to the present. Perspective: Steve Bailey expresses his conviction that to meet the challenges of the future, records manager must deviate from the past and develop records management programs that put the user first.

2. Building an Information Governance Program on a Solid RIM Foundation

This chapter introduces the concept of information governance and explains laws, regulations and standards that impact records and information management programs. Paradigm: Eugene Yang provides a rationale for standards within the context of the nuclear regulatory environment.

3. Records and Information Creation/Capture, Classification, and File Plan Development

This chapter introduces records creation, capture, classification and file plan development for records and information that result from business activities conducted by users at home and work. Paradigm: Tanya Marshall contributes to the conversation about classification and information systems in her paradigm on the Vermont Functional Classification System.

4. Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition

This chapter presents records retention strategies useful to those organizations stressing the value of disposition as part of the overall information governance approach. Paradigm: Nancy Kunde describes one organization’s approach to records appraisal, retention and disposition as part of implementing an Enterprise Planning system and shares the lessons learned.

5. Records and Information Access, Storage and Retrieval

This chapter describes ways records and information managers can contribute their expertise during the active phase of the information lifecycle to decisions being made about workflow processes, access controls, storage systems, metadata and the search and retrieval processes. Paradigm: Deborah Rifenbark describes the steps taken to automate a manual “new business intake” workflow process with a law firm.

6. Electronic Records and Electronic Records Management Systems

This chapter describes systems of record and systems of engagement and the vital role records professionals play in identifying records in both systems and in providing guidance to those responsible for capturing and managing them.Paradigm: Mary Beth Heskert shares experiences and lessons learned in expanding cloud services to local governments

7. Emerging Technologies and Records Management

This chapter explores the ways in which social media impact the recordkeeping profession. It introduces the diffusion of innovation and trend spotting as methods that can be used to prepare for the changes that will take place due to emerging technologies and changing societal expectations.Paradigm: Christian van der Ven describes a social media intiative to improve customer service.

8. Vital Records, Disaster Preparedness and Recovery, and Business Continuity

This chapter discusses business resumption, which depends on vital records, disaster preparedness and recovery, and business continuity plans. Paradigm: Emilie Gagnet Leumas describes how the Archdiocese of New Orleans rebuilt its archives after Hurricane Katrina.

9. Monitoring, Auditing and Risk Management

This chapter presents several methods of monitoring and auditing records and information management programs and explores risk assessment (including risk identification, risk analysis, and risk evaluation).Paradigm: Fred V. Diers offers one method to mitigate risk in his paradigm on creating defensible records retention programs.

10. Inactive Records Management, Archives, and Long-Term Preservation

This chapter covers the topics of inactive records management, archives and long-term preservation.Paradigm: Guest contributors Barb Ricci and Jeffrey Cox describe how they implemented a records management program for physical records as a first step in a comprehensive plan for the city of Los Alamos, USA, that will eventually include electronic records.

11. Records Management Education and Training

This chapter presents a variety of option for records and information management education and training, including degree programs, professional development opportunities, and in-house training programs.Paradigm: Ross Harvey provides an overview of Simmons College’s virtual Digital Curriculum Lab.

12. From Records Managements to Information Governance: An Evolution

This chapter explains how the information shared in the previous chapters can be used to develop a legally defensible records management program and an effective information governance strategy.Paradigm: Diane Carlisle of ARMA International provides a detailed explanation of the Generally Accepted Recordkeeping Principles and an over of the Maturity Model that can be used to evaluate and improves an existing RIM program.

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