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“The information has moved away from home”: Conceptions about how an outsourcing policy affects public records management
Mid Sweden University, Faculty of Science, Technology and Media, Department of Archives and Computer Science.ORCID iD: 0000-0001-6342-0393
2016 (English)In: International Journal of Public Information Systems, ISSN 1653-4360, Vol. 12, no 1, p. 22-38Article in journal (Refereed) Published
Abstract [en]

Traditionally, public records have been handled and preserved by each creating or receiving agency separately. The existing legal framework in Sweden is still based on this principle. However, recent developments – digital technologies paired with new ways of working – create a more dispersed and complex body of archives. What this means for the practical records management can be discussed. This paper explores the potential consequences of implementing an outsourcing policy at a public agency, by focusing on issues actualized and seen as important by employees. The aim is to understand how the creation of public archives may be affected. The chosen research approach, phenomenography, aims to capture variation in perceptions and describe the range of possible interpretations on a particular topic. Semi structured interviews were conducted with 15 representatives from the agency. The result identified seven matters of particular importance, including effects on information governance, knowledge transfer, and the role of a public agency.

Place, publisher, year, edition, pages
Sundsvall: Mid Sweden University , 2016. Vol. 12, no 1, p. 22-38
Keywords [en]
archives creation, business information systems, information governance, organizational boundaries, outsourcing, public agencies, records management
National Category
Other Social Sciences
Identifiers
URN: urn:nbn:se:miun:diva-29901OAI: oai:DiVA.org:miun-29901DiVA, id: diva2:1067062
Projects
ISERVEn effektiv digital informationshantering
Funder
Swedish Transport AdministrationAvailable from: 2017-01-19 Created: 2017-01-19 Last updated: 2017-11-29Bibliographically approved
In thesis
1. Closer Together or Further Apart?: Public administration and archives in the digital age
Open this publication in new window or tab >>Closer Together or Further Apart?: Public administration and archives in the digital age
2017 (English)Doctoral thesis, comprehensive summary (Other academic)
Abstract [en]

The research presented in this thesis is about recordkeeping in the public sector, focusing especially on the relationship between the public administration and its archives, and selected aspects affecting the way this relationship is developing in the digital era. Two research questions are addressed: RQ1: What are ‘archives’ and ‘recordkeeping’ in the digital context and the developing e-government? RQ2: What are the indications of current and future challenges regarding the cooperation between public administration and archives? Six studies resulting in six papers form the basis of the thesis. Each study explores a unique aspect of how current developments, discussions, and decisions affect contemporary understanding and practices regarding archives and recordkeeping. Public records are authoritative information resources, crucial in the everyday lives of citizens. Public recordkeeping develops continuously alongside administrative practices, technological achievements, and political goals. Examples include the development of shared services within the public sector and the involvement of the private sector in public infrastructure projects through outsourcing. These processes are currently affected both by digital technologies, which offer new possibilities to create, use, and preserve records, and by e-government, characterized by the combination of information and communication technologies with organizational change to improve public services and democratic participation. In these processes, existing practices are reviewed and revised, and the concepts of ‘archives’ and ‘recordkeeping’ redefined. The research was pursued using an interpretive approach. The research methods used were concept analysis; discourse analysis; literary warrant analysis; phenomenography; critical theory; and the records continuum model as a theoretical structure. The results shows that common usage of the terms ‘archive’ and ‘recordkeeping’ is fluid and changing, which can make decision-making challenging and affect the relationship between archives and administration. Efforts to develop recordkeeping strategies may be hampered by factors related to the different ways in which the nature and role of archives and recordkeeping are perceived, including differing understandings of related concepts; varying discourses on what an archive (or e-archive) is or should be, and different ways of interpreting legal frameworks and their significance.

Place, publisher, year, edition, pages
Sundsvall: Mid Sweden University, 2017. p. 102
Series
Mid Sweden University doctoral thesis, ISSN 1652-893X ; 269
Keywords
archives, digital work processes, discourse, outsourcing, public sector agencies, recordkeeping, records continuum model, Sweden
National Category
Computer and Information Sciences
Identifiers
urn:nbn:se:miun:diva-31636 (URN)978-91-88527-25-7 (ISBN)
Public defence
2017-10-19, L111, Holmgatan 10, Sundsvall, 13:15 (English)
Opponent
Supervisors
Projects
God informationsförvaltningEn effektiv digital informationshantering
Note

Vid tidpunkten för disputationen var följande delarbeten opublicerade: delarbete 6 accepterat.

At the time of the doctoral defence the following papers were unpublished: paper 6 accepted.

Available from: 2017-09-19 Created: 2017-09-18 Last updated: 2018-01-13Bibliographically approved

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http://www.ijpis.net/ojs/index.php/IJPIS/article/view/153

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Klareld, Ann-Sofie

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