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Recordkeeping in an outsourcing public agency
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Systems and Technology.ORCID iD: 0000-0001-6342-0393
2017 (English)In: Records Management Journal, ISSN 0956-5698, E-ISSN 1758-7689Article in journal (Refereed) Epub ahead of print
Abstract [en]

Purpose

The purpose of this paper is to discuss the implications of an outsourcing policy for public recordkeeping. The research question addressed is: What are the current impediments to create, capture, organize, and pluralize records produced by contractors to whom work has been outsourced?

Design/methodology/approach

The paper uses the four dimensions of the Records Continuum Model (RCM) as a sructure for understanding what important aspects of recordkeeping that can be affected by an outsourcing policy, and discuss the consequences for the creation of public archives. An investment project at a Swedish public agency with a far-reaching outsourcing policy in the form of a client-contractor model is used as a case to exemplify the problem.

Findings

The findings indicate that the legal framework for recordkeeping needs further development, or clarification as to how it should be interpreted in the outsourcing context. More case studies are needed to provide richer data about recordkeeping challenges arising from outsourcing and further opportunities for theoretical analysis using the Records Continuum Model.

Originality/value

The RCM has been used in a first attempt to understand various aspects of records management practices and what principles need to be taken into account when making such significant organizational structural and cultural changes.

Place, publisher, year, edition, pages
2017.
National Category
Other Social Sciences
Identifiers
URN: urn:nbn:se:miun:diva-31637DOI: 10.1108/RMJ-02-2017-0002OAI: oai:DiVA.org:miun-31637DiVA: diva2:1142305
Available from: 2017-09-19 Created: 2017-09-19 Last updated: 2018-01-15Bibliographically 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
Keyword
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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Klareld, Ann-Sofie

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