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Design for Recordkeeping: Areas of Improvement
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Technology and Media. (PI - Publika Informationssystem)ORCID iD: 0000-0002-2575-3653
2008 (English)Doctoral thesis, comprehensive summary (Other academic)
Abstract [en]

This thesis is about problems related to design of information systems in which records are born and managed. The proactive approach has been derived from new archival theories suited for electronic recordkeeping, and implies that electronic records must, at the time of creation fulfil their current and future requirements. Information systems where records are born and managed should, based upon a proactive approach, meet recordkeeping requirements. This thesis is based upon a four-year research effort and consists of seven research articles that present the results of the research. The objective is to contribute to knowledge of design recommendations for information systems, in which records are born and managed. The main result of this thesis is identification of five areas that can affect and improve the design of information systems in which records are born and managed. First: A set of empirically and theoretical grounded characteristics of records are presented. Those characteristics have to be complemented with organization-defined characteristics. Second: this research has contributed a conceptualization of use of records and users of records. The notion of known use/user, and unknown use/user has been introduced. Design becomes difficult because requirements of unknown users are difficult to conceptualize. Third: The Recordkeeping Quality Assessment model (RQAM) is presented. The model implies a holistic quality approach to recordkeeping, and intends to be used as a basis for quality assessment, and as a reference model in design situations to achieve high recordkeeping quality. Fourth: Two dominant different views on records are presented. Private organizations appraise records principally upon business values, and public organisations base their appraisal criteria upon accountability and legislative values. The two views on records should be brought into one view and form a risk management-like appraisal. Fifth: Proactivity is a way of thinking and should be applied on several levels in the recordkeeping environment: to the electronic record, to the information system where the electronic record is born and managed, to the organization, and to the user.

Abstract [sv]

Denna avhandling handlar om hur informationssystem skall designas, i vilka arkivinformation skapas och hanteras över tid. Modern arkivteori förordar en proaktiv ansats vid hantering av elektronisk arkivinformation. Proaktiviteten innebär att arkivinformationen senast vid sin tillkomst måste uppfylla arkivvetenskapliga krav. Det medför att design av informationssystem, i vilka arkivinformation skapas och hanteras måste uppfylla arkivvetenskapliga krav och följa en proaktiv ansats. Denna avhandling är ett resultat av fyra års forskning och består av sju vetenskapliga artiklar, vilka utgör avhandlingens resultat. Syftet med avhandlingen har att bidra med ny kunskap till hur informationssystem, i vilka arkivinformation skapas och hanteras över tid, skall designas. Avhandlingens huvudsakliga resultat är fem områden som alla kan påverka och förbättra design av sådana informationssystem. 1. Ett antal karaktäriska egenskaper hos arkivinformation har identifierats utifrån både teori och empiri. Dessa har visats sig behöva kompletteras med organisationsspecifika karaktäristiska egenskaper. 2. Begreppen användare av arkivinformation och användning av arkivinformation har konceptualiserats. Begreppet känd och okänd användare/användning av arkivinformation har introducerats. Design för okända användare är en svår utmaning, bland annat då krav från okända användare är svåra att fånga. 3. En kvalitetsmodell (RQAM) är presenterad som anger att kvalitet kring hantering av arkivinformation måste ske med en holistisk ansats. Modellen skall kunna användas som en hjälp vid kvalitetsmätning, men även som en referensmodell vid design av informationssystem. 4. Två dominerade värderingsperspektiv har identifierats avseende arkivinformation. Privata organisationer värderar arkivinformation mestadels utifrån ett verksamhetsvärde, medan offentliga organisationer värderar arkivinformationen mestadels baserat på legala krav och ansvarsspårbarhet. 5. Den proaktiva ansatsen skall ses som ett strategiskt angreppssätt på hantering av elektronisk arkivinformation. Den skall användas i flera nivåer av hantering av arkivinformation, på arkivinformationsnivå, informationssystemsnivå, organisationsnivå och på användarnivå.

Place, publisher, year, edition, pages
Sundsvall: Mid sweden Univ , 2008.
Series
Mid Sweden University doctoral thesis, ISSN 1652-893X ; 52
Keyword [en]
Design, Electronic records, Information systems, Proactivity, Recordkeeping
National Category
Computer and Information Science
Identifiers
URN: urn:nbn:se:miun:diva-204Local ID: 6077ISBN: 978-91-85317-95-0 (print)OAI: oai:DiVA.org:miun-204DiVA: diva2:1952
Public defence
2008-05-27, Olof Högbergsalen, Library, Universitetsbacken, Härnösand, 13:00 (English)
Opponent
Supervisors
Available from: 2008-04-28 Created: 2008-04-28 Last updated: 2009-07-30Bibliographically approved
List of papers
1.
The record could not be found. The reason may be that the record is no longer available or you may have typed in a wrong id in the address field.
2. Operational use of electronic records in police work
Open this publication in new window or tab >>Operational use of electronic records in police work
2005 (English)In: Information research, ISSN 1368-1613, E-ISSN 1368-1613, Vol. 10, no 4, 236- p.Article in journal (Refereed) Published
Abstract [en]

Introduction. This research is about how police officers use electronic records in their operational work, reacting to calls from the dispatch centre.Method. Three different qualitative studies, involving interviews and observations, were used to collect data. The studies were performed at a police county in the north of Sweden during 2003.Analysis. The empirical data were analysed using a hermeneutical analysis technique without computer-based support. Iterative analysis was performed, where empirical data related to the use of electronic records were identified and grouped together into larger categories, which were named descriptively.Results. There is a widespread use of information retrieved from electronic records. This has changed the possibilities for police officers to get reliable and authentic information for both tactical and legal decisions, which increases the officers' ability to make correct decisions within operational work. Information technology and information systems now handle many administrative tasks, and allow access to and searching of electronic information independently of the physical location of the officer. This opens up a possibility for mobile access to trustworthy information that supports police work.Conclusion. Operational police work has changed in a positive direction by the use of electronic records, and it is possible to develop this change even further. Record management systems designed to support access independent of physical location of the police officer could open up new possibilities for working police officers.

National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-335 (URN)000234716900005 ()3219 (Local ID)3219 (Archive number)3219 (OAI)
Available from: 2008-11-16 Created: 2008-11-14 Last updated: 2016-10-10Bibliographically approved
3. RQAM: A recordkeeping quality assessment model proposal
Open this publication in new window or tab >>RQAM: A recordkeeping quality assessment model proposal
2007 (English)In: International Journal of Information Quality (IJIQ), ISSN 1751-0457, Vol. 1, no 3, 326-344 p.Article in journal (Refereed) Published
Abstract [en]

The issue of preservation makes electronic recordkeeping problematic. Quality assessment measures are one way to validate whether a recordkeeping system has reached certain recordkeeping requirements. Recordkeeping quality is a rather new research area. This paper presents a proposal of how recordkeeping quality assessment can be understood. The proposal is based on results from four interpretative case studies together with information quality theory, and data quality theory. The proposed model aims to support assessment and measurement of quality in recordkeeping systems, i.e., to success is a measure of the systems' capacity to maintain authenticity and reliability of electronic records.

Keyword
authenticity; electronic records; information systems; record keeping; quality assessment; information quality; data quality; reliability.
National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-336 (URN)10.1504/IJIQ.2007.016395 (DOI)2-s2.0-84860631416 (Scopus ID)4453 (Local ID)4453 (Archive number)4453 (OAI)
Available from: 2008-12-16 Created: 2008-11-16 Last updated: 2016-09-27Bibliographically approved
4. How are records used in organizations?
Open this publication in new window or tab >>How are records used in organizations?
2008 (English)In: Information research, ISSN 1368-1613, E-ISSN 1368-1613, Vol. 13, no 2Article in journal (Refereed) Published
Abstract [en]

Introduction. This paper reports an investigation of whether the use made of records affects the design of record keeping systems.Method. The empirical data used in this paper are from four interpretative case studies. A total of fifty interviews and 100 hours of participative observations have been used in data collection. Analysis. The analyses of the collected data have followed a qualitative approach where the data have been categorized and re-categorized. An analysis model was developed based on archival theory and temporal structures, which were the primary purpose and secondary purposes of the use of records. Results. In the temporal structure, the use characteristics were the relationship to a predetermined work process, which required use of records. Within the other temporal structure, the secondary purpose of records use, the use was more difficult to predetermine or identify in advance. The characteristics of the users and their use resulted in unknown users and use of records. Conclusions. It is difficult to predict future use of records, which requires new methods and techniques for design and developing of record keeping systems that can take both the unknown and known user needs into consideration.

National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-337 (URN)000257506000037 ()2-s2.0-45849138172 (Scopus ID)4454 (Local ID)4454 (Archive number)4454 (OAI)
Available from: 2008-12-16 Created: 2008-11-14 Last updated: 2016-10-11Bibliographically approved
5.
The record could not be found. The reason may be that the record is no longer available or you may have typed in a wrong id in the address field.
6. The role of EDM in information management within SME’s
Open this publication in new window or tab >>The role of EDM in information management within SME’s
2007 (English)In: The Second International Conference on Digital Information Management (ICDIM'07), 2007, 31-36 p.Conference paper, Published paper (Refereed)
Abstract [en]

Electronic document management (EDM) is a new form of information management. EDM are described to have certain business values in organizations, but no researches have been found about EDM and Small and Medium sized Enterprises (SME). In this paper we present an ongoing investigation in two SMEs guided by the following research questions: How are electronic documents used in the SMEs? and What are the business needs of the SMEs, and how do they correspond with stated EDM business values?. The study was carried out as two qualitative case studies in two SMEs in the north of Sweden. The results show that the business need for an SME corresponds with the business values of EDM. Yet is management of electronic document too dependent on individuals competence, very complex when many systems are involved, and the context where the document is created is not preserved. There is also an emergent need for an organizationally specific classification schema to enable information sharing between systems.

Series
, ISSN 978-1-4244-1475-8
Keyword
Informatik, data- och systemvetenskap
National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-339 (URN)5057 (Local ID)5057 (Archive number)5057 (OAI)
Available from: 2008-12-16 Created: 2008-11-16 Last updated: 2008-12-16Bibliographically approved
7. EDM business values in a SME environment in terms of knowledge management
Open this publication in new window or tab >>EDM business values in a SME environment in terms of knowledge management
2007 (English)In: Proceedings of the European and Mediterranean Conference on Information Systems (EMCIS) 2007, Valencia, 2007Conference paper, Published paper (Refereed)
Abstract [en]

Electronic document management (EDM) emerged in the mid 1990's and is today a concept of how to manage electronic documents. Much research focus has been on technical issues within EDM, and less on organizational issues. One of the stated benefits of EDM is managing and utilizing an organizations collective memory, which can be described as organizational knowledge. In the information system research community EDM in SMEs has given extremely little interest. SMEs are an important factor in economic growth and especially in peripheral regions. This research has an organizational perspective on EDM and has been guided by the research question: How can EDM support stated and implied needs for management and utilizing of the collective memory in an organization of SME type? The research is based on a case study in a SME in Mid Sweden. The study was following an interpretative approach. The findings indicate that the SME has a large need to manage both explicit and tacit knowledge for their business needs. EDM has the possibility to manage explicit knowledge, but more difficult to manage tacit knowledge. The context where documents are born together with an integrated perspective on business process were identified as possible solutions.

Place, publisher, year, edition, pages
Valencia: , 2007
National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-340 (URN)2-s2.0-84857471215 (Scopus ID)4960 (Local ID)978-84-8363-184-3 (ISBN)4960 (Archive number)4960 (OAI)
Conference
4th European and Mediterranean Conference on Information Systems, EMCIS 2007; Valencia; Spain; 24 June 2007 through 26 June 2007
Projects
Collective memory, Electronic document management, Knowledge management, SME
Available from: 2008-12-16 Created: 2008-11-16 Last updated: 2016-09-27Bibliographically approved

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Output format
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