miun.sePublications
Change search
CiteExportLink to record
Permanent link

Direct link
Cite
Citation style
  • apa
  • ieee
  • modern-language-association-8th-edition
  • vancouver
  • Other style
More styles
Language
  • de-DE
  • en-GB
  • en-US
  • fi-FI
  • nn-NO
  • nn-NB
  • sv-SE
  • Other locale
More languages
Output format
  • html
  • text
  • asciidoc
  • rtf
What are the Characteristics of Records?
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Technology and Media.ORCID iD: 0000-0003-4153-5549
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Technology and Media.ORCID iD: 0000-0002-2575-3653
2006 (English)In: International Journal of Public Information Systems, ISSN 1653-4360, Vol. 2, no 1, p. 55-76Article in journal (Refereed) Published
Abstract [en]

Project documentation, minutes of meetings, emergency plans, and inspection reports are all examples of records, recorded information. There is a changeover from paper-based records to electronic records in many organizations and these organizations often implement information systems managing electronic records that only take archival requirements into consideration to some extent, if at all. This is a problem that makes preservation of electronic records difficult. The aim of this paper is to describe the characteristics of records, based on a study of empirical data and archival theory. It is essential to identify and understand the characteristics of a record in order to manage and preserve records in computerised systems. Knowledge of what characteristics a record has is one way to make it possible to formalize records. Formalization at different levels is needed for computerized management of records. This paper is based on a qualitative case study performed at four different organizations in Sweden. Empirical data was collected from multiple sources within each organization and resulted in five groups of characteristics with several sublevels. The empirical data were compared with recordkeeping and archival theory. Based on this study the essential characteristics of records were identified as context, form, organization, structure and version/copy.

Place, publisher, year, edition, pages
Sundsvall: Mittuniversitetet , 2006. Vol. 2, no 1, p. 55-76
Keywords [en]
Archival theory, Electronic records, Formalization, Information systems, Record characteristics
National Category
Computer and Information Sciences
Identifiers
URN: urn:nbn:se:miun:diva-381OAI: oai:DiVA.org:miun-381DiVA, id: diva2:2001
Projects
Framtidens arkivPI - Publika InformationssystemAvailable from: 2008-11-16 Created: 2008-11-16 Last updated: 2018-01-13Bibliographically approved
In thesis
1. A predictive model for attaining quality in recordkeeping
Open this publication in new window or tab >>A predictive model for attaining quality in recordkeeping
2006 (English)Licentiate thesis, comprehensive summary (Other academic)
Abstract [en]

Records are a subset of information and recordkeeping requirements demand that a record is managed with maintained authenticity and reliability, i.e. with high quality. Records are evidence of transactions and are used and managed in daily work processes. Records may be preserved for anything from milliseconds to eternity. With computer based information systems the electronic record was born: a record that is born digital. With electronic records problems regarding maintenance of authenticity and reliability have been identified. Electronic records are no longer physical entities as traditional records were. An electronic record is a logical entity that can be spread over different locations in a computer based information system. In this research the aim is to improve the possibility of reaching high quality in recordkeeping systems, i.e. to maintain reliability and authenticity of electronic records, which is necessary if electronic records are to be usable as evidence of transactions. Based on case studies and literature studies, a recordkeeping quality model is presented: a predictive model for attaining quality in recordkeeping. The recordkeeping quality model consists of four major concepts which are interrelated with each other: Electronic records, Records use, Electronic record quality, and Multidimensional perspective. The model is proposed for use when designing and developing computer based information systems which are required to be recordkeeping, systems which manage electronic records. In this research two results beside the recordkeeping quality model are emphasized. The first is that quality in recordkeeping must be seen in a multidimensional perspective, and the second is that recordkeeping systems are information systems with a partially unknown purpose.

Place, publisher, year, edition, pages
Sundsvall: Mid Sweden University, 2006
Series
Mid Sweden University licentiate thesis, ISSN 1652-8948 ; 12
Keywords
Authenticity, Electronic record, Information systems, Recordkeeping, Reliability, Quality
National Category
Computer and Information Sciences
Identifiers
urn:nbn:se:miun:diva-42 (URN)4093 (Local ID)91-85317-23-3 (ISBN)4093 (Archive number)4093 (OAI)
Presentation
2006-06-13, O111, O, Härnösand, 13:00 (English)
Opponent
Supervisors
Available from: 2007-11-29 Created: 2007-11-29 Last updated: 2018-01-13Bibliographically approved
2. Traceable Information Systems: Factors That Improve Traceability Between Information and Processes Over Time
Open this publication in new window or tab >>Traceable Information Systems: Factors That Improve Traceability Between Information and Processes Over Time
2007 (English)Licentiate thesis, comprehensive summary (Other academic)
Abstract [en]

Preservation of information is not a new issue but preservation of digital information has a relatively short history. Since the 60’s when computers began to be used within administration, digital information that has had to be preserved over time.The problem addressed in this research is how to preserve understandable information over time. Information is context dependent, which means that without context it is not possible to use the information. Process is one part of the context. And an important issue when preserving information is then to be able to trace an information

object to the process where in it has been created and managed. Associating information to a particular process creates the possibility of relating information objects to each other and also to the context in which the information has been created and used. The aim of this thesis is to identify and structure factors that can improve the traceability between information and processes over time. A set of factors based on case studies and a set of analytical methods are presented that can improve the traceability over time. These factors have been identified and structured by the use of the Synergy-4 model. They have been identified within four different spheres namely: competence, management, organization/procedure and technology. The factors have further been structured in three different time states namely: creation time, short and middle term and long-term. The research concludes that there are a lot of factors influencing ability to preserve information. Preservation issues include selection of metadata standards, organizational culture, lack of understanding from management and formalization of documents. The conclusion is that if an organization wants to succeed in preserving traceable information they have to build strategies that cover the issues from a range of different angles. This thesis suggests that crucial angles are competence, management, organization/procedure

and technology. Furthermore, the strategies must be in place at the stage of creationof the information objects.

Series
Mid Sweden University licentiate thesis, ISSN 1652-8948 ; 27
Keywords
Traceability, Preservation of Information, Processes, Context, Synergy-4
National Category
Information Systems
Identifiers
urn:nbn:se:miun:diva-515 (URN)978-91-85317-68-4 (ISBN)
Presentation
(English)
Opponent
Supervisors
Available from: 2009-07-10 Created: 2009-01-08 Last updated: 2018-01-13Bibliographically approved

Open Access in DiVA

IJPIS_2006_Vol2_1_pp55-76(157 kB)42952 downloads
File information
File name FULLTEXT01.pdfFile size 157 kBChecksum SHA-512
1d0f097daae38f1d6e1b9fcec151e5b79522eafdd207a5d2e0e2bbf34e07dabed1127964b8411bf948ed17a8c8e2a282db0c5b00ed03b1f131a0711222f4a8e3
Type fulltextMimetype application/pdf

Other links

http://www.ijpis.net/ojs/index.php/IJPIS/article/view/29/25

Authority records BETA

Öberg, Lena-MariaBorglund, Erik

Search in DiVA

By author/editor
Öberg, Lena-MariaBorglund, Erik
By organisation
Department of Information Technology and Media
In the same journal
International Journal of Public Information Systems
Computer and Information Sciences

Search outside of DiVA

GoogleGoogle Scholar
Total: 42952 downloads
The number of downloads is the sum of all downloads of full texts. It may include eg previous versions that are now no longer available

urn-nbn

Altmetric score

urn-nbn
Total: 19716 hits
CiteExportLink to record
Permanent link

Direct link
Cite
Citation style
  • apa
  • ieee
  • modern-language-association-8th-edition
  • vancouver
  • Other style
More styles
Language
  • de-DE
  • en-GB
  • en-US
  • fi-FI
  • nn-NO
  • nn-NB
  • sv-SE
  • Other locale
More languages
Output format
  • html
  • text
  • asciidoc
  • rtf