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A predictive model for attaining quality in recordkeeping
Mid Sweden University, Faculty of Science, Technology and Media, Department of Information Technology and Media.ORCID iD: 0000-0002-2575-3653
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
Keyword [en]
Authenticity, Electronic record, Information systems, Recordkeeping, Reliability, Quality
National Category
Computer and Information Science
Identifiers
URN: urn:nbn:se:miun:diva-42Local ID: 4093ISBN: 91-85317-23-3 (print)OAI: oai:DiVA.org:miun-42DiVA: diva2:2005
Presentation
2006-06-13, O111, O, Härnösand, 13:00 (English)
Opponent
Supervisors
Available from: 2007-11-29 Created: 2007-11-29 Last updated: 2009-02-13Bibliographically approved
List of papers
1. What are the Characteristics of Records?
Open this publication in new window or tab >>What are the Characteristics of Records?
2006 (English)In: International Journal of Public Information Systems, ISSN 1653-4360, Vol. 2, no 1, 55-76 p.Article 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
Keyword
Archival theory, Electronic records, Formalization, Information systems, Record characteristics
National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-381 (URN)
Projects
Framtidens arkivPI - Publika Informationssystem
Available from: 2008-11-16 Created: 2008-11-16 Last updated: 2016-10-11Bibliographically approved
2.
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.
3. Electronic record quality, necessary inter alia for trustworthy e-government services.
Open this publication in new window or tab >>Electronic record quality, necessary inter alia for trustworthy e-government services.
2005 (English)In: Information Management in Modern Enterprise: Issues and Solutions - Proceedings of the 4th International Business Information Management Association Conference, IBIMA 2005, 2005, Vol. 1, 334-341 p.Conference paper, Published paper (Refereed)
Abstract [en]

E-government services exchange information electronically, which implicit increase the amount of electronic records, recorded electronic information. One characteristic of records is preservation. Preservation and management of electronic records have been identified as a problem, needed a quick solution, a problem that must be solved to be able to develop working egovernment services. A record should serve as evidence over actions and transactions. For this must records be reliable and authentic, i.e. be trustworthy. Question of immediate interest is what quality is needed for electronic records to maintain its trustworthiness? In this paper a set of sixteen electronic record quality dimensions are presented, a result from a longer qualitative case study. This paper presents both unique electronic record quality dimensions but also information quality dimensions not applicable for electronic records. The identified quality dimensions are a first step towards general electronic record quality needed inter alia for trustworthy e-government services.

National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-383 (URN)2-s2.0-36048977473 (Scopus ID)3218 (Local ID)0975339338 (ISBN)978-097533933-6 (ISBN)3218 (Archive number)3218 (OAI)
Conference
4th International Business Information Management Association Conference, IBIMA 2005; Lisbon; Portugal; 5 July 2005 through 7 July 2005; Code 106100
Available from: 2008-11-14 Created: 2008-11-03 Last updated: 2016-09-26Bibliographically approved
4. Fulfilling electronic record requirements : Good practice from two Swedish organizations.
Open this publication in new window or tab >>Fulfilling electronic record requirements : Good practice from two Swedish organizations.
2006 (English)In: Archiving 2006: final program and proceedings., IS & T , 2006, 127-130 p.Conference paper, Published paper (Refereed)
Abstract [en]

Electronic recordkeeping is not trivial. Reliability and authenticity are requirements if a record is to be used as evidence. In this paper a set of good practice of how to reach reliable and authentic records in recordkeeping systems i.e. reach satisfied users and by that implicit high quality is presented. The research is based on two qualitative case studies in two Swedish public organizations, which have developed recordkeeping systems that should manage electronic records. Good practice has been categorized at three levels: strategic level, computer-based information system level, and entity level. Use of metadata, added security techniques, approved file formats, standards, and standard products are all good practice from the two organizations in this paper.

Place, publisher, year, edition, pages
IS & T, 2006
Keyword
Electronic records, Electronic record quality, Long term preservation, Trusworthy
National Category
Computer and Information Science
Identifiers
urn:nbn:se:miun:diva-384 (URN)000242297800029 ()2-s2.0-36049024617 (Scopus ID)3430 (Local ID)0892082615 (ISBN)3430 (Archive number)3430 (OAI)
Conference
3rd IS&T Archiving Conference, May 23-26, 2006, Ottawa, Canada
Available from: 2008-12-16 Created: 2008-11-03 Last updated: 2016-09-26Bibliographically approved

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