Making the case for recordkeeping literacy: a narrative approach

The role of recordkeeping in our personal and professional lives is rarely perceived as a topic of mainstream interest outside the world of professional records managers and archivists. While corporate records management has been written about throughout the recordkeeping literature, there has traditionally been less focus on what McKemmish describes as the role of ‘personal recordkeeping cultures’. Yet personal recordkeeping can play a role in creating a sense of belonging, especially for children and families. For example, within the field of Australian early childhood education, one of the key policy documents replicates a similar theme with the aptly titled ‘Early Years Learning Framework – Belonging, Being & Becoming’. By reflecting on her own personal recordkeeping story and that of her family, the author aims to explore the purpose of recordkeeping awareness and the role this plays in the wider profession. This article will draw upon relevant recordkeeping theory as well as some key early childhood education literature to introduce how ‘recordkeeping awareness’ could be reconceptualised as ‘recordkeeping literacy’. She will also explore what impact a reconceptualised understanding of continuum-based ‘recordkeeping literacy’ may have upon evolving recordkeeping theory and practice.     

Warrant and the Definition of Electronic Records: Questions Arising from the Pittsburgh Project

The University of Pittsburgh Electronic Recordkeeping Research Project established a model for developing functional requirements and metadata specifications based on warrant, defined as the laws, regulations, best practices, and customs that regulate recordkeeping. Research has shown that warrant can also increase the acceptance by records creators and others of functional requirements for recordkeeping. This article identifies areas related to warrant that require future study. The authors conclude by suggesting that requirements for recordkeeping may vary from country to country and industry to industry because of differing warrant.     

Records Management Research Sponsored by the US Army and the Department of Defense

This paper is a synopsis of results achieved in addressing research questions and issues in the management of electronic records. The formulation of records management theory within the context of set theory is briefly described. Steps toward establishing functional requirements for electronic recordkeeping are summarized. The use of software prototyping to develop software techniques for classifying, profiling, and records disposition is described. New research issues and approaches to their resolution are proposed. The methods used in this research suggest the importance of interdisciplinary collaboration in addressing issues in the management of electronic records.     

The German registry: The evolution of a recordkeeping model

The German registry system is unique in its approach to records management. By way of better understanding this approach, the historical development of this registry is portrayed in its characteristic phases: first the adoption of the practice of using registers in the Middle Ages; second the transposition of this practice into a complete recordkeeping system in the Prussian administrations of the 18th and 19th centuries; third the attempt to streamline this system in the early 20th century; and fourth the nature of the registry in modern German administrations, and in particular how it has adapted to the use of electronic records. Apart from the historical presentation, however, this study also aims to highlight central concepts of the German registry, including entries, action files, and the idea of registry itself being applied to the entire activity of keeping records. Finally, it is suggested that these concepts can provide new insights into various areas of archives as well as into current recordkeeping problems. This article is a completely revised version of the thesis which I submitted in 1997 (under the title “The German Registratur”) for the Master of Archival Studies degree at the School of Library, Archival and Information Studies, University of British Columbia. My thanks to Angelika Menne-Haritz and Wendy Duff for their comments during the writing of this revision.     

Placing records continuum theory and practice

This article provides an overview of evolving Australian records continuum theory and the records continuum model, which is interpreted as both a metaphor and a new world-view, representing a paradigm shift in Kuhn's sense. It is based on a distillation of research findings drawn from discourse, literary warrant and historical analysis, as well as case studies, participant observation and reflection. The article traces the emergence in Australia in the 1990s of a community of practice which has taken continuum rather than life cycle based perspectives, and adopted postcustodial approaches to recordkeeping and archiving. It “places” the evolution of records continuum theory and practice in Australia in the context of a larger international discourse that was reconceptualizing traditional theory, and “reinventing” records and archives practice.     

文件管理术语国际标准的演进:基于ISO 30300:2011和ISO 30300:2020的比较

ISO 30300:2011《信息与文献文件管理体系基础与术语》修订版《信息与文献文件管理核心概念与术语》于2020年4月正式发布,首次统一了文件管理领域的核心概念和术语及定义。比较新旧标准的研制动机和研制方法论、内容和结构对文件管理工作具有实践指导意义,比较新旧概念图及其变化对理解文件管理标准化的新思想更具有理论指导意义。通过对新旧标准文本构成及要素的比较,讨论了新标准特点及其对中国文件档案标准建设的启示,揭示出国际标准化领域文件管理标准化工作和术语标准化工作的发展方向。     

The logic of archival authenticity: ISO 15489 and the varieties of forgeries in archives

According to ISO 15489, the international standard on records management, the four main characteristics of authoritative records are reliability, integrity, usability and authenticity. In this article, the traits of an ideal record as specified by ISO 15489 are discussed by looking at the opposite of an authentic record – a forgery. By examining the varieties of forgeries found in archives, ranging from forgeries of details to forgeries of entire documents both by record creators and users, the argument is put forth that the difference between an authentic and reliable record and a forgery is not at all obvious. Since forgeries are a regrettable evil of an archive, instead of trying to fix authenticity, more thought should be spared on users’ and archivists’ attitudes towards forgeries and how inauthentic records should be handled in an archive.     

What are these among so many? Pre and post Vatican II recordkeeping

Contemporary Church recordkeeping has been an area all too often ignored by historians and archivists. There were two significant events in the last 140 years that defined the types of records created and maintained within the Church namely: Vatican I and Vatican II. After the suspension of Vatican I and the promulgation of Pastor Aeternus, we begin to see a centralization in ecclesiastical governance structures, due in part to interpretations of papal primacy. This centralization of Church authority eventually impinged upon the recordkeeping processes of dioceses. However after Vatican II the pendulum shifted with the promulgation of the Decree Concerning the Pastoral Office of the Bishop and the re-introduction of the tenet of collegiality. The promulgation of this document and others caused a de-centralization of Church recordkeeping practices. Using the Archdiocese of Vancouver as a case study this paper will attempt to show recordkeeping changes that occurred after Vatican I and Vatican II and the impact these councils had on archdiocesan administration.     

Lakota winter counts,pictographic records,and record making and remaking histories

Winter counts are pictographic calendars created and used by certain Native American communities as mnemonic devices for remembering the sequence of events that mark each year, and for retelling community stories. Drawing on resources from the Smithsonian Institution’s National Anthropological Archives’ winter count collections and related literature, this study reviews and discusses the characteristics of pictographic records, traces their making and remaking histories, and revisits the pictorial tradition in the American history of records and record keeping.     

文件管理系统功能要求国际标准的变化——基于ISO 16175系列新旧标准的对比

从新旧标准的数量、标题、章节、术语、系统功能要求模型等方面对ISO 16175新旧标准进行了文本对比分析,从文件层、系统层以及应用层对文件管理系统功能要求进行了内容对比,发现了新旧ISO 16175标准之间的异同,分析了新标准的特点及其变化的动因,讨论了新标准修订对数字转型背景下我国电子文件管理工作带来的启示,以期推进新标准采用,为实施《国家标准化纲要》和《“十四五”全国档案事业发展规划》,促进我国电子文件管理高质量发展,提供借鉴。     

论国际标准《ISO15489信息与文件-文件管理》的基本内容、影响及其权威性

本文主要论述了国际标准《ISO15489信息与文件-文件管理》的基本内容，并指m该标准的整体框架，体现了从宏观到中观到微观的架构，随之阐述了该标准在国际所产生的重大影响，并对此标准在世界各国文件管理领域中的采标情况的影响作了介绍，最后分析了该标准在国际标准领域中的权威性。     

Recordkeeping issues arising from the public hearings of the Royal Commission into Institutional Responses to Child Sexual Abuse

The Royal Commission into Institutional Responses to Child Sexual Abuse was set up in January 2013 to investigate child sexual abuse in institutional contexts and to focus its recommendations on addressing systemic issues. Recordkeeping issues are at the core of the problems that institutions face when dealing with child sexual abuse although the Royal Commission did not address them systematically in 2013–14. The present article analyses the recordkeeping issues that arose in the public hearings held by the Royal Commission up to October 2014. It shows that recordkeeping issues that appeared in different contexts provide evidence of critical failures in the recordkeeping systems of the institutions under study. It then highlights three implications for professional practice: the need for the professional associations to step up and advocate for a hearing on recordkeeping issues, the importance of putting in place appropriate systems to preserve the records of the Royal Commission, and the need to raise awareness about the complexity of the recordkeeping issues in the institutions that deal with out-of-home care and to develop recordkeeping systems that better meet the needs of the children in care and that support the prevention, detection, reporting and prosecution of child abuse.     

Defining functional requirements for acquisitions records: Vendor metadata

Vendor records are one of the key components underpinning the acquisitions record in the integrated library system. Acquisitions and collection development practitioners increasingly need to record, access, and manipulate acquisitions vendor metadata for purposes not foreseen by the architects of current generation ILSs. The authors posit that vendor records can serve as an appropriate metaphor for the entire acquisitions record in the development of standards. The analysis of data elements and proposed grouping into fields, records, and metarecords suggests a direction for further development and enhanced functionality. The authors call on librarians, systems vendors, and materials vendors to engage in a dialog aimed at creating an accepted standard for vendor records that will meet the needs of all parties.     

Digital Longevity: Policies on Electronic Records in the Netherlands

In an attempt to solve the current and future problems in electronic recordkeeping the Dutch government, namely the Minister of the Interior, and the Minister of Culture, established a nation wide program: Digital Longevity (Digitale Duurzaamheid). The program is run by a bureau, staffed by consultants from the ministry of the Interior, the National Archives, and a province. By various means the bureau creates awareness at the political and senior management levels, develops policies for electronic recordkeeping, and supports implementation. The program contributes to the developing of theories in the area, supports research, and cooperates in education and training. Via pilot projects the consultants keep in touch with record creating organizations. As an opus magnum the program works on a generic design of a recordkeeping system, including a structured definition of recordkeeping functional requirements.     

Australian Approaches to Policy Development and Resulting Research Issues

This paper is in two parts. The first outlines the context in which the Archives Authority of New South Wales (State Archives) is implementing electronic recordkeeping as part of a recordkeeping regime across the New South Wales public sector. The second part is an attempt to identify what I feel are unresolved issues, which may be resolved by practical or pure research, and as they relate to electronic recordkeeping, that we are facing in implementing the regime.     

面向知识管理的国家科研项目文件管理体系：模式分析与模型构建

对与国家科研项目文件管理活动有关的文件生命期模式、业务连续体模式、知识生态模式和综合集成管理模式进行SWOT分析。基于综合集成管理最佳实践模式,提出面向知识管理的国家科研文件管理体系规划、实施、评估、改进的构建模型。对整合、优化和创新科研项目管理、科研项目文件管理和科研项目知识管理,管理主体联盟,管理过程联动和管理客体联合,解决国家科研项目文件管理中存在的失存、失信和失用问题,提升国家科研项目信息资源和知识资产的控制力、证据力和服务力具有理论和实践的指导意义。     

ISO9000：2000与图书馆质量管理的原则

应用ISO9000：2000的管理理念，对照质量管理标准中的相应条款，分析和阐述图书馆质量管理中应遵循的8项原则：以顾客(用户)为关注焦点；领导作用；全员参与；过程管理；系统管理；持续改进；基于事实的决策和与供方互利。在此基础上，就每项质量管理原则在图书馆中的实际应用提出相应的措施。