Managing records and archives in a Hong Kong school: a case study
| Pages | 204-216 |
| Date | 16 July 2018 |
| DOI | https://doi.org/10.1108/RMJ-02-2017-0004 |
| Published date | 16 July 2018 |
| Author | Eric C.K. Cheng |
| Subject Matter | Information & knowledge management,Information management & governance |
Managing records and archives in
a Hong Kong school: a case study
Eric C.K. Cheng
The Education University of Hong Kong, Hong Kong
Abstract
Purpose –This study aims to explore the principles and practices for managing records with the lens of
functional analysis and knowledge management by using a case study that focuses on the experience of
implementingrecords management at a public high schoolin Hong Kong.
Design/methodology/approach –A single case study is chosen as the research method for this paper.
A series of qualitative interviews and documentary analysis were used to collect and triangulate the
qualitativedata.
Findings –The results show that the case school adopted a hybrid top-down andbottom-up approach to
record management, facilitate decision-making and manage knowledge. The school adopted the taxonomy
providedby the quality assuranceframework as the functional classification in a digitalarchive in the records
managementsystem.
Practical implications –This study provides a setof taxonomy and a hybrid top-down and bottom-up
approach to schools for ensuringthat accurate information of all school activities is kept and can facilitate an
effectiveand evidence-based, decision-making process.
Social implications –Identifying taxonomy and management practices for effective documentation in
public schoolscan support planning, assist with organisingthe continuity of improvement plans andincrease
reportingand accountability to society.
Originality/value –This study offers a taxonomyand management approach to the literature of records
managementand the practices for promoting and improving records management in school.
Keywords Records management, Knowledge management, Functional analysis
Paper type Case study
Introduction
Organisations are producing greater amounts of information and consequently greater
volumes of records, in both paper and electronic form. Thus they need to be able to
effectively manage their information and knowledge records, to ensure that they are both
accountable to the public and can develop sustainably. Organisations need to manage large
amounts of records and know how to elicit knowledge for decision-making and problem
solving. By exploringguiding principles on designing taxonomies, or classificationsystems,
to manage records, and nurturingthose record management practices, organisations will be
able to manage their records and elicitknowledge from them.
Records management is the disciplinethat governs processes and controls used to create
and manage the records of an organisation to support its operations. Records management
facilitates controlover the volume of records produced through the use of disposal schedules
to determine when and how different types of records should be retained. Records
management can be a process of codifying knowledge into documents that may support
organisations in developing intellectualcapital for sustainable development. The process of
records management offers tangible benefits to organisations for filling legal requirements
and transforming to learning organisation. Organisations must meet certain legal
requirements when managing their records. Effective record management also helps
RMJ
28,2
204
Received16 February 2017
Revised13 May 2017
22August 2017
8 September2017
Accepted13 September 2017
RecordsManagement Journal
Vol.28 No. 2, 2018
pp. 204-216
© Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-02-2017-0004
The current issue and full text archive of this journal is available on Emerald Insight at:
www.emeraldinsight.com/0956-5698.htm
To continue reading
Request your trial