Organising electronic documents: the user perspective. A case study at the European Central Bank
| Date | 03 October 2008 |
| DOI | https://doi.org/10.1108/09565690810916438 |
| Published date | 03 October 2008 |
| Pages | 180-193 |
| Author | Beatriz García Garrido |
| Subject Matter | Information & knowledge management |
Organising electronic documents:
the user perspective
A case study at the European Central Bank
Beatriz Garcı
´a Garrido
Records Management Specialist, European Central Bank,
Frankfurt am Main, Germany
Abstract
Purpose – The purpose of this paper is to explore whether user needs and preferences in organising
electronic information are properly identified by records managers when implementing folder
structures in electronic document and records management systems (EDRMS). The intention is also to
find out to what extent user needs and preferences correspond to records management best practices.
Design/methodology/approach – The research was designed as a case study of a specific team at
the European Central Bank. In order to look at the user needs and preferences, the research is based on
the qualitative analysis of data obtained via semi-structured interviews and direct observation.
Findings – The case study shows that users’ objectives are very similar to records management
objectives. Moreover, their needs and preferences stem from a number of factors that can be identified
and categorised.
Research limitations/implications – The research was subject to severe limitations in terms of
resources, in particular the time and tools available. Similar studies should be conducted involving
diverse teams at different organisations in order to fine-tune the proposed principles and test their
general applicability. Further studies could benefit from the use of IT tools to observe user behaviours.
Practical implications – Based on the findings, guidance principles are proposed in order to
improve user acceptance of folder structures.
Originality/value – The paper aims to raise awareness in the records management world of the
necessity of prioritising user needs as the best way to achieve records management objectives. Records
managers should also work closely with IT experts in the design of EDRMS.
Keywords Records management,Electronic media, Documentmanagement,
Electronic documnentdelivery, Central banks, Europe
Paper type Case study
Introduction
Functional business classification schemes (BCS) are considered in the records
management literature to be one of the most important records management tools for
supporting an organisation’s needs and for keeping institutional memory (Shepherd
and Yeo, ISO, 15489-1:2001). BCS also support the accessibility and usability of records
over time, indeed, it has been recognised that “access mechanisms must be able to
satisfy a range of users, including those who have little or no prior knowledge of the
records” (Shepherd and Yeo, 2003, p. 217). However, as observed by Morelli (2007, p. 20)
and Jones (2008, p. 55), a purely functional filing scheme may not always be the most
practical solution for users.
This paper proposes some guidance principles that can improve the design of folder
structures in order to achieve increased user acceptance without losing the logic and
benefits of BCS. It draws on the findings of the research, which studied the way users
organise and use electronic documents relevant to their activities[1].
The current issue and full text archive of this journal is available at
www.emeraldinsight.com/0956-5698.htm
RMJ
18,3
180
Records Management Journal
Vol. 18 No. 3, 2008
pp. 180-193
qEmerald Group Publishing Limited
0956-5698
DOI 10.1108/09565690810916438
To continue reading
Request your trial