Paradigm shifts in recordkeeping responsibilities: implications for ISO 15489's implementation
| Pages | 57-75 |
| Published date | 23 March 2012 |
| DOI | https://doi.org/10.1108/09565691211222108 |
| Date | 23 March 2012 |
| Author | Pauline Joseph,Shelda Debowski,Peter Goldschmidt |
| Subject Matter | Information & knowledge management |
Paradigm shifts in recordkeeping
responsibilities: implications for
ISO 15489’s implementation
Pauline Joseph
Curtin University, Perth, Western Australia, Australia
Shelda Debowski and Peter Goldschmidt
University of Western Australia, Perth, Western Australia, Australia
Abstract
Purpose – The purpose of this paper is to point out paradigm shifts in recordkeeping responsibilities
from records and information management professionals (RIM professionals) to knowledge workers,
caused by advancements in information and communication technologies and by user and
organizational expectations. The impact of these changes on the implementation of professional
records management (RM) principles and guidelines particularly in ISO 15489 is discussed.
Design/methodology/approach – The paper looks at the issues from an academic viewpoint by
reviewing ISO 15489’s RM principles presented in Part 1 and guidelines in Part 2 of the standard. The
currency of the standard in capturing the changing practices that are flowing into RM approaches are
then evaluated against four of the principles. These four principles are reviewed against three key
paradigm shifts.
Findings – The authors present evidence of significant paradigm shifts relating to changing
technology, work practices, devolution of recordkeeping responsibilities to users, their growing
expectations, and increasing organizational concerns for RM accountability. These are generating
pressure on RM systems to change and become more responsive. This review highlights the critical
need to better appreciate the changing RM context and its implications for broader policy and
professional practice.
Practical implications – The key practical implication identified in the paper relates to
reconceptualisation of the roles of RIM professionals, knowledge workers and senior management
for recordkeeping.
Social implications – The changing nature of RM in organizations will necessitate stronger
engagement of knowledge workers and senior management with their RM services.
Originality/value – This paper focuses on the user responsibilities for RM versus traditional RIM
professionals having this role. The paper offers an innovative view of professional RM practice and
suggests some new directions for RIM professionals to better accommodate user needs and
expectations.
Keywords Records management, ISO 15489, Electronic documentsand records management systems,
Information management, Standards,Classification schemes
Paper type Viewpoint
The current issue and full text archive of this journal is available at
www.emeraldinsight.com/0956-5698.htm
An aspect of this paper was presented at the September 2011 inForum convention held in
Darwin, Australia, organized by the Records and Information Management Professionals
Australasia (RIMPA). Also, aspects of this paper were adapted from Joseph’s PhD thesis. The
authors would like to express their gratitude to the Editor especially and “blind” peer reviewers
for their comments.
Paradigm shifts
in recordkeeping
responsibilities
57
Received 30 July 2011
Revised 21 January 2012
Accepted 27 January 2012
Records Management Journal
Vol. 22 No. 1, 2012
pp. 57-75
qEmerald Group Publishing Limited
0956-5698
DOI 10.1108/09565691211222108
Introduction
The International Standard for Records Management, ISO 15489 (International
Organisation for Standardisation, 2001a, b) has been widely accepted as an influential
and critical set of principles and guidelines that ensure records management (RM)
systems are fit for purpose. First established in an era when records managers
maintained tight control over the majority of records management practices and a
specific range of records, it has continued to guide the move toward electronic record
keeping and embedded organisational retention of information, knowledge and
records. The growth in electronic document and records management systems
(EDRMS)[1], social network media technologies, and Web 2.0 records ha ve opened up
further opportunities for innovative approaches to RM. The move away from a highly
structured records environment to a more fluid institutionally-driven context reflecting
user needs and expectations offers both opportunities and challenges for the records
and information management profession (RIM).
The impact of changing organisational expectations and practices has been little
discussed in the professional literature – particularly with respect to the implications
for the standards and associated guidelines (International Organisation for
Standardisation, 2001a, b). This paper therefore explores three key paradigm shifts
that are likely to change the scope and management of organisational records, namely:
technological developments; changing user expectations with regard to managing and
accessing information and the requirement for greater transparency, compliance and
accountability by organisations. We argue that these paradigm shifts already
challenge traditional perceptions of recordkeeping responsibilities and have wider
implications for the interpretation of the ISO 15489 standard and associated guidelines
(International Organisation for Standardisation, 2001a, b). While the broader principles
(International Organisation for Standardisation, 2001b) remain pertinent as signposts
to good practice, a number of the guidelines (International Organisation for
Standardisation, 2001b) could benefit from a fresh consideration as to how these
paradigm shifts might be better accommodated.
Professional practice relating to assigning metadata, designing classification
schemes, assigning retention periods and establishing security permissions is rapidly
moving to a new level of sophistication that is largely not addressed in the guidelines.
While the ISO15489 standards are not intended to provide a proscriptive approach to
RM system implementation, this paper argues that the profession is at a stage where
some of the basic assumptions need to be reviewed.
ISO 15489 – an overview
The industry standard, ISO 15489 Parts 1 and 2: Information and Documentation –
Records Management (International Organisation for Standardisation, 2001a, b),
hereafter referred to as ISO 15489 or 15489, is a voluntary code of practice. It offers
guidance on how RM principles and practices can be implemented in organisations
(Healy, 2010, p. 98). The international standard derives from the Australian standard,
AS 4390-1996: Records Management and has since replaced it (Steemson, 1999, 2002).
Cumming (2002) provides a detailed comparison of the similarities and differences
between ISO 15489 and AS 4390, concluding that AS 4390 “has played a very
significant role in the development and codification of the records management
discipline” in Australia and globally.
RMJ
22,1
58
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