It is the nature of the information and the business activity it
evidences that determines what can and should (and can't and shouldn't)
be done with it and certain actions should flow for that. So in that
sense "ownership" (it's my information"!) is not the issue but
"responsibility".
I think ownership always lies with the entity/corporate body and what
the IAOs "own" is the responsibility to account for, and make decisions
about the information/records that are created and used as part of
his/hers duties
Also, any reference to individual ownership/author should be to job
title rather than name so that audits don't turn up loads of network
folders called "Dave's stuff " or indeed cardboard boxes with nothing
but Mike's files written on them. (Mike took early retirement five
years ago and his department was wound up!
Jim McClen
Records Manager
Information Governance
Informatics
NHS South of Tyne and Wear
Clarendon
Windmill Way
Hebburn
Tyne and Wear
NE31 1AT
Direct Line: 0191 283 1524
Fax Line: 0191 283 1228
Mobile: 07768852331
Email: [log in to unmask]
Serving Gateshead, South Tyneside and Sunderland Primary Care Trusts
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Bradshaw,
Phillip
Sent: 10 September 2010 16:03
To: [log in to unmask]
Subject: Re: Record Owner - definition
Lawrence
You are essentially correct. Cabinet Office can mandate all government
departments. As the law stands government cannot mandate LG but
parliament can by a simple Local Government (Amendment) Act 2010. The
point of my previous is that they have no need to do by law what they
can more readily achieve by simple coercion - technological or
financial
Phillip Bradshaw
Information Manager
Democratic Services
Room CY4A, County Hall
EMail: [log in to unmask]
Phone: 029 2087 3346
Mobile : 07890 265987
Fax: 029 2087 3349
Fax: 029 2087 3349
You must be the change you wish to see in the world
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Lawrence
Serewicz
Sent: 10 September 2010 15:47
To: [log in to unmask]
Subject: Re: Record Owner - definition
Paul,
I see your point, but there are huge data security issues with making it
one key rather than individual keys. There are a number of rooms that
need limited access (benefits, housing claims, confidential HR records,
grievance files, complaints files). However, the wider point of open
data is one that is now emerging on the national agenda.
My question relates to your final point about a council not being in the
ownership of the crown. My understanding is that local government is a
creature of central government so that it could be abolished tomorrow by
Parliament if they chose to do so. Parliament, however, could not
abolish the Crown. At least for now, Parliament is Her Majesty's and by
inference, local government is subject to parliament and is therefore
subject to the Crown.
However, I may have misunderstood my UK constitutional law. Happy to be
corrected if that is not the case.
Best,
Lawrence
Principal Information Management Officer Durham County Council Room
4/140 County Hall County Durham
DH1 5UF
0191-372-8371
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Dodgson, Paul
Sent: 10 September 2010 15:33
To: [log in to unmask]
Subject: Re: Record Owner - definition
The problem with this is that the owner suddenly treats it (the
information) like their house and the key to the house is in their hands
and they then decide who can see it or use it. In some circumstances
this is acceptable but for a council it results in a hugh knowledge
management problem, with locked repositories all over the place.
Breaking the "owner" culture is vital to improving knowledge and records
management within and organisation
A Council is a body corporate and is not therefore in the ownership of
the crown.
P
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Marc Fresko
Sent: 10 September 2010 14:29
To: [log in to unmask]
Subject: Re: Record Owner - definition
Max, I don't think ISO 15489 defines any of owner, author, or creator.
Eleanor, I doubt you actually need to worry about the distinction
between creator and author. That is to say, I can see the difference
(e.g. a letter's typist versus the executive who dictated the letter),
but that does not mean you have to capture both as metadata. If you DO
need to capture both, then the reason why should be clear, and how to
define then should be obvious. I can think of one other possibility,
namely that you think you need to capture both because you want to
conform to e-GMS. You don't - conformance for its own sake, in this
respect, will bring no benefit.
Finally, though Paul has a justifiable view that all records belong to
the Council, I suspect you could argue they all belong to Her Majesty
the Queen, with the Council and its Officers just being custodians. But
that is a nicety that you can ignore too! The "owner", for records
management purposes, must be the Officer responsible for looking after
the records or aggregation. So, practically speaking, think of the
"owner" as being the Officer who would have to give permission to make a
significant change to a file - something like changing its title or its
access permissions for example.
And, like Max said, good luck.
Marc
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Max
Mkhize-Mwakitalu
Sent: 10 September 2010 13:45
To: [log in to unmask]
Subject: Record Owner - definition
"Why don't you use the definition provided by the ISO15489? Dont stress
yourself, reinvent the wheel. Goodluck"
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Eleanor Rowe
Sent: 10 September 2010 13:23
To: [log in to unmask]
Subject: Record Owner - definition
Has anyone got a nice, clear, simple definition of the owner of a
record. I am struggling with creator, author, person responsible for
review, editing, updating, publishing etc.
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