RE: What does good records management look like?

I agree entirely with Chris here - good RM tends to be invisible as it takes care of itself. People really don't realise that what they are doing when they are setting up filing systems is records management.

The difficulty is changing the culture of those people who are not of that mindset. To them, good RM seems like a chore and onerous. However, once it becomes part of your working life and something you just do (like breathing!!) then they never think about it any more!! So, it becomes invisible.

From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Tinsley, Chris
Sent: 05 November 2009 11:38
To: [log in to unmask]
Subject: Re: What does good records management look like?

Good RM looks like nothing because you can't see it, it's invisible, it's the part of your job that you don't realise you are doing. The words RM should never be used in polite company.

RM is something you have to do when you are not doing RM, it's a sort of paradox. I see RM all round my organisation, in filing cabinets, on shelves etc. In organisations where they do RM I don't see these things I see just neat and tidy work spaces.

Chris Tinsley MSc
Wiltshire Council

Records, Information, Knowledge

-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Lawrence Serewicz
Sent: 04 November 2009 15:39
To: [log in to unmask]
Subject: What does good records management look like?

Dear All,
I have been away from the list for some time, (Jan 2008) but I thought I would jump back in as my role has changed.

This may be a Friday question, but what does good or successful records management look like? I know we can describe bad records management, from the total absence of RM structures and process to simply not being able to locate and extract records.

What, though, is the opposite? How do we know when we have good records management? Is this a metaphysical state where the overall culture of an organisation is able to deal with requests for information well and able to support the performance management framework? I know there are arguments for "business cases" but to my mind that simply reduces RM to an economic question.

I realize that compliance with ISO 15489 can be considered "good records managment" but is it simply compliance or something more? When we talk about good RM or successful RM, what is it?

Perhaps the deeper question is what is the relationship between RM and the day to day work of most staff? In one sense, RM as a cultural phenomenon, rather than a "business case", is one where all staff recognise their role and responsibility towards information they create, handle, and store as well as the records that may be created as a result.

Good RM would then be part of a good corporate culture whereby people are operating with a wider awareness of their RM/DPA/FOI/EIR roles and
responsibilities as fits their post. RM is seen as something they do as part of
their own work rather than somethign that is done to them or by someone else on their behalf. However, if this is the case (very much open to debate and
discussion) then RM needs to fit more into the corporate culture perhaps through the performance management framework rather than for what many may perceive as a specialism hidden away within or around FOI/DPA (access to information) or archives. I am not suggesting Performance Indicators for RM as such, which creates its own problems, but understanding how it fits within the wider corporate culture and the day to day lives of most staff.

The above is a gross simplification designed to develop debate. My concern is that the more RM is seen as a technical specialism done by someone rather than seen as part of everyone's existence [not that everyone is an RM but rather they have to be aware of RM] then the hard it will to make the "business case" or the cultural case.

My apologies if this has been discussed in the archives. I scanned them but could not find this type of discussion.

I would be grateful for your views on this topic.

Best,

Lawrence

For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]

______________________________________________________________________
This email has been scanned by the MessageLabs Email Security System.
For more information please visit http://www.messagelabs.com/email ______________________________________________________________________

______________________________________________________
This email originates from Wiltshire Council and any files transmitted with it may contain confidential information and may be subject to Copyright or Intellectual Property rights. It is intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the sender and delete the email from your inbox. Any disclosure, reproduction, dissemination, modification and distribution of the contents of the email is strictly prohibited. Email content may be monitored by Wiltshire Council to ensure compliance with its policies and procedures. No contract is intended by this email, and any personal opinions expressed in this message are those of the sender and should not be taken as representing views of Wiltshire Council. Please note Wiltshire Council utilises anti-virus scanning software but does not warrant that any e-mail or attachments are free from viruses or other defects and accepts no liability for any losses resulting from infected e-mail transmissions.
Receipt of this e-mail does not imply consent to use or provide this e-mail address to any third party for any purpose. Wiltshire Council will not request the disclosure of personal financial information by means of e-mail any such request should be confirmed in writing by contacting Wiltshire Council.
______________________________________________________
This email has been scanned by the MessageLabs Email Security System.
For more information please visit http://www.messagelabs.com/email
______________________________________________________
For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]

**********************************************************************

This email and any files transmitted with it are confidential and

intended solely for the use of the individual or entity to whom they

are addressed. If you have received this email in error please notify

the system manager.

All incoming and outgoing email contents are scanned to ensure they comply with Newcastle City Council's Email Policy.

This footnote also confirms that this email message has been swept for the presence of computer viruses.

City of Newcastle website:- http://www.newcastle.gov.uk

Newcastle Schools website:- http://www.newcastle-schools.org.uk

Visit NewcastleGateshead:- http://www.newcastlegateshead.com

Directgov:- http://www.directgov.gov.uk

**********************************************************************

For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]