Click on the title of this post to go to a groovy link from youtube about the ideas in Everything is Miscellaneous.
I spent an hour and a half the other day trying to persuade one of my users not to create a folder called ''Communications". He wanted somewhere to put all of his emails. I tried to explain that they would be filed better in a relevant subject file...for example the emails about widgets should live in a Widgets file.
Well, we discussed it for a while and then I got to thinking..."does it really matter?" I mean he's the one who works with the information, not me. He's the one who has to find it and use it again, not me.
Should I just let users build whatever file structure they want to build, so long as they can find the stuff they're working on?
Ah, if only it was as simple as that...I don't really think my users can always find the stuff they're working on. Some of them don't like using the Search facilities either...so they email links to each other...the dialogue goes...Hey, where's that document you wrote about "Left-handed widgets"?...Here's the link to it.
They call stuff 'Doc1' and put it in a folder called General which is in a folder called Miscellaneous...and then they tell me my system's garbage cos they can never find stuff.
They aren't ready for everything being miscellaneous yet. They can't even cope with everything being where they left it...or where they want it to be...
17 November 2007
16 November 2007
Records managers in the 21st Century
I'm often asked what skills a records manager in the 21st Century needs. I've come up with the following list...it's not exhaustive...I'll probably add to it so keep checking back...and I'd welcome your feedback.
IT literacy
Records managers are increasingly having to deal with EDRM systems, databases, spreadsheets, webpages, Web 2.0 applications etc and so they must have a basic IT literacy at the very least. I would actually recommend that if you want to embark on a records management career that you make sure you understand IT enough to converse with your IT department on equal terms.
Can you get away with not having a basic IT literacy? Well yes, you probably could but do you want to leave the field clear for your IT team?
Information architect
This is particularly relevant if you have an EDRM system. You will need to be able to design and build your business classification scheme (file plan)with all the necessary privileges and access rights.
Managing and maintaining an ERM file plan can be a full-time job.
Project management
Bringing in an ERM system will involve all manner of project management skills. You must be organised, methodical, flexible, determined and ruthless. A basic PRINCE2 qualification isn't absolutely necessary - yet - but it wouldn't do any harm.
My team tell me that I'm a bit of a control freak too... Me? Surely not. I just need to know that everything's perfect. Not too much to ask, is it?
Team player
You are going to have to get your team onside. You'll build confidence, smooth furrowed brows, be a pal, confidante and defender of the faith.
You will develop relationships with suppliers, colleagues and people in other organisations.
Negotiation skills
As a 21st Century records manager you are undoubtedly going to have to discuss and negotiate with every team in your organisation...you must be a good listener but know when to say 'No'!
You will probably also need to persuade your senior management team of the brilliance of your ideas...so shrinking violets need not apply.
Drafting
Be prepared to polish your drafting abilities. Policies, procedures, training manuals, retention schedules, annual reports, recommendations, business plans, risk management assessments etc etc don't write themselves.
Training
Since we went live on our EDRM system over three years ago I have been, almost constantly, a training officer. EDRM systems are being updated regularly so you never have a shortage of material.
We've had to test the updates, figure out what they do differently, draft training manuals and deliver the training on a very regular basis.
It's been a rewarding but surprising part of what I've had to do.
IG expert
You are going to have to manage your organisation's response to the emerging Information Governance agenda.
Auditor
You're going to have to be able to audit your organisation's records, your file plan, your IG framework, your compliance with standards, guidance and legal requirements.
Horizon scanner
To keep up with all the latest developments you're going to have to keep an eye on what everyone else is doing, you will need to be able to spot the trends and decide what will work for you and what won't.
Records manager...
Ooops, what was I thinking??? I nearly forgot...you're going to have to manage your organisations records too!!
The records management industry is one of the fastest paced, volatile industries you could join. There are intellectual challenges every day...if you can't handle it why not try something more sedate...lion-taming for example.
IT literacy
Records managers are increasingly having to deal with EDRM systems, databases, spreadsheets, webpages, Web 2.0 applications etc and so they must have a basic IT literacy at the very least. I would actually recommend that if you want to embark on a records management career that you make sure you understand IT enough to converse with your IT department on equal terms.
Can you get away with not having a basic IT literacy? Well yes, you probably could but do you want to leave the field clear for your IT team?
Information architect
This is particularly relevant if you have an EDRM system. You will need to be able to design and build your business classification scheme (file plan)with all the necessary privileges and access rights.
Managing and maintaining an ERM file plan can be a full-time job.
Project management
Bringing in an ERM system will involve all manner of project management skills. You must be organised, methodical, flexible, determined and ruthless. A basic PRINCE2 qualification isn't absolutely necessary - yet - but it wouldn't do any harm.
My team tell me that I'm a bit of a control freak too... Me? Surely not. I just need to know that everything's perfect. Not too much to ask, is it?
Team player
You are going to have to get your team onside. You'll build confidence, smooth furrowed brows, be a pal, confidante and defender of the faith.
You will develop relationships with suppliers, colleagues and people in other organisations.
Negotiation skills
As a 21st Century records manager you are undoubtedly going to have to discuss and negotiate with every team in your organisation...you must be a good listener but know when to say 'No'!
You will probably also need to persuade your senior management team of the brilliance of your ideas...so shrinking violets need not apply.
Drafting
Be prepared to polish your drafting abilities. Policies, procedures, training manuals, retention schedules, annual reports, recommendations, business plans, risk management assessments etc etc don't write themselves.
Training
Since we went live on our EDRM system over three years ago I have been, almost constantly, a training officer. EDRM systems are being updated regularly so you never have a shortage of material.
We've had to test the updates, figure out what they do differently, draft training manuals and deliver the training on a very regular basis.
It's been a rewarding but surprising part of what I've had to do.
IG expert
You are going to have to manage your organisation's response to the emerging Information Governance agenda.
Auditor
You're going to have to be able to audit your organisation's records, your file plan, your IG framework, your compliance with standards, guidance and legal requirements.
Horizon scanner
To keep up with all the latest developments you're going to have to keep an eye on what everyone else is doing, you will need to be able to spot the trends and decide what will work for you and what won't.
Records manager...
Ooops, what was I thinking??? I nearly forgot...you're going to have to manage your organisations records too!!
The records management industry is one of the fastest paced, volatile industries you could join. There are intellectual challenges every day...if you can't handle it why not try something more sedate...lion-taming for example.
12 November 2007
Information governance framework
More and more organisations are looking at systematic ways in which they can manage their information. One way that can make a real difference is by adopting an Information Governance Framework.
Information governance is the way in which an organisation handles, uses and manages its information in an efficient, effective and secure manner to all the approporiate ethical, legal and quality standards.
An Information Governance Framework brings together all the requirements, standards and best practice that apply to the management of information. It can help you assess how well your organisation manages the information it creates.
An Information Governance Framework normally covers the people, processes, policies and systems you need and assesses your attainment levels in each category. The topics covered include:
information governance
information security
information strategy
business continuity
lifecycle management (including retention and disposal scheduling)
staff induction and training
creating and filing paper and electronic records ( in line with ISO 15489)
compliance with legal requirements (e.g. the Data Protection Act and the Freedom of Information Act)
conducting regular audits
Your organisation can establish how well (or how badly!) it is managing its records through the application of this simple framework. A regular 'health-check' and commitment to an 'improvement plan' can help your organisation to track its progress.
Information governance is the way in which an organisation handles, uses and manages its information in an efficient, effective and secure manner to all the approporiate ethical, legal and quality standards.
An Information Governance Framework brings together all the requirements, standards and best practice that apply to the management of information. It can help you assess how well your organisation manages the information it creates.
An Information Governance Framework normally covers the people, processes, policies and systems you need and assesses your attainment levels in each category. The topics covered include:
information governance
information security
information strategy
business continuity
lifecycle management (including retention and disposal scheduling)
staff induction and training
creating and filing paper and electronic records ( in line with ISO 15489)
compliance with legal requirements (e.g. the Data Protection Act and the Freedom of Information Act)
conducting regular audits
Your organisation can establish how well (or how badly!) it is managing its records through the application of this simple framework. A regular 'health-check' and commitment to an 'improvement plan' can help your organisation to track its progress.
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