1. © 2004 R. E. Barry 1 ARMA-Winnipeg Transacting e-Business: Is Records Management Being Passed By? 22 April 2004 Rick Barry, Barry Associates Virtual Handout at: www.mybestdocs.com

2. Virtual Handout: MyBestDocs.com

4. © 2004 R. E. Barry 4 Transacting e- Business (including e-Government) Is ARM Being Passed By? ARM: Archives & Records Management Archivists & Records Managers ARM means integration of A & RMwhere there are archives, they cant operate without each other Private sector increasingly establishing archives

5. © 2004 R. E. Barry 5 Whats happening Canadian IT Spending: Spending by businesses, governments will grow 3% in 2004; (computers,7%; networks 8%) Spending generally comparable to US, but lags by 6-9 months Canada's governments should grow more rapidly than private sector Forrester Research, April 17, 2004

6. © 2004 R. E. Barry 6 Whats happening? Venerable book-form sources now electronic Newspaper online readership up More than 500,000 people downloaded Stephen Kings digital novella Riding the Bullet; 40,000 of The Plant in first week. Then… By 2005: knowledge will double daily e-books and e-periodicals annual sales will reach about $1 billion Email messages will rise to over 9 trillion annually

7. © 2004 R. E. Barry 7 Whats happening? e-Business e-Government e-Commerce e-Tailing e-Tainment e-Learning e-Docs e-Records = e-Volution e-Gads!!!

8. © 2004 R. E. Barry 8 What do people think? Barry Associates Report on Survey of Society & Archives (2003) www.mybestdocs.com Recent Papers Barry Associates Survey of So. Carolina IT Directors Association (2001) Cohasset/ARMA/AIIM Electronic Records Management Survey: A Call to Action (2003) www.merresource.com/whitepapers/survey.htm

9. © 2004 R. E. Barry 9 Barry Associates Survey of Society & Archives Web-based survey,November 2002 8 international archives and records management Internet discussion lists invited 671 participants All regions of the world, mainly N. America, Australia, Europe

10. © 2004 R. E. Barry 10 Findings Society values records mainly for genealogical, historical, cultural and secondary information and research content (ranked 1, 2, and 3 respectively) Much less for the loftier values ascribed by professionals as important to civil society: protection of human rights Creating, maintaining public confidence in government enabling government by the rule of law promoting democracy through accountability

11. © 2004 R. E. Barry 11 Findings There is a significant gap between societys understandings of the changing demands on archives/records centers and the reality of current demands Main remedies for improving society's perceptions: those involving the ARM community doing more advocating, speaking out, much less doing "market research, listening, learning about perceptions and needs of society or improving direct public access to records or other services

12. © 2004 R. E. Barry 12 Findings Leaders of national, state/provincial, and local archives and professional associations, and those making major use of records in their professions (journalists, auditors, lawyers, etc.) are seen as having the greatest leverage and potential to help make positive contributions in changing societys perceptions These same groups also seen as the ones needing to do most to fulfill their potential Heads of departments producing records seen as generally lacking in understanding, support

13. © 2004 R. E. Barry 13 The Good News Several Good News Stories highlight innovative approaches to outreach build public understanding of records and recordkeeping and can contribute to improved public expectations, policy formulation and legislation, and better use of records

14. © 2004 R. E. Barry 14 Informal Web Survey of IT Directors Association 23 Chief Information Officers (CIOs), Chief Technology Officers (CTOs), IT Directors of South Carolina State Agencies Results presented at SC IT Directors Association (SCITDA) Annual Conference 9/10/2001

15. © 2004 R. E. Barry 15 Key Questions 1.What main concerns face your ITD? 2.How would you characterize your group in terms of its balance in priorities/resources between IM (e.g., data admin, info architect, ontologies/directories, metadata, CM) and IT (e.g., computer s/w, h/w acquisition, installation, maintenance & technical/user support? 3.What is your organization responsible for? (IT, IM, ARM, etc.) 4.What major systems has your organization implemented

16. © 2004 R. E. Barry 16 Q1: Major Concerns What main concerns face your ITD? 1=not at all/minor2=somewhat3=Major Other: Continuing operations under current Legislative Budget Priorities n = 23

17. © 2004 R. E. Barry 17 Q2: Balance IM v IT 52.2% 17.4 % 30.4% n = 23

18. © 2004 R. E. Barry 18 Q3: Responsible For: n = 23

19. © 2004 R. E. Barry 19 Q4: Major Systems Implemented n = 23

20. © 2004 R. E. Barry 20 Groups With/Without Responsibility for Recordkeeping 30% 70% Is ER a main concerns? 1=not at all/minor 2=somewhat 3=Major Is your organization responsible for records management? n = 23

21. © 2004 R. E. Barry 21 Findings E-recs tied 2 nd place among concerns Nearly all operating websites & intranets; few had EDMS, ERP systems or EDMS+ (EDMS + ARM) About 90% responsible for IM, 70% RM and ~½ for web content Yet, almost none had electronic recordkeeping systems Directors with RM responsibility for RM saw e-recs as major issue Directors without RM responsibility saw e-recs as minor or no issue

22. © 2004 R. E. Barry 22 Cohasset/ARMA/AIIM ERM Survey Selected findings: 71% of IS/IT organizations are responsible for the day-to-day management of electronic records. 41% of respondents stated that electronic records were not included in their organizations current records management program 47% of the organizations represented do not include electronic records in their retention schedules 70% do not have a records migration plan in place www.merresource.com/whitepapers/survey.ht m

23. © 2004 R. E. Barry 23 Theory v Implementation Theory Recordkeeping models Standards Reality: few enterprise ER solutions: 1.Email records 2.Enterprise-to-enterprise (E2E) intranets 3.Business-to-business (B2B) extranets 4.Business-to-customer (B2C) WWW sites 5.Enterprise Planning Systems (ERPs)

24. © 2004 R. E. Barry 24 If this were a game…

25. © 2004 R. E. Barry 25 Scoreboard Trendy IT: 5 ARM: 0

26. © 2004 R. E. Barry 26 Will ARM get passed by? Is it getting passed by now?

27. © 2004 R. E. Barry 27 The answer surely is yes for : Recordkeeping in organizations that fail to distinguish between record- making & recordkeeping technologies Records managers who dont acquire, maintain education, right skills Managers of ARM units if they dont communicate well with own management make alliances with IT, Information Management (IM), Legal, Audit, Facilities make persuasive business case for ARM make the tough staffing decisions

28. © 2004 R. E. Barry 28 Records & Info Mgt Leadership 1.Optimal personal characteristics 2.Personal perspective and distance 3.Heartfelt commitment to program, work 4.Good judge of character 5.Ability to inspire change 6.Willingness to partner with customers 7.Ability to prepare for future you cannot predict 8.Ability to grow the program 9.Analytical skills 10.Ability to motivate Leading Information Programs: New Insights for Success, by Bruce Dearstyne, Information Management Journal, ARMA International,Oct 2003 Do our managers of ARM units possess these qualities?

29. © 2004 R. E. Barry 29 The answer surely is yes for: Professional associations that build organizational, professional firewalls speak only to themselves continue to operate below the radar screen Organizations that Fail to understand, act upon, relationships, opportunities among DM, KM, CM, ARM Limit electronic records capture to specialized DM systems & RMAs to the exclusion of embedded systems ARM functions that are or may become automated Filing, retrieval, copying,storage management

30. © 2004 R. E. Barry 30 What roles will be available to archivists and records administrators? We cannot know exactly what your jobs will be like in ten years, but one thing is certain: your job is not to be a more sophisticated computer. Most of today management practices and theory are at a loss to cope with multiple emerging worlds of relationships and action. They need your help. [Emphasis supplied.] Source: Organizational Change and the Role of the Archivist, by Chauncey Bell Senior Vice President, Business Design Associates, Inc., May 1st, 1998, California Archivists Assn, in Guest Authors Section of www.mybestdocs.com

31. © 2004 R. E. Barry 31 Work Process Analysis draft standard of July 2002 As computer applications become more sophisticated, there exists the possibility of automating … recordkeeping processes…Work process analysis from a recordkeeping perspective is essential for developing such an automated application. [Emphasis supplied.] --Source: www.standards.com.au

32. © 2004 R. E. Barry 32 What might those automated tasks be? Clue: Consider what functions have been automated where electronic recordkeeping systems have been implemented already? Many filing, retrieval, storage management, copying task Analyze recordkeeping work processes Research possibilities

33. © 2004 R. E. Barry 33 The Maybes have it depending on… How quickly organizations embrace wireless, voice mail (vmail), instant messaging (IM) and other trend-setting technologies How quickly system developers provide recordkeeping solutions for emerging technologies If ARM professionals make their case to the public now If the understanding of the public and other professions image of records management improves and demands some of the changes

34. © 2004 R. E. Barry 34 The Nays Have it: ARM is not getting passed by for: records managers who obtain, maintain formal, continuing education organizations that see recordkeeping not as an independent, parallel function functions better served by human intellectpolicy making, appraisal, ARM risk management, promoting use of ARM assets, outreach, IM roles: information strategy & architecture if trustworthy recordkeeping becomes a ubiquitous commodity

35. © 2004 R. E. Barry 35 Keeping ARM from getting passed by Promote business case Develop greater support in public and other professions Keep tuning educational programs Invest in research into future roles of the profession Speak before other professional associations and invite them to speak in ARM venues Carry out more outreach by ARM leaders, educators

36. © 2004 R. E. Barry 36 Keeping ARM from getting passed by Take greater ownership of ARM image Emulate good news stories

37. © 2004 R. E. Barry 37 FAIT Canada Story My customers…don't care whether it comes from records, the web, CDs, discrete databases, or a phone call. They want a way to find knowledge when they want it. Diane E. Crouse, FAIT, Deputy Director, Information Sources Developed metadata server for HQ & mission staff to search across combined collections Promoted records index searches on particular topics to find subject experts

38. © 2004 R. E. Barry38 Vermont State Archivist Archival research service for Legislative leaders/bodies House Government Operations legislative history Quick historical capsules on hot legislative topics Continuing Issues records With KM, records are no longer just old stuff. This work builds legislative allies.– Gregory Sanford http://vermont-archives.org/governance/govern.htm Archival Aerobics: Jogging the Institutional Memory www/mybestdocs, Guest Authors Section

39. © 2004 R. E. Barry 39 Bain & Co., Inc. Business Problem: Inability to learn from > 60% of work products: PowerPoint presentations KM Application Areas: Chris Bednar, CRM, Bain Records Manager, chris.bednar@bain.com took Knowledge Management leadership Deep indexing of client presentations User-accessible database: cases, clients, people, case summaries, case insights, training materials, selling tools/examples, links to past presentations Effective Ways to Capture Knowledge, by Chris Bednar, KM Review, Mar/Apr 1999 www.bain.com/bainweb/PDFs/cms/Marketing/ effectivewaystocaptureknowledge.pdf

40. © 2004 R. E. Barry 40 New South Wales State Archivist David Roberts Commissioned research into attitudes of 400 chief executives of NSW public sector bodies to records, recordkeeping and records management, including perceptions of State Records Led inauguration of trendy Vital Signs non-technical, non- theoretical magazine aimed at local heritage groups and public www.records.nsw.gov.au/publications/ vs/vs3.htm

41. © 2004 R. E. Barry 41 Other Good News Stories City of Montreal Lachine Canal Project Reykjavik Municipal Archives: Municipal Survey New England Archivists Association (US): Archives on the Road Smithsonian Institution Archives/Canadian Embassy Exhibit Report on the Society and Archives Survey, Section 4 and Annex B, www.mybestdocs.com Recent Papers

42. © 2004 R. E. Barry 42 What can individuals do to ensure ARM doesnt get passed by? What have you done for yourself today?

43. © 2004 R. E. Barry 43 THE LAST WAVE* Who ARE you? Who are YOU? …and what do you want to be? *1977 Australian film directed by Peter Weir about a Young aborigine who is murdered. A Sydney lawyer (Richard Chamberlain) defends the accused men to save them from tribal retribution. But the accused wont speak. Finally the attorney asks, Who ARE you? One of accused replies Who are YOU?

44. © 2004 R. E. Barry 44 Discussion