Conference Notes

“Advancing Strategies for 21st Century Record Keeping” (Grant Margison, Information Leadership)

Grant Margison from Information Leadership is talking about Advancing Strategies for 21st Century Record Keeping.

Agenda:
– tactics to get results in record keeping
– sacred cows from 20th century
– what to do in the 21st century

Three types of ideas … current ideas, conflicting ideas, and emerging ideas

Current Ideas
We all agree on:
– there is more information … higher volumes
– new types of information … Twitter, blogs
– compliance scrutiny
– appetite for alternatives to EDRMS

What’s scarce:
– record keeping skills
– budgets for OPEX

What’s diving:
– budgets for CAPEX
– user patience for poor information design
– appetite for EDRMS

How are we doing as a country with record keeping?
– there are exemplars at the top … but only a small portion. Most are Bs, Cs, Ds and Es.
– why? Most stuck with Outlook, file shares and paper
– … EDRMS “silver bullet” don’t work
– … can see records in line of business applications
– … adoption is the primary issue (but if that’s the case … then why is this not measured and tracked?)

Some reasons:
– if we have the answers … we still don’t have the triggers to pull to increase adoption

Gridlocked Ideas
(1) what standard for record keeping? High standards vs Good enough
(2) how do we get improvement? Tell them to do it vs Sell it / influence it
(3) what’s the role of record keepers? Hands-on facilitation vs Doing the work
(4) what systems are legitimate? What we have vs SharePoint or Open source
(5) what do we actually have to do? Lots of confusion around this. Is it about PRA, standards, the audit … or something else? See the IL quiz.

Emerging Ideas
– less emphasis on record keeping as a brand … and more on making it a by-product
– the rise and fall of various technologies, see Sarah’s presentation
– SharePoint is becoming a big thing … will be part of the future for many organizations. Signals a different way of working. Have been successes and failures … the latter due to lack of IM design and change management

Changes in Thinking
– from only thinking about capability … to now thinking about capability and adoption. Two paths to getting to the green zone.
– how do we get widespread behavior change? Yes … health and safety (but it’s taken a long time)
– a change from “nouns” (record systems) to “verbs” (record keeping)
– foundation (policy) … to capability (have procedures) … to adoption (use it).
– … challenge … need to put 50% of the effort into the adoption piece
– … this is called the “rule of 3 steps”

– another example … foundation (have taxonomy) … capability (has been rendered) … to adoption (team uses it)
– … have to deal with people one at a time … have to win people over one-by-one

– triage of RISK vs VALUE on what we should focus on
– … eg, important records vs high risk of loss … focus on the red zones
– … helps you to prioritize where to focus your effort
– … impacts the choice for … mix of systems, policy and procedures, training, measures, taxonomy / metadata, floorwalking

– When combine the rule of 3 steps with risk / value triage … you get the business results that you need.

What if you are the only person doing record keeping?
– what can you do … as an individual to make it work?

The Change Challenge
– from “telling” to “selling”
– from “back room best practice” to “cubicle land real practice”
– from “adoption not our job” to “measure – prioritize – options – act”
– from “you have the best system” to “useful and useable”

Final thought: there is a huge need for information professionals in New Zealand today.

Questions and Answers
Q. Do you have the situation where senior managers say “triage is a nice concept”, but “we have to do all now”?
A. If that happens, say “you can’t do it all right now, unless you increase the resourcing level. Which way do you want to go?”

Q. What happens if senior management doesn’t support this?
A. Have to “get into their head” and work out what’s important to them. The other tactic … trust and credibility … start beavering away. Or go and play with those who want to play.

More Information
More on the conference: see #bs7im on Twitter

Categories: Conference Notes