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RECMGMT-L  December 2000

RECMGMT-L December 2000

Subject:

Records as evidence and/or cultural memory

From:

Richard Cox <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Tue, 5 Dec 2000 14:07:28 -0500

Content-Type:

TEXT/PLAIN

Parts/Attachments:

Parts/Attachments

TEXT/PLAIN (89 lines)

David Gaynon recently wrote, "The dichotomy recently referenced in a
posting by Adrian Cunningham and Ann Pedersen is one that is common (at
least in the United States) between archivists and records
managers.  Proponents of one view is grounded in an obligation to future
generations while advocates of the other view are steeped in notions of
fiduciary duty."  Gaynon adds a related item when he writes, "However,
there is a second dichotomy or disconnect that I believe holds much
greater significance for those of us who labor in the information services
field (archivists, librarians, records managers, etc.).  Our literature
goes to great lengths on the need to better address the impact of the
electronic information revolution in order to meet our professional
objectives.  This same concern is found just a little bit in the IT
literature and not at all in the management literature."  Gaynon then
poses his main concern: "I believe we need
to expand our dialog with members of IT and management to better
understand why they by and large do not believe our issues to be
critical.  Are our weaknesses in our basic assumptions or only in our
communications skills?"

What we might be witnessing is really a standard problem with disciplines,
even ones like archivists and records managers who suggest that the
foundation of their knowledge is interdisciplinary, in that records
professionals tend to look inwardly for solutions and do not take
advantage of opportunities to communicate concerns like ERM in a broader
fashion.

In my "Searching for Authority: Archivists and Electronic Records in the
New World  At the Fin-de-Siecle," First Monday (January 2000), available
at http://www.firstmonday.dk/issues/issue5_1/cox/index.html, I tried to
address this matter, and I wrote in part:
"From 1990 until the present North American archival journals published
regularly on ERM topics: the American Archivist published 34 articles
dealing with some aspect of ERM, followed by Archivaria with 18,
Midwestern Archivist/Archival Issues with 8, and Provenance with only
one. These articles covered a wide range of ERM issues, including the use
of standards, research, technological implications, theory, legal cases,
education and case studies. These essays reveal much about the attitudes
of archivists toward ERM, most notably that archivists are still looking
inwardly, as if they are operating in a closed system, for solutions for
ERM. The complaint that the supposed "supporters of a new paradigm" for
ERM "cite themselves and each other" is simply not true - in fact, this is
a characteristic of most of the archival literature with the exception
that many of the "new paradigm" writers display a wider range of sources
than others. The inward aspect is particularly noteworthy as a number of
the articles represent debates about how ERM is perceived within the
archives field, a legitimate but certainly telling characteristic of the
literature."
"The 61 articles cite 1,170 sources. The disciplinary range of these
citations reflects that archivists are still looking primarily to
themselves for solutions to ERM despite the fact that the nature of
electronic records and information systems involve software engineers,
information scientists, information policy administrators and legal and
administrative specialists as well as archivists and other records
professionals. More than half of the citations are to publications and
other reports written by archivists, whereas only a quarter of the
citations are from the library and information science (encompassing
computer science and information technology standards) fields. While this
may appear promising, the fact remains that discussions continue to be
dominated by archivists rather than reflecting disciplinary partnerships
or multi- or inter-disciplinary patterns. The virtual non-existence of
citations to the emerging scholarship on records and record-keeping
systems written by historians, anthropologists, social scientists and
others is troubling."
However, there may be something else afoot.  A continuing barrage of
articles about concerns like accountability, privacy, security, long-term
maintenance, access, and other issues regarding electronic and other
records will bring corporate and other institutional managers and leaders
to recognizing the importance of records.  This is the power of the
concept of records warrant.  The question may be who they turn to for help
with managing such records; in other words, the point may be whether
archivists and records managers have squandered too many opportunities to
communicate, demonstrate success, and take leadership in these and other
records management issues.

This is also a theme of my forthcoming book, MANAGING RECORDS AS EVIDENCE
AND INFORMATION, due out from Quorum Books next month.  A description is
available at http://info.greenwood.com/books/1567202/1567202314.html.


Richard J. Cox
Professor
Department of Library and Information Sciences
School of Information Sciences
University of Pittsburgh
Pittsburgh, PA 15260
Voice:  412-624-3245
FAX:    412-648-7001
e-mail: [log in to unmask]
homepage: http://www.lis.pitt.edu/~rjc

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