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RECMGMT-L  March 2008, Week 2

RECMGMT-L March 2008, Week 2

Subject:

Re: Record Series Question

From:

John James O'Brien <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Sat, 8 Mar 2008 12:21:22 +0700

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (221 lines)

Glad to see Sabourin's work and other responses to this question.
Sabourin's 2002 analysis incorporates several advances that show the
mid-80s influence of British Columbia and the 90s influence of
Australia. It is essentially reflects my own philosophy of
classification scheme design, though we go a bit farther in examining
potential for numbering conventions that are not articulated in the
paper so as to provide options for fitting a scheme to operational
reality--and underpinning both risk & compliance management in the
context of corporate knowledge resource management.

Lee's question is big and touches on fundamentals that are fun
(really!) to explore and debate toward coming to a position in a
project. I think it is a necessary process within projects to enable
stakeholders to move along in a common understanding. On the list,
this is the stuff of going deeper in ways that ground practice. So,
diving in with advance warning--it's a long one.

When working with a team of top notch thinkers in the mid-80s on how
to conceive, design and implement an enterprise-wide RIM program, we
had many, really great debates over things like the implications of
setting retention at this level or that, the advantage of a separate
or integrated retention scheduling practice, the means of
representing the system for enterprise-wide control versus a simpler
representation for front-line users. Later, working with several
major programs, we had to consider numbering schemes that could
retain integrity despite unpredictable mergers, dissolutions, etc.
This is serious RM. In my view, it also grounds taking RIM into the
executive suite and offers opportunity to transform the vision of RIM
from administrative nuisance and compliance headache to management of
a critical resource that grounds corporate thinking, decision making,
etc.

Ginny's example suggests that a breakdown based on organisational
structure can work. Many organisations have such a structure and in
my experience that works best where the organisation is itself
structured along functional lines--even better if the divisional
names reinforce their function. It would be interesting to know if
the Public Utilities' divisional structure reflects an essential
functional split, or more about how the necessary relationship
between record value and purpose is addressed in scheduling.

Larry's post on the importance of language and meaning, focuses on a
critical issue. Terms like "big bucket" and even "schedule" are
interpreted very differently by various practitioners in various
contexts. "In active" does not actually mean inactive in most
jurisdictions that use the term, semi-active may better describe
activity and has been adopted by some jurisdictions and there,
inactive means "no activity" and suitable for a decision final
disposition. Certain "subject-based" classification schemes are
not. As Lee suggests, some are hybrids (as in the system for the
British Columbia government I was privileged to be a part of
designing many years back). That scheme broke ground in integrating
the retention schedule, and the "buckets" differed for classification
versus semi-active retention/disposal/archival retention. For
example, 7 retention bands for reasons not related to information
value, but aggregating defined periods for efficiency in operation of
an outsourced records centre service; classification structure
limited to two (visible) levels with positive effect in getting buy
(looks so simple!) but less positive effects in requiring a great
number of primary headings to achieve the necessary segregation of
series (lesson: simple isn't necessarily so; a good RIM program
should be able to handle complexity without sacrificing
practicality). Even the term "hybrid" is used in various ways.
Typically, it means a media-mix, not a mix of structural elements in
scheme design. Nonetheless, mixing structural elements can work and
is not new.

As Pilar notes, there is more than one way and consistency is key. A
critical factor is to develop a very clear view of what the program
is to achieve, and how, and whether the program is limited to
compliance and retention or to knowledge building (which requires
additional metadata). The degree to which systems evolve and are
effective has a lot to do with surrounding processes and cultures.
The use of technologies should enable--not drive the solution--and
the selection of tools that are compliant with various standards
needs vetting against management's understanding of what that means.
(Application of system functionality results from configuration and
customization--entirely a result of the RIM program's decisions
points--or that functionality will be wasted or will be activated
without understanding of the implications, limiting value and posible
causing problems).

How the system is presented to various user groups is another thing
altogether. Complexity in IM is inevitable. Complexity does NOT have
to be complicated. It does have to be engaged--or something gets
missed. User groups all have different needs and the communication
strategy should articulate who needs to know what and why so that the
system and its various aspects can be presented when needed to
support users' needs. In my (strongly held) view, systems that do
not work for people, do not work. Systems designed for one user
group at the expense of another will result in the latter group
creating independent solutions - entirely predictable causes of
ultimate failure. If one cannot afford to engage all relevant
stakeholders effectively, it is better (IMO) to carve out a scope and
be very clear that the result is limited.

The questions relate to the challenge of arranging metadata for
defined purposes. Sometimes merely suggesting that metadata be
captured is enough to scare users--never mind that the actual meta
data required is not yet identified so the assumed impact on workload
is entirely speculative. In some regions, existing processes are
more burdensome that capturing new metadata (an advantage of not
being at the leading edge). This can vary within one organization.
Much metadata exists without user effort as a byproduct of work--but
the metadata and its value for defined purpose has to be mapped to
the desired functionality (whether manual or electronic). The
complexity necessary to capture relationship across several distinct
for interdependent workflows can be presented in a simple checklist--
some users like that. A spiderweb sort of map of the
interrelationships is not needed to support the work of the CEO, or
the line worker. (But it can have real value in showing a CEO that
there is more to RIM than s/he thought.)

A mapping exercise--the process--has great importance for the
individual who has to develop--and defend--decisions on what
information exists, when and in what media at what cost. It also can
inform processes that reveal worker experience being developed
through work-streams with potential for capacity building and
matching competencies to emerging needs. Such a map is also
valuable, I would argue, for archival decision making because today,
limiting appraisal to post-event, retroactive analysis of accessions
does a disservice to the organization (ok, minor rant not to be
developed here ;-) It is the process that provides broad benefit.
As in gaining the CRM, it is the journey that is transformational.
RIM is all about transformation.

In this way, RIM becomes becomes relevant in ways that surprise.
Such considerations were instrumental being able to take a 12 person
box storage buried under ground level (in space that was flooded,
workers gassed by pipes feeding the BBQ for execs upstairs and which
later became criminal holding cells when I moved my team out to
space built-to-suit) and transform that into a 30+ program
recognized as direct support to Executive--as well as serving almost
500 offices with the most comprehensive RIM program in a geographical
area the size of France and Germany combined (ok, make that
California, Oregon and Washington State ;-) This program proactively
analysed cost implications (savings of 4.2 million in one budget
alone and garnering a 300% improvement of funding for work across the
entire government necessitated by new FOI legislation). An RIM
program can be (should be?) a vital contributor to strategy and
outcome achievement--not limited to repository management. We're
always happy to support the latter goal, but are just plain thrilled
when the full potential of RIM can be enabled. It is so rare.

So, knowing what you want the program to do is the big piece.
Clarity in program leadership and in articulating where the program
is going is critical. All else flows from that. It is worth
spending whatever time is necessary to decide what role RIM will play
in the organisation.

Sometimes, pragmatic decisions compromise the idea. It is helpful to
remember that nothing is perfect...look at the "patches" that are
essentially workarounds for system flaws. The key is to have enough
knowledge about the context and variables to make good decisions--how
and why any compromises should be made, and a strategy to overcome
the effect of pragmatic decisions.

Re duplication, again language and meaning are critical. For example,
a multi-part form is a legitimate record and why each part may a
legitimately different retention period based on the function/work
flow it serves (in both hard copy and electronic media). Is that
duplication? At the design level, is it duplication to have a slot
for contracts in all relevant business functions/flows? Is it
duplication to have a central collection of records to support a
financial function and dispersed accounting records in remote
locations? There are options around all such questions.
Identification of the "office of record" versus offices subject to
process audit is only one approach to transforming what some see as a
duplication into a series that reflects a well defined, easily
comprehensible purpose. Purpose is key. If you have duplicate
purposes and work flows replicating what is done elsewhere--then you
have an opportunity to deliver a corporate benefit in revealing that
and reducing duplication. If you have similar or identical content
used in multiple workflows for different purposes, then you do not
have duplication, you have a well defined picture of how your
information resources are used (and are less likely to screw things
up should someone come along ans say, "that record's over in office
X, lets eliminate the duplication"). Out of context conclusions are
dangerous and the stuff of many errors made with good intent.

I'm going on too long, and I hope the response is helpful.

Lee, you are not over-thinking. it is this kind of thinking and
exploring that needs to be built into your program, IMHO, because
many of the conclusions made require an understanding beyond the
obvious among various stakeholder groups. Important to do your own
stuff, but not to forget that the process that results in your own
clarity may be a journey that others need to go on. Learned that one
the hard way! Some very capable people get left behind (maybe even
become opponents) if the process of change isn't managed to enable
the result that you intend.

Look forward to others' thoughts and views.

John James O'Brien, BA, CRM, MALT
[log in to unmask]

Partner & Managing Director
IRM Strategies
Hong Kong: +852 3101 7359
Bangkok: +66 2 207 2530
www.irmstrategies.com

Associate Partner, S4K Research
Stockholm www.s4k.com
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