Competency C

Understand the evolution of information recordkeeping systems in response to technological change.

Long gone are the days where an information recordkeeping system were kept in drawers, on shelves, and singularly as a paper format. Long gone are the days of actively keeping information on floppy disks; current are the times of keeping hard drive organization under control. Current are the times of securing information because the potential for information to be compromised are the biggest external threat to an organization’s records by way of proportional volume (i.e. any given organization is likelier and likelier to have more digital-born records than records born in any other physical format).

Volume and ease in management are the top contributing factors to the evolution of information recordkeeping systems. According to Robert Smallwood, “Estimates and projections vary, but it has been stated that 90 percent of the data existing worldwide today was created in the last two years and that every two days more information is generated than was from the dawn of civilization until 2003” (2014, 3). The recordkeeping system (and those developing and using them) has an obligation to be efficient, easy to use, and protected from threats and disasters. If that statistic is remotely close to being true, then the unorganized record has as much potential to become lost and unable to be retrieved in a timely manner (i.e. unusable) as a destroyed record. With that obligation to have an information recordkeeping system that is, at the very least, capable, comes innovation.

Technology such as the cloud has the best of intentions with the expansion of accessibility while at the same time, the need to protect information that could be compromising for a variety of reasons. As stated by Choi, Hayword, Forkney, and Griffin, “effective information security cannot be independent of the other aspects of information management, but has to incorporate all aspects as a whole” (2014). Just as information management systems before it, there needs to be capability for organization that accurately reflects how the records are stored, plans for preservation or replication if possible, and plans to prevent threats and disasters, but the evolution of the information management system is that it now it can (and needs to) do all of that for exponentially more information in existence.

 

Evidence for Submission 

Wardenclyffe Historical Collection: Storage Design Plan – Records Access, Storage, and Retrieval (MARA 211)

This storage design plan of a hypothetical repository for the records of the infamous scientist Nikola Tesla takes into consideration the standards, measurements, and costs of keeping those records. This is the design for the physical environment in which an information recordkeeping system would flourish, including the built-in plans to digitize the entire physical collection, while planning the factors that allow the means to do so. This identifies the importance of selecting the right information recordkeeping system to host the collection in all its formats, as well as shows how a storage design plan would account for how many records it would be able to hold (the precursor for taking action on the functions of information management).
Electronic Records Management System Plan for MediGoGo – Electronic Recordkeeping Systems and Issues in Electronic Recordkeeping (MARA 249)

As this ERMS system plan begins, “The implementation of an electronic records management system (referred from here as an ERMS) is a must-have for pharmaceutical companies of a multinational, multi-branch composition. It provides the organization, security, and assurance of information for both corporation and consumer, while strengthening the processes in which the corporation is functioning”. It defines the basic necessities for the information management system that MediGoGo should have, which includes the consideration of an organization-wide system that can be accessed by all employees with the clearance to do so, and purchasing a system that would enable ease in the transfer of information from the old system, while not becoming susceptible to being considered “obsolete” in less time than it would be for the organization to afford the next ERMS.
The Government as Social Butterfly: Information Governance Strategy Presentation – Information Governance (MARA 284)

This Powerpoint presentation discusses the functionalities of e-government and the strategies being implemented behind evolving information-communication technologies, which is effectually inclusive of information management systems. This places the e-government concept into a position to implement e-governance strategies, which, when quoting Gianlaca Miascura in the presentation, is defined as “knowledge creation and management practice, and therefore a learning type of dynamics, involving internal forces of organizations…with a diversified array of necessary knowledge to be triggered and enhanced”(2009), and comes across as one of the ways to approach information management systems in the face of evolving technologies.

 

What was learned and how it will be applied

The information recordkeeping system has been in a perpetual state of change since the introduction of data entry technologies to records and information managers. As the definitions and parameters of records have changed to include more, so has the capabilities of information recordkeeping systems. Records and information managers can do more with these systems because there is more to do. There seems to be more options on the digital plane to organize, preserve, and secure records, but to continue the aforementioned obligation of having a system that does so, it is also an obligation for the records and information manager to familiarize themselves with those various options, because the need to incorporate a system is too great to choose one that doesn’t fit the environment the records are being managed in. This can lead to costly and detrimental errors where information could be lost (or as good as lost). The above selections show an understanding of how the information recordkeeping system, including the interconnected environment that it draws from to work properly, has evolved to reflect technological change, technological change meaning change in the accessibility, functionality, and security of recordkeeping.

 

References

Choi, Y. B., Hayward, A., Forkey, S. J., & Griffin, R. (2014). Information Systems Management in Government: Ongoing Issues and Approaches. Information Systems Management, 3(05).

Smallwood, R. (2014). Information governance: Concepts, strategies, and best practices. Hoboken, NJ: Wiley.

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