Record Keeping in a Hybrid Environment: Managing the Creation, Use, Preservation and Disposal of Unpublished Information Objects in Context

Citation

Hare, C. (2007), "Record Keeping in a Hybrid Environment: Managing the Creation, Use, Preservation and Disposal of Unpublished Information Objects in Context", Records Management Journal, Vol. 17 No. 2. https://doi.org/10.1108/rmj.2007.28117bae.003

Record Keeping in a Hybrid Environment: Managing the Creation, Use, Preservation and Disposal of Unpublished Information Objects in Context

Edited by A. Tough and M. MossChandos Publishing2006ISBN 1 84334 142 5 (paperback); 1 84334 186 7 (hardback)£39.95 (£57.00 hardback)Keywords: Hybrid libraries, Records management, Digital librariesReview DOI: 10.1108/09565690710757931

This recent publication from the Chandos Information Professional Series is a collection of ten essays, nine of which are written by people with links to either the Humanities Advanced Technology and Information Institute of Glasgow University or Glasgow University Archives Services or both. The technology, archives and public sector focus are strongly apparent in the coverage, content and perspective with chapters, among others, on:

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  implementing an EDRMS;

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  security and the digital environment;

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  digital preservation;

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  archival appraisal for business archives collections;

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  archival digitization; and

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  the function of the archive.

The book is aimed at people responsible for record keeping, defined in the initial chapter as embracing both archives and records management, especially mid career professionals and intended to update them on latest developments in theory and practice. The subtitle is of interest given that it adopts the paraphrase of “unpublished information objects in context” rather than speaking of records, but unfortunately there is no discussion of this choice of term and there is little coverage of the creation stage.

The editors acknowledge that it was not feasible to circulate all of the draft chapters to all of the contributors and there are minimal links between the various contributions. Having read the book from cover to cover I believe that an opportunity was missed either to have the introductory or concluding chapter as a road map or summary respectively. However, the individual chapters are self-contained although there is overlap between the chapters on security and the digital domain and on risk management. It was interesting to note that the topic of risk featured in every chapter except Chapter 9.

The chapters vary in quality and do not all systematically address the hybrid issues. The initial chapter by Alistair Tough, entitled “Records and transition to the digital”, is wide-ranging examining models, tools, methodologies and standards for record keeping. He highlights a significant gap in existing models in that they begin with the creation stage rather than the system design stage that needs to be the beginning for managing electronic records effectively and efficiently. Unfortunately it ends very abruptly and may be frustrating for some readers as the example of a business classification methodology chosen i.e. Keyword AAA is not freely available and may therefore not be readily available for the reader to explore in more detail. The chapter by Azman Mat-Isa starts well identifying both the importance of the availability of records for effective risk management and the need for records of the risk management process but then rather loses its way. In the chapter by Claire Johnson and Moira Rankin, which addresses the implications for records professionals of changes in the regulatory environment, some interesting points are raised and it is useful to have the summaries of relevant legislation. The authors are very dismissive of, and in fact misrepresent, the current provision of training for archivists and records managers in the UK making reference only to the new University of Glasgow MSc course. I was also surprised to see no mention of the DLM Forum in the appendix of professional associations and lobby groups.

The best two chapters are those by James Currall on security and by Seamus Ross on digital preservation. James Currall addresses hybrid issues, is authoritative and clear and provides a very good analysis of technical threats and risks. Seamus Ross’s chapter lives up to its title of providing a holistic approach to digital preservation. Drawing on his many years of experience in the field he provides a fascinating and very honest chapter about challenges, including a very interesting exploration of what constitutes an original digital object combined with practical scaleable checklists and guidelines.

Despite its shortcomings, some of which might have been overcome by tighter editorial direction and control, this book has some interesting and valuable chapters but is certainly not enough in itself to meet updating needs, in particular for records managers.

Catherine Hare Formerly United Nations, New York, New York, USA