Understanding Data and Information Systems for Recordkeeping

Citation

Keary, M. (2010), "Understanding Data and Information Systems for Recordkeeping", Library Hi Tech, Vol. 28 No. 1, pp. 177-178. https://doi.org/10.1108/07378831011026797

The way that institutions organise and store data and information for retrieval are perennial problems, particularly with the use of new technologies that are constantly changing. How to keep abreast is a major challenge. This comprehensive guide reminds us of the various stages followed in modern day recordkeeping.

Although the book is targeted at archives and records management professionals, it should also appeal to a wider audience. All those who want to discover how technology has been used in the development of recordkeeping can expect a useful survey of the following information systems: transaction processing systems (TPS), enterprise document management and content management systems, decision support systems and data warehouses, email management systems.

First, the author takes us back to the development of digital information systems since the Second World War to illustrate how the changing face of recordkeeping and automation caused a revolution in archives and records management. Professionals had to acquire specific knowledge to assist their work so as to understand the design features and functionality of commonly used information systems, and to be able to define functional requirements for systems in use. Thus recordkeeping systems required a particular type of understanding, as did the application of metadata strategy.

Another important introduction was that of conceptual models and documentary evidence, key to the development of information management systems and the structure of relational databases. The focus then changed to document management systems, and Denton assesses DM/RM applications, and their capture of records from a variety of applications. Decision Support Systems were the next trend from which grew Data Marts and Data Warehouses that share similar characteristics.

Chapter 6 looks at the emergence of e‐mail management and strategies required for its recordkeeping functionality, since it is a key target in litigation and the subject of many new regulations and laws. ERM Compliance with its laws, regulations and best practices are described, while specific laws, acts and regulations that apply in the UK, USA and internationally are reviewed. Some risk management strategies are also discussed.

In conclusion, the author looks at the future of electronic record keeping, and in particular, shows how programmes for managing records are improving due to new regulations, court cases and technology solutions. As a result, recordkeeping functionality is being integrated into most electronic information systems.

To summarise, this is a very readable book that presents a structured approach to understanding the most common information systems, and for applying recordkeeping principles using a range of technology resources. It should help record managers to appreciate how they fit into the bigger organisational picture, since information and record keeping environments are affected by legal and regulatory concerns. Digital systems that are part of an organisation's mission, and one of its critical activities, have a key role in supporting this work.