electronic records agenda project 1991 · pdf fileelectronic records agenda project 1991...

ELECTRONIC RECORDS AGENDA PROJECT 1991 RESEARCH ISSUES AND RELATED

REFERENCES

NATIONAL HISTORICAL PUBLICATIONS AND RECORDS COMMISSION

GRANT 2002-024

June 2003

State Archives Department Minnesota Historical Society

NHPRC Electronic Records Agenda

Table of Contents Introduction 1 1. What functions and data are required to manage electronic records in accord with archival requirements? Do data requirements and functions vary for different types of automated applications?

2

2. What are the technological, conceptual, and economic implications of capturing and retaining data, descriptive information, and contextual information in electronic form from a variety of applications?

11

3. How can software-dependent data objects be retained for future use? 12 4. How can data dictionaries, information resource directory systems, and other metadata systems be used to support electronic records management and archival requirements?

25

5. What archival requirements have been addressed in major systems development projects and why?

33

6. What policies best address archival concerns for the identification, retention, preservation, and research use of electronic records?

39

7. What functions and activities should be present in electronic records programs and how should they be evaluated?

49

8. What incentives can contribute to creator and user support for electronic records management concerns?

55

9. What barriers have prevented archivists from developing and implementing archival electronic records programs?

58

10. What do archivists need to know about electronic records? 61 Additional Questions 66


State Archives Department, Minnesota Historical Society 1

NHPRC Electronic Records Agenda 1991 Research Issues and Related References Introduction This document is intended to provide some indication of the diversity of resources that pertain to the ten questions of the National Historical Publications and Records Commission (NHPRC) “Research Issues in Electronic Records,” which were developed in 1991. Many sources span more than one of the ten questions for the following reasons: their subject matter lies at the intersection between questions, they cover more than one question, or the wording of the questions is so general as to be coextensive (i.e. not mutually exclusive). The attempt to place each citation in one and only one place is a helpful exercise, since it reveals places where the questions could possibly benefit from further refinement or elaboration. Considerable work on these issues over the past decade has provided us with a more precise vocabulary for discussing many of them. In addition to not being mutually exclusive, the original ten questions also do not seem exhaustive of the work relevant to electronic records. This document includes five additional questions (labeled A-E), which were not explicitly addressed in the research questions from the 1991 agenda. Although many of the references are to recent work, the list is not intended to represent only the current state of the art. For example, works listed under Question A on “current trends and practices in electronic recordkeeping” include descriptions, claims and findings about recordkeeping at the time they were published.



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http://www.mybestdocs.com/barry-r-soc-arc-surv-report-030129toc.htm Bikson, Tora K., and Erik. J. Frinking. "Preserving the Present: Toward Viable Electronic

Records." The Hague: Sdu Publishers, 1993. Burrows, James H. "Information Technology Standards in a Changing World: The Role of the

Users." Computer Standards and Interfaces 20, no. 4-5 (1999): 323-31. Charlesworth, Andrew. "Legal Issues Relating to the Archiving of Internet Resources in the UK,

EE, USA and Australia: A Study Undertaken for the Jisc and Wellcome Trust." JISC and Wellcome Trust, 25 February 2003. http://www.jisc.ac.uk/uploaded_documents/archiving_legal.pdf

Cox, Richard J. "Searching for Authority: Archivists and Electronic Records in the New World

at the Fin-De-Siécle." First Monday 5, no. 1 (2000). http://www.firstmonday.org/issues/issue5_1/cox/index.html

Digital Millenium Copyright Act (DMCA).

http://www.loc.gov/copyright/legislation/hr2281.pdf Eason, Ken. "Understanding the Organizational Ramifications of Implementing Information

Technology Systems." In Handbook of Human-Computer Interaction, edited by Martin Helander, Thomas K. Landauer and Prasad V. Prabhu, 1475-95. Amsterdam: Elsevier, 1997.

George, Joey F., Suzanne Iacono, and Rob Kling. "Learning in Context: Extensively

Computerized Work Groups as Communities-of-Practice." Accounting, Management and Information Technologies 5, no. 3-4 (1995): 185-202.

Gilliland-Swetland, Luke J. "The Provenance of a Profession: The Permanence of the Public

Archives and Historical Manuscripts Traditions in American History." American Archivist 54 (1991): 160-75.

1 This list includes readings on barriers to information technology development and adoption more generally. Many of the considerations from this literature are relevant to electronic records.



Gladney, Henry M. "Are Intellectual Property Rights a Digital Dilemma? Controversial Topics and International Aspects." iMP Magazine (2000). http://www.cisp.org/imp/february_2000/02_00gladney.htm

Grosso, Andrew. "Why the Digital Millennium Copyright Act Is a Failure of Reason."

Communications of the ACM 45, no. 2 (2002): 19-23. Hofman, Hans. "Recordkeeping in the New E-Conomy." Paper presented at the Records

Management Association of Australia National Convention, Sydney, Australia, 4 December 2000.

Humeston, Helen. "Archives, Optical Disks, and the Copyright Act of 1976." Archival Issues 18,

no. 1 (1993): 15-30. Klein, Katherine J., and Joann Speer Sorra. "The Challenge of Innovation Implementation."

Academy of Management Review 21, no. 4 (1996): 1055-80. Landauer, Thomas K. The Trouble with Computers: Usefulness, Usability, and Productivity.

Cambridge: The MIT Press, 1995. Leonard-Barton, Dorothy. "Experts as Negative Opinion Leaders in the Diffusion of a

Technological Innovation." Journal of Consumer Research 11, no. 4 (1985): 914-26. Levy, Sidney J., and Albert G. Robles. The Image of Archivists: Resource Allocators'

Perceptions. Chicago: Society of American Archivists, 1984. Litman, Jessica. Digital Copyright. Amherst, NY: Prometheus Books, 2001. Oz, Effy, and John J. Sosik. "Why Information Systems Projects Are Abandoned: A Leadership

and Communication Theory and Exploration Study." Journal of Computer Information Systems 41, no. 1 (2000): 66-78.

Patterson, Giovanna, and J. Timothy Sprehe. "Principal Challenges Facing Electronic Records

Management in Federal Agencies Today." Government Information Quarterly 19, no. 3 (2002): 307-15.

Pederson, Ann. "Understanding Ourselves and Others: Australian Archivists and Temperament."

Paper presented at the Australian Society of Archivists Conference 1999. http://www.archivists.org.au/events/conf99/pederson.html

Penn, Ira A. "Records Management: Still Hazy after All These Years." Records Management

Quarterly 27, no. 1 (1993): 3-4, 6-8, 20. Samuelson, Pamela. "Anticircumvention Rules: Threat to Science." Science, 14 September 2001,

2028-31.



Shapiro, Carl, and Hal Varian. Information Rules. Boston: Harvard Business School Press, 1999. Tenner, Edward. Why Things Bite Back: Technology and the Revenge of Unintended

Consequences. New York: Knopf, 1996. Tyre, Marcie J., and Wanda J. Orlikowski. "Windows of Opportunity: Temporal Patterns of

Technological Adaptation in Organizations." Organization Science 5, no. 1 (1994): 98-118.

Walch, Victoria Irons. "Where History Begins: A Report on Historical Records Repositories in

the United States." Council of State Historical Records Coordinators, 1998. http://www.coshrc.org/surveys/HRRS/hrrsdocs.html



10. What do archivists need to know about electronic records? Abell, Angela. "Skills for Knowledge Environments." Information Management Journal 34, no.

3 (2000): 33-38, 40, 41. Bailey, Catherine. "Archival Theory and Electronic Records." Archivaria 29 (1990): 180-96. Bantin, Philip C. "Strategies for Managing Electronic Records: A New Archival Paradigm? An

Affirmation of Our Archival Traditions?" Archival Issues 23, no. 1 (1998): 17-34. Bennett, James C. "Achieving Professional Excellence for a New Century." Information

Management Journal 33, no. 2 (1999): 36-40, 42. Blaha, Michael R., and Ian Benson. "Teaching Database Reverse Engineering." Paper presented

at the Working Conference on Reverse Engineering, Brisbane, Australia, November 23-25 2000.

Brown, Thomas Elton. "A Decade of Development: Educational Programs for Automated

Records and Techniques within the Society of American Archivists." American Archivist 56 (1993): 410-23.

--------. "Myth or Reality: Is There a Generation Gap among Electronic Records Archivists?"

Archivaria 41 (1996): 234-43. Chase, Charles G. "Rim: A Liberal Arts Model." Information Management Journal 35, no. 3

(2001): 10, 12-14, 16, 17. Cook, Michael. "Guidelines on Curriculum Development in Information Technology for

Librarians, Documentalists, and Archivists: A RAMP Study." Paris: UNESCO, 1986. Couture, Carol. "Education and Research in Archival Science: General Tendencies." Archival

Science 1, no. 2 (2001): 157-82. --------. "Today's Students, Tomorrow's Archivists: Present-Day Focus and Development as

Determinants of Archival Science in the Twenty-First Century." Archivaria 42 (1996): 95-104.

Cox, Richard J. "Educating the American Archivist for the Twenty-First Century." Special issue

of Journal of Education for Library and Information Science 34 (1993). --------. "Employing Records Professionals in the Information Age." Information Management

Journal 34, no. 1 (2000): 18-20, 22, 23, 26-28, 30, 32, 33.



--------. The First Generation of Electronic Records Archivists in the United States: A Study in Professionalization. Edited by Lawrence J. McCrank. Vol. 3, Primary Sources and Original Works. New York: Haworth Press, 1994.

--------. "The Roles of Graduate and Continuing Education Programs in Preparing Archivists in

North America for the Information Age." American Archivist 56 (1993): 444-57. Davis, Kathi Hogshead, and Peter H. Aiken. "Data Reverse Engineering: A Historical Survey."

Paper presented at the Working Conference on Reverse Engineering, Brisbane, Australia, November 23-25 2000.

Duff, Wendy M. "Compiling Warrant in Support of Functional Requirements." Bulletin of the

American Society for Information Science 23, no. 5 (1997): 12-13. Eastwood, Terry. "Educating Archivists About Information Technology." American Archivist 56

(1993): 458-66. Educating Archivists and their Constituencies - Minnesota Historical Society.

http://www.mnhs.org/preserve/records/edarchivists.html Education Committee, Association of Canadian Archives. "Guidelines for the Development of

Post-Appointment and Continuing Education and Training Programmes (December 1990)." Archivaria 31 (1990-91): 60-89.

Electronic Resource Preservation and Access Network (ERPANET).

http://www.erpanet.org/ European Training Programme on Electronic Records Management (E-TERM).

http://www.ucl.ac.uk/e-term/ Farnum, Chris. "Information Architecture: Five Things Information Managers Need to Know."

Information Management Journal 36, no. 5 (2002): 33-36, 38-40. Fishbein, Meyer H. "A Model Curriculum for the Education and Training of Archivists in

Automation: A Ramp Study." Paris: UNESCO, 1985. Gilliland-Swetland, Anne J. "Archivy and the Computer: A Citation Analysis of North American

Archival Periodical Literature." Archival Issues 17, no. 2 (1992): 95-112. --------. "From Education to Application and Back: Archival Literature and an Electronic

Records Curriculum." American Archivist 56 (1993): 532-44. --------. "Graduate Archival Education and the Professional Market: Perspectives on Data and

Data Gathering." Archival Issues 23, no. 2 (1998): 91-115.



Ginn, Mary Lea, ed. Rim Industry Competency Requirements: A Baseline for Education. Prairie Village, Kansas: ARMA International, 2000.

"Guidelines for a Graduate Program in Archival Studies." Society of American Archivists, 2002.

http://www.archivists.org/prof-education/ed_guidelines.asp

Hedstrom, Margaret. "Teaching Archivists About Electronic Records and Automated Techniques: A Needs Assessment." American Archivist 56 (1993): 424-33.

Hedstrom, Margaret, Tom Mills, and David J. Olson. "National Association of Government

Archives and Records Administrators." Bulletin of the American Society for Information Science 20, no. 1 (1993): 24-25.

Henry, Linda J. "An Archival Retread in Electronic Records: Acquiring Computer Literacy."

American Archivist 56 (1993): 514-21. "Historians and Archivists: Educating the Next Generation." Bloomington, Indiana: Joint

Committee on Historians and Archivists of the American Historical Association, Organization of American Historians, and Society of American Archivists, 1993. http://www.oah.org/pubs/archivists/historiansandarchivists.pdf

Houle, Cyril Orvin. Continuing Learning in the Professions. 1st ed. San Francisco, CA: Jossey-

Bass Publishers, 1980. Kaplan, Elisabeth, and Jeffrey Mifflin. "'Mind and Sight': Visual Literacy and the Archivist."

Archival Issues 21, no. 2 (1996): 107-27. Kesner, Richard M. "Employing the Case Study Method in the Teaching of Automated Records

and Techniques to Archivists." American Archivist 56 (1993): 522-31. --------. "Teaching Archivists About Information Technology Concepts: A Needs Assessment."

American Archivist 56 (1993): 434-43. --------. "Whither Archivy?: Some Personal Observations Addressed to Those Who Would

Fiddle While Rome Burns." Archivaria 20 (1985): 142-48. Mann, Joan. "It Education's Failure to Deliver Successful Information Systems: Now Is the Time

to Address the It-User Gap." Journal of Information Technology Education 1, no. 4 (2002): 253-67. http://www.jite.org/documents/Vol1/v1n4p253-267.pdf

Myburgh, Susan. "Information Systems and Records Management." Records andInformation

Management Report 15, no. 2 (1999): 1-12. National Forum on Archival Continuing Education (NFACE).

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National Research Council Committee on Information Technology Literacy. Being Fluent with Information Technology. Washington, DC: National Academy Press, 1999. http://www.nap.edu/catalog/6482.html

Nesmith, Tom. "'Professional Education in the Most Expansive Sense': What Will the Archivist

Need to Know in the Twenty-First Century?" Archivaria 42 (1996): 89-94. Olson, David J. "'Camp Pitt’ and the Continuing Education of Government Archivists: 1989-

1996." American Archivist 60, no. 2 (1997): 202-14. Piggott, Michael. "Educating for Recordkeeping and Information Mangement." Archives and

Manucscripts 23, no. 1 (1995): 88-99. Reid, Lydia J. E. "Electronic Records Training: Suggestions for the Implementation of the Cart

Curriculum." American Archivist 58 (1995): 326-40. Roberts-Moore, Judith. "Taking a Byte out of Computer Anxiety: The Continuing Education of

an Archivist." Archivaria 36 (1993): 288-94. Ruller, Thomas J. "A Review of Information Science and Computer Science Literature to

Support Archival Work with Electronic Records." American Archivist 56 (1993): 546-59. Schulz, Constance B. "Analysis of the Marketplace for Educated Archivists: State Archives as a

Case Study." American Archivist 51 (1988): 320-29. Slavin, Timothy A. "The Delaware Project." Paper presented at the National Association of

Government Archives and Records Administrators (NAGARA) Annual Meeting, Philadelphia, PA, July 8-11, 1998. http://www.nagara.org/1998_Meeting/abstracts/slavin/

--------. "Training Traditional Records Managers to Be Electronic Records Managers." Paper

presented at the National Conference on Managing Electronic Records, Chicago, IL, September 24-26, 2001.

Sloane, A. "The Standards Process: Tools and Methods for Standards Tracking and

Implementation." Computer Standards and Interfaces 22, no. 1 (2000): 5-12. Smythe, David. "Facing the Future: Preparing New Information Professionals." Information

Management Journal 33, no. 2 (1999): 44-46, 48. "The Society of American Archivists." Bulletin of the American Society for Information Science

20, no. 1 (1993): 23-24. Stielow, Frederick J. "Continuing Education and Information Management: Or, the Monk's

Dilemma." Provenance 3, no. 1 (1985): 13-22.



Thomassen, Theo. "Teaching the Appraisal and Disposal of Electronic Records." Paper presented at the DLM-Experts' Meeting, Tampere, Finland, 11-12 November 1999. http://www.narc.fi/dlm/9a.pdf

"The University of Pittsburgh." Bulletin of the American Society for Information Science 20, no.

1 (1993): 21-22. Walch, Victoria Irons. "Connecting the Archival Community: Report of the Archival Education

and Information Web Needs Assessment Project." Council of State Historical Records Coordinators, 2002. http://www.coshrc.org/reports/WebNA2002/WebNAFinalRpt.pdf

--------. "Innovation Diffusion: Implications for the CART Curriculum." American Archivist 56

(1993): 506-11. Walch, Victoria Irons, and Committee on Automated Records and Techniques. "Automated

Records and Techniques Curriculum Development Project." American Archivist 56 (1993): 468-505.

Webster, Berenika M. "Records Management: From Profession to Scholarly Discipline."

Information Management Journal 33, no. 4 (1999): 20, 22, 24, 26-28, 30. Wilkie, Katherine, and Roger Strouse. "OCLC Library Training and Education Market Needs

Assessment Study." Burlingame, CA: Outsell, Inc., 2003. http://www.oclc.org/promo/unlimited/edu01b.htm

"Working Together: Promoting Collaboration among Archivists, Records Managers, and

Information Technologists Workshop." Coalition for Networked Information, 1998. http://www.cni.org/tfms/1999a.spring/handout/Lippincott99Stf.html

Zollo, Maurizio, and Sidney G. Winter. "Deliberate Learning and the Evolution of Dynamic

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Barry, Richard E. "Managing Organizations with Electronic Records." Information Management

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White House Tried to Destroy. New York: New Press, 1995.



Bolter, David J. Writing Space: The Computer, Hypertext, and the History of Writing. Hillsdale, N.J.: Lawrence Erlbaum Associates, 1991.

Bridges, Anne E., and Russell T. Clement. "Crossing the Threshold of Rocket Mail: E-Mail Use

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