Corporate memory: Records and information management in the knowledge age

Corporate Memory: Records and Information Management in the Knowledge Age

Volumn , Issue , 2005, Pages

  Megill, Kenneth A ^a  

^a NONE

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EID: 79961223738     PISSN: None     EISSN: None     Source Type: Book    
DOI: 10.1515/9783598440113     Document Type: Book

References (24)

1. "Essential evidence" is a term used by the United States National Archives to describe what a record is
2. See Megill,Kenneth A, et.al. Making the Information Revolution. A Handbook for Federal Information Resource Managers. Washington: Association for Information and Image Management 1996.
3. Sharing is used in the sense of collaboration, which is a two-way street. Sharing is not synonymous with a one-way giving away of information.
4. The technical terms for this, used by archivists, is provenance. Just as we need to know the provenance of an art work to assess its value, so too the provenance of documents assists us in determining their meaning and value.
5. This definition comes fro ISO Standard 15489
6. Carlos A. Cuadra., This list, as well as much of the discussion of the concept of corporate memory, is taken from a paper written in 1994 by and distributed by Cuadra Associates, called The Corporate Memory and the Bottom Line.
7. This chapter was written with Leonard Mignerey, now the Vice-President of Product Engineering at Open-c Solutions located in Minneapolis, Minnesota. At the time we worked together on this chapter, he was the Director of Administrative Computing of Rutgers University. The discussion emerged out of an informal seminar conducted by the author and Mr. Mignerey at The Catholic University of America in 1995. We wish to thank all of the participants in that seminar for their contribution.
8. "Documents are containers of information... A document is a human creation. It is created for a particular purpose and may be used for many other purposes. When a document is destroyed or lost the information it contains may no longer be available." Megill, Kenneth A. and Schantz, Herbert F., Document Management: New Technologies for the Information Services Manager. Munich: Saur... 1999.
9. "The term document is narrower in scope than records; in paper-based record-keeping systems document usually means the ,smallest unit of filing'; generally a single letter, form, report or other item housed in a filing system. This book is subtitled Document-Based Information Systems because the management of business documents is what information and records management, a professional management discipline, is all about. "Roebuck, Mary F., Brown, Gerald F. And Stephens, David O. Information and Records Management: Document-Based Information Systems. New York: Glencoe/McGraw-Hill, 1995. This definition is appropriate for a paper-based system, it does not hold when information is stored in electronic form.
10. A case file can be contrasted with a subject file, which generally has no particular beginning or end. Good records management practice calls for subject files to be cut-off (closed) annually or at some other regular interval.
11. Some routine information that is widely disseminated (appeals to contribute to charity, announcements of social events and other activities of interest to the entire organization) may have only a very short retention period. These announcements may, however, provide a good indication of the life of the organization.
12. The manuals of the Society of the American Archivists provide the guidelines to make decisions of historical value
13. This was the case when the first edition of this book was written. Since then, ARMA, like other organizations, has continued to search for its identity and for words to describe what its members do.
14. Data provided by Carlos A. Cuadra.
15. Provenance is defined in the Society of American Archivists Handbook as: or Schellenberg)
16. The genealogist, rather than the historian, has become the primary user of official government archives in the Untied States - a fact treated with ambivalence by many "serious"archivists
17. In the first edition of this book I said, "Of all the chapters in this book, this one is the most likely to be outdated by the time it is read. A book, after all, requires years to develop, write, publish and distribute. It is an appropriate way to convey knowledge and theories - ways of looking at things - but is not, by its nature, an efficient way to convey the state of technology." With a decade's worth of hindsight, probably the understanding of how our work can be different has altered even more than the technologies, which were often at an early stage, but have not changed substantially in the last decade. Relatively few changes were needed in this chapter for this revised edition.
18. Barry Wheeler pointed out the distinction between browsing and searching. Sheryl Rosenthal, an expert searcher, shows how browsing-like results can come from improved search systems. Both agree that there are 'browsers' and 'searchers' in the world, and that 'searchers' look for items and 'browsers' look for information pointers to information, but also the information itself. It is no longer necessary for an end-user to go through a professional to identify material
19. XML and its various forms and derivatives have blossomed since the first edition of this book was written in the mid 1990's. SGML is the basis for the developed of these standardized ways to make and apply metadata to documents.
20. Much of this discussion is taken from an unpublished paper presented by Judith Wanger at the Online Conference in 1995
21. Barry Wheeler contributed many of the ideas in this chapter. Since the first edition of this book in 1997, I have had the privilege of working with Noel Dickover, who has taught me much about how a performance-centered learning environment can be created. See http://www.communibuild.com/
22. This statement comes from many years as a teacher and educator. It is also supported by educational research which shows that the most effective learning situation is one in which learners and teachers participate together.
23. See Megill, Thinking for a Living
24. When I wrote the first edition of this book I said that little progress is being made in managing corporate memory. That situation has changed with the development of several robust electronic records management systems and document management systems.