Rival records management models in an era of partial automation

2021 ◽  
Vol 21 (3) ◽  
pp. 243-266
Author(s):  
James Lappin ◽  
Tom Jackson ◽  
Graham Matthews ◽  
Clare Ravenwood
Keyword(s):  
Continuum Theory ◽  
Optimal Structure ◽  
Records Management ◽  
Record Keeping ◽  
Management Models ◽  
Business Applications ◽  
National Archives ◽  
The Us ◽  
Efficiency And Reliability ◽  
Partial Automation

AbstractTwo rival records management models emerged during the 1990s. Duranti’s model involved moving records out of business applications into a repository which has a structure/schema optimised for recordkeeping. Bearman’s model involved intervening in business applications to ensure that their functionality and structure/schema are optimised for record keeping. In 2013 the US National Archives and Records Administration began asking Federal agencies to schedule important email accounts for permanent preservation. This approach cannot be mapped to either Duranti or Bearman’s model. A third records management model has therefore emerged, a model in which records are managed in place within business applications even where those applications have a sub-optimal structure/schema. This model can also be seen in the records retention features of the Microsoft 365 cloud suite. This paper asks whether there are any circumstances in which the in-place model could be preferable to Duranti and Bearman’s models. It explores the question by examining the evolution of archival theory on the organisation of records. The main perspectives deployed are those of realism and of records continuum theory. The paper characterises the first two decades of this century as an era of partial automation, during which organisations have had a general capability to automate the assignment of business correspondence to a sub-optimal structure/schema (that of their email system and/or other messaging system) but not to an optimal structure/schema. In such an era any insistence on optimising the structure/schema within which correspondence is managed may paradoxically result in a reduction in recordkeeping efficiency and reliability.

The Role of Archives on the Incorporation of the Former Kangwane Homeland to Mpumalanga Province

2018 ◽  
Vol 47 (2) ◽  
Author(s):  
Nkholedzeni Sidney Netshakhuma
Keyword(s):  
South Africa ◽  
Qualitative Methodology ◽  
Management Policy ◽  
Records Management ◽  
Record Keeping ◽  
Mpumalanga Province ◽  
Specific Objective ◽  
National Archives ◽  
And Control

This study was conceptualised in order to assess the strategies used to incorporate the homeland of KaNgwane into Mpumalanga province after the cessation of apartheid in 1994. The specific objective of the study was to investigate the compliance of records and archives with the National Archives and Records Service of South Africa Act (Act No 43 of 1996), during the incorporation of the homeland of KaNgwane into Mpumalanga. The study adopted a qualitative methodology through document analysis, interviews and observations. The key findings revealed that the archives of the former homeland of Kangwane were not aligned with the requirements of the National Archives and Records Service of South Africa Act (Act No.43 of 1996.) Institutions seem to lack experience when it comes to the challenges of storing records and implementing arrangement and control systems. The frequent lack of a records management policy and few to no staff with record-keeping and archival backgrounds was also a concern. A shortage of space to store records safely was also one of the major issues that the study uncovered. There appears to be no concerted effort to retain important historical records. Many records are stored in several different locations in government buildings.  I conclude that archives play an essential role to the nation as the institutional memory.

Proposal for Improving Records Management Practices of Traditional Institutions in Ga Molepo, South Africa

Mousaion ◽  
10.25159/2054 ◽  
2017 ◽  
Vol 35 (1) ◽  
pp. 46-67
Author(s):  
Mahlaga Johannes Molepo ◽  
Linda M. Cloete
Keyword(s):  
South Africa ◽  
Rural Communities ◽  
Management Practices ◽  
Records Management ◽  
Cross Sectional Survey ◽  
Cross Sectional ◽  
Record Keeping ◽  
Local Municipalities ◽  
Management Procedures ◽  
Traditional Institutions

The way in which an institution treats its records is crucial for its survival in a rapidly changing society. The purpose of the study was to investigate the records management practices and challenges faced by traditional institutions of leadership and governance in Ga Molepo, Limpopo, South Africa. The researcher employed a cross-sectional survey in order to quantitatively examine the challenges faced by members of traditional councils. A researcher administered questionnaire was used as a data collection tool to study a stratified sample of 35 members from an estimated population of 350. The findings revealed patterns and trends of non-compliance with records management standards and guidelines. Although there were sporadic cases of record keeping, a greater number of respondents revealed that traditional institutions lack the facilities, equipment, education and trained/skilled personnel to apply correct records management procedures in their daily administration of their traditional communities. The main value of the study is to create awareness of records management as one of the neglected areas in traditional institutions – which are by current legislative arrangement, the closest form of leadership and governance for rural communities in light of their relationship with local municipalities and the Department of Cooperative Governance and Traditional Affairs.

Archiving white community historical manuscripts in postcolonial Zimbabwe

2020 ◽  
Vol 39 (1) ◽  
pp. 133-150
Author(s):  
Samuel Chabikwa ◽  
Nathan Mnjama ◽  
Maitseo MM Bolaane
Keyword(s):  
Cultural Heritage ◽  
Regulatory Framework ◽  
Records Management ◽  
Recruitment And Retention ◽  
Post Colonial ◽  
White Community ◽  
Community Associations ◽  
Management Standards ◽  
National Archives ◽  
Historical Manuscripts

This paper is premised on the observation that mainstream archival activities are the main cause and source of the “absences and silences” of the voices of the minority and the underrepresented in the archives. The aim of the study is to explain the context and documentation strategies of archiving and preservation of Historical Manuscripts (HM) of the white community in post-colonial Zimbabwe. In particular, the study seeks to: (a) Determine the legislative, regulatory framework for the management of HM in selected cultural heritage institutions in Zimbabwe; (b) Assess the acquisition policies and practices of mainstream cultural heritage institutions in Zimbabwe; (c) Describe the usage, purposes, and accessibility of both pre-archival and archival HM of the white community. The findings of the study revealed adequate provisions in the National Archives of Zimbabwe Act (2001) for the archiving of HM of the white community in Zimbabwe, although there were limitations of outdated policies for the institutions studied. The study also addressed the issue of limited funding and shrinking budgets which impeded on the operations of both selected cultural heritage institutions and white community associations. This resulted in failure to adhere to archiving/records management standards, and the upgrading of equipment and facilities, as well as the recruitment and retention of requisite and qualified staff. Overall, this endangers the HM collections to neglect and decay. HM were migrated from Zimbabwe to other countries regionally and abroad into private hands, and their extent, nature, condition of storage and status of preservation are undetermined.

Hide and Seek: The Orphan Well Problem in America

2021 ◽  
Vol 73 (08) ◽  
pp. 30-34
Author(s):  
Blake Wright
Keyword(s):  
Environmental Protection Agency ◽  
Oil And Gas ◽  
Turn Of The Century ◽  
Record Keeping ◽  
The Us ◽  
Abandoned Wells ◽  
Total Oil ◽  
The Cost ◽  
The Rose ◽  
Resource Research

It’s a problem as old as the industry itself. The initial oil rush in the late 1800s spread like wildfire through Pennsylvania, and by 1891 the state’s annual crude output had hit 31 million barrels, or 58% of the nation’s total oil production for that year. However, by the turn of the century the bloom was off the rose. Pennsylvania’s once-robust oil allure had been eclipsed by finds in Texas, California, and Oklahoma, each spawning its own regional oil booms. So why the history lesson? Because it’s important to understand the potential volume and impact of orphan wells in the US. In the infancy of the industry, plugging-and-abandonment (P&A) techniques were crude at best, if anyone even went to the trouble. Worse still was the overall record keeping at the time. With oil booms around the country setting off races to harness as much black gold as possible, wells were being drilled at breakneck pace. Once these earliest wells were tapped of their commercial usefulness, operators moved on to the next. There was little-to-no over-sight. No regulations. No standards. The result? Thousands, if not more, of scattered, undocumented wells. “Back in the day, you have people drilling wells, and nobody’s keeping track of where the wells are drilled and who owns the wells,” said Daniel Raimi, fellow with Resource for the Future, an independent institution that conducts environmental, energy, and natural resource research. “The government’s not keeping track and has little to no regulation in place to ensure that operators safely decommission their assets at the end of their lives. As a result, you have wells that maybe produce for a couple of years, and then the owners walk away. Multiply that by a couple of hundred thousand and now you’ve got a problem.” Today, there is plenty of oversight and regulation for the industry to leave abandoned wells in much better shape than those earliest probes. However, orphan wells are still a problem. To paint the clearest picture, it would be prudent to define what an orphan well is. This is where we run into our first problem. Definitions can vary wildly from state to state and organization to organization. Some lump all abandoned, unplugged wells into their counts as orphan wells. Others count all idle wells. However, for the sake of clarity we will define orphan wells as those nonproducing, idle wells whose ownership is unknown. By that definition it is safe to say that many of the nation’s earliest wells fit that criteria. In more modern times, orphans result from idle wells whose owner goes belly-up prior to any P&A work. In most of these cases, bonds are employed to help offset the cost of plugging these wells. However, while they vary state to state, most bonding minimums do not cover the full cost of abandonment and remediation, if needed. According to the US Environmental Protection Agency, there are about 2 million unplugged, abandoned oil and gas wells scattered across the US. Other experts place the number higher; some believe it is lower. Some researchers believe as many as half of those could be orphan wells. A survey by the Interstate Oil and Gas Compact Commission in 2018 put the range of orphaned and idle wells at around 560,000 to 1.1 million. Again, abandoned doesn’t always mean orphaned. One fact that can be extrapolated from the data gathered to date is that no one knows for sure just how many orphaned wells are out there. But that is changing.

Introduction

2016 ◽  
Author(s):  
Simon Willmetts
Keyword(s):  
United States ◽  
American History ◽  
The United States ◽  
American Democracy ◽  
American Experience ◽  
Architectural Feature ◽  
National Archives ◽  
The Us ◽  
Office Of Strategic Services ◽  
The Sacrifice

If official secrecy had a devastating impact on American history, its impact on Americans’ understanding of that history was a collateral disaster.1 Richard Gid Powers, introduction to Senator Daniel Patrick Moynihan, Secrecy: The American Experience 13 Rue Madeleine, a 1947 semi-documentary that commemorates the sacrifice and courage of the Central Intelligence Agency’s (CIA’s) wartime predecessor, the Office of Strategic Services (OSS), opens with a shot of the US National Archives Building on Pennsylvania Avenue. The building’s location, at the heart of the nation’s capital on the Washington Mall, amidst so many iconic monuments to American democracy, is no accident. Like the Washington or Lincoln Memorial, it is a depository of historical experience that binds up the nation. In its inner-sanctum, as audiences then and now would know, the United States of America’s founding documents, including the Constitution and the Declaration of Independence, are housed. After the establishing shot the camera slowly tilts from top to bottom, surveying the archive’s columnar neo-classical facade – a common architectural feature of America’s monuments that evokes a sense of both history and authority. Finally, it comes to rest on a statue in the forecourt of the archive called Future. On Future’s plinth, the inscription reads: ‘What is Past is Prologue’. At this point we hear the booming voice of an omniscient narrator – an oratory style borrowed from the newsreels of the time that was also a defining feature of the semi-documentary format:...

Was Kennedy the ‘father’ of the US–Israeli alliance? (1962–63)

2016 ◽  
Author(s):  
Joseph Heller
Keyword(s):  
Middle East ◽  
State Department ◽  
Professional Staff ◽  
The State ◽  
Territorial Integrity ◽  
White House ◽  
Chief Of Staff ◽  
Secretary Of State ◽  
National Archives ◽  
The Us

This chapter debunks the myth that President Kennedy was the ‘father’ of the American alliance. Once he became predident he had to bow before the constraints of the state department, the Pentagon and the professional staff at the White House. he accepted the beliefs and assessments of Dean Rusk, the secretary of state and Robert McNamara, the secretary of defence. The US national archives show that American diplomats in the Middle East killed Kennedy’s idea of granting an American security guarantee to Israel. Any security they warned, would be followed by deeper Soviet involvement in the region. American commitment was limited to a presidential declaration of territorial integrity of al the regional states. Thus it was no surprise chief-of-staff Rabin failed to convince the US administration to provide a more cogent commitment to Israel.

Yesterday, Today, and Tomorrow

2020 ◽  
pp. 160-176
Author(s):  
Vincent Malesela Mello ◽  
Mpho Ngoepe
Keyword(s):  
South African ◽  
Electronic Record ◽  
Legal Framework ◽  
Electronic Records ◽  
Records Management ◽  
Electronic Systems ◽  
Data Loss ◽  
Record Keeping ◽  
The Future ◽  
Electronic Records Management

Rand Water was one of the earliest institutions to introduce electronic records management in 1991. Over the period of three decades, there have been numerous changes at the institution, and within the South African legal framework, there is a need to transfer the digital records into archival custody. However, there is no infrastructure to ingest digital records into archival custody. This poses challenges to institutions such as Rand Water as they are forced to create an interim solution for electronic records preservation. The challenge is compounded by the fact that since implementing electronic systems, Rand Water has migrated to several products. There is a danger that some records might have been lost during migration. This chapter narrates on the electronic record-keeping within Rand Water from yesteryear to today in order to map the way for the future. It has established that Rand Water has implemented several ECMs and migrated to different products over the years. A further study on data loss and recoverability during migration to the different ECMs is recommended.

Historical Development of Archiving Models to Preserve University Archives

2022 ◽  
pp. 281-298
Author(s):  
Nkholedzeni Sidney Netshakhuma
Keyword(s):  
Historical Development ◽  
Management Model ◽  
Records Management ◽  
Easy Task ◽  
Management Models ◽  
Theoretical Perspectives ◽  
University Archives ◽  
Management Theories

The chapter provides historical development of archives and records management models. A records management model has been developed by scholars and institutions. The models were created to assist organizations to navigate, benchmark, and improve records management programs. They were also applied to implement records and archives management programs in most organizations. Nevertheless, achieving consensus on internationally agreed theories for the records and archives management theories was not an easy task and part of the reasons for this layer with different theoretical perspectives.

Records Management Models

2017 ◽  
pp. 63-96
Author(s):  
Umi Asma’ Mokhtar ◽  
Zawiyah Mohammad Yusof
Keyword(s):  
Records Management ◽  
Management Models
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