Archives and AI: An Overview of Current Debates and Future Perspectives

The digital transformation is turning archives, both old and new, into data. As a consequence, automation in the form of artificial intelligence techniques is increasingly applied both to scale traditional recordkeeping activities, and to experiment with novel ways to capture, organise, and access records. We survey recent developments at the intersection of Artificial Intelligence and archival thinking and practice. Our overview of this growing body of literature is organised through the lenses of the Records Continuum model. We find four broad themes in the literature on archives and artificial intelligence: theoretical and professional considerations, the automation of recordkeeping processes, organising and accessing archives, and novel forms of digital archives. We conclude by underlining emerging trends and directions for future work, which include the application of recordkeeping principles to the very data and processes that power modern artificial intelligence and a more structural—yet critically aware—integration of artificial intelligence into archival systems and practice.

Contagious Description: Factors Influencing the Adoption of the Australian Series System in New Zealand Archives

<p>The Australian series system has been identified as useful in describing the multiple relationships increasingly identified in archival collections due to complex administrative history, the need to describe electronic records or a wish to describe multiple views of a single group of archives. However, throughout New Zealand it has been fully adopted by relatively few Archives. A mixed-methods survey was carried out to investigate motivators and barriers to the adoption of the Australian series system, using quantitative and qualitative methods of analysis of responses to a questionnaire. Using Rogers’ diffusion of innovations theory and the records continuum model to suggest factors and map the results, it was found that the main motivator to use the AuSS was an archivist convinced of its value, through training or previous use, and with an awareness of archival conventions and standards. Other motivators included a large collection with a complex administrative history, the availability of compatible software, institutional support, and expert advice recommending its use. Barriers included lack of awareness or training, lack of autonomy for the archivist, and lack of resources. Changes to description occurred when particular moments of opportunity coincided with perceived needs. These factors worked together at all levels of the records continuum to affect decisions made by archivists on the type of description to use in their finding aids. Wider use of the AuSS to enable better information sharing and more fully-developed contextual description could be achieved through the provision of better publicised information; expert advice on implementation and on migration of existing data; and practical, readymade, simple and adaptable templates for finding aids.</p>

Contagious Description: Factors Influencing the Adoption of the Australian Series System in New Zealand Archives

<p>The Australian series system has been identified as useful in describing the multiple relationships increasingly identified in archival collections due to complex administrative history, the need to describe electronic records or a wish to describe multiple views of a single group of archives. However, throughout New Zealand it has been fully adopted by relatively few Archives. A mixed-methods survey was carried out to investigate motivators and barriers to the adoption of the Australian series system, using quantitative and qualitative methods of analysis of responses to a questionnaire. Using Rogers’ diffusion of innovations theory and the records continuum model to suggest factors and map the results, it was found that the main motivator to use the AuSS was an archivist convinced of its value, through training or previous use, and with an awareness of archival conventions and standards. Other motivators included a large collection with a complex administrative history, the availability of compatible software, institutional support, and expert advice recommending its use. Barriers included lack of awareness or training, lack of autonomy for the archivist, and lack of resources. Changes to description occurred when particular moments of opportunity coincided with perceived needs. These factors worked together at all levels of the records continuum to affect decisions made by archivists on the type of description to use in their finding aids. Wider use of the AuSS to enable better information sharing and more fully-developed contextual description could be achieved through the provision of better publicised information; expert advice on implementation and on migration of existing data; and practical, readymade, simple and adaptable templates for finding aids.</p>

Access to electronic court records in Botswana

Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates’ courts of Botswana as one of the government’s public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs.

Access to electronic court records in Botswana

Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates’ courts of Botswana as one of the government’s public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs.

Application of the records life-cycle and records continuum models in organizations in the 21st century

This study provides a descriptive examination and traces the historical development of records management approaches, as well as their significance to the records management practice and their limitations. The study focuses on the records continuum model, developed in Australia's archival sciences field in recent years and discusses its implications for the practice of records and archival management. Prior to the emergence of the records continuum model, the life-cycle theory dominated most records management fields globally. The records continuum model responds – in ways that the life-cycle theory is unable to deal with the challenges of electronic records and proposes a new set of management thinking of the preservation of the electronic environment, in which contemporary institutions and their associated electronic records coexist. There appears to be insufficient literature on the practice of these two records management theories in the organizational context. To contribute to bridging this gap, this study analysed the major components of each records management theory and presents models of organizations built on these approaches. Therefore, the study examines the uses of the records continuum model and life-cycle theories within the broader field of archival research. The study is a literature review within a qualitative, interpretative paradigm. Relying on historical and narrative analysis, the findings established evidence of the practice of the records management theories in the organizations. The study concluded that records management practice in organizations can be enhanced, if specific factors within each records management approach are given adequate consideration in their application.

The societal embeddedness of records: teaching the meaning of the fourth dimension of the Records Continuum Model in different cultural contexts

The Continuum concept of pluralisation is often misunderstood. This paper aims to explain how records are embedded in the society that created them from the time of their creation and how they can be further embedded throughout their lifespan by adding metadata to them, placing them in context, making them accessible to those who will need them in the future and potentially sharing them with the broader society according to societal rules. The author proposes to use the concept of societal embeddedness, which indicates that pluralisation is not just about sharing in the future, but also about incorporating societal expectations in records and recordkeeping systems, to help explain the concept of pluralisation. She shows how using simple examples from everyday life and discussing the societal context of the creation and use of records can help explain Records Continuum concepts, and in particular the concept of pluralisation, to students from non-English speaking backgrounds.

Highlighting the Need for Collaboration Between Archaeologists and Information Professionals

The discipline of archaeology intersects with information science as it deals directly with the information of human history and prehistory through material culture. This paper examines the link between the disciplines of information science and archaeology within the context of the archaeological curation crisis, which has been exacerbated by the lack of attention to the curation of archaeological collections. While the issue and solutions have been identified in the scholarly literature, few sources discuss collaboration between archaeologists and information professionals as a potential solution. This paper on conceptualizes archaeological artifacts as archival records and analyzes the issue through boundary object theory and the records continuum model. The purpose of this paper is to demonstrate the complementary nature of the two disciplines and subsequently highlight the importance of collaboration between archaeologists and information professionals, as both discipline have the potential to identify areas of need and establish best practices to resolve this curation crisis.