A New Model for the Management of Government Documents, Records, and Archives
Date Issued
2015
Date
2015
Author(s)
Lin, Chiu-yen
Abstract
This study is an unobtrusive research by implementing the content analysis, case study and comparative method. The top-down research framework is built from the archival theories, and management models to the international standards related to records and archives, and practical strategies of the United States, United Kingdom, and Australia. Furthermore, this study focuses on Taiwan, to set up a bottom-up connection from the practical case to the theoretical model, international standards, and the above countries. It expects to identify Taiwan’s current characteristics, gap, and position of the management of documents and records, and to find out a more effective model to manage both of the electronic and physical records. As a result, this study constructs a holistic model named ""Interactive and Integrated Model for the Management of Documents, Records, and Archives (referred to as I2 DRA)"", and gives a simple conceptual equation. I2 DRA merges the strength of records life-cycle model, and records continuum model, breaks through their weaknesses, and highlights the records value, and trends of government information openness at the information age. I2 DRA includes 4 core elements of Conception, Creation, Maintenance, and Access (CCMA) as the records management process, which is embedded in the matrix of 4 value relationships, i.e. Social context, Organizational functions, Business activities and Individual identity (SOBI). The CCMA acts circularly, and the SOBI influences mutually. The CCMA and the SOBI interact continuously so as to formulate a dual interactive and integrated model. The contributions of I2 DRA include: 1. Integrating the management of documents, records, and archives in one model; 2. Replacing the linear, and phased view with reciprocal relations between records management process; 3. Incorporating evidentiality in system requirements to form a safe and sound information governance architecture; 4. Comprehensive capture of records from all business activities; 5. Incorporating risk management concepts in the model; 6. Highlighting access in the model to promote information openness; 7. Embedding records management in context; 8. Bridging the gaps between existing models. I2 DRA not only integrates the advantages of life-cycle and records continuum model, but also improves their weakness, and integrates the comprehensive trends of archival theories and practices. Further, it enhances Taiwan’s current model. I2 DRA fits in with the integrated management policy of documents and records according to the government reform strategy in Taiwan, and may give an opportunity to promote and orientate the conceptual level of practical work. Moreover, it may provide a reference for resolving the debating between the life-cycle and records continuum model in decades. Although I2 DRA is constructed on the basis of concerning the problems of government electronic records management in Taiwan, due to the comprehensive integration of theories and practices trends, its application is not limited to government agencies, electronic records, or Taiwan. This study anticipates more evaluations or implements could be facilitated from different aspects in order to decrease or resolve the impact and challenge of electronic records to the human knowledge and asset. To apply the I2 DRA in Taiwan, this study provides some suggestions, and recommends the holistic strategies corresponding with the tendencies of international standards, and the experiences of the United States, United Kingdom, and Australia. According to the I2 DRA’s features, this study sketches the schematic diagram of cloud service architecture for Taiwan, e.g. early capturing, virtually, and centrally hosting the permanent records in advance. Lastly, this study expects I2 DRA model could keep developing via diverse evaluations, researches and implementations. Some further research suggestions are also proposed.
Subjects
archival theories
records and archives management model
life-cycle model
records continuum model
Interactive and Integrated model for management of Documents, Records, and Archives (I2 DRA)
ISO-15489
ISO-16175
electronic records
Type
thesis
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