ELECTRONIC RECORDS
FR
–
Functional Requirements for Evidence in Recordkeeping is a set
of recordkeeping requirements that was one of the main products of
the University of Pittsburgh Electronic Records Project. Each
requirement is based on the concept of literary warrant, which is
grounded in the laws, regulations, standards, and best practices of
relevant authoritative sources.
Case Study at a Small Nonprofit
Organization
Sam Meister, M.L.I.S. Student, San Jose State University
Project Description:
D-
Designing and Implementing Recordkeeping Systems
(DIRKS) is an eight-step methodology that assists organizations in
developing a records management program in accordance with
International Standards Organization (ISO) 15489 guidelines. DIRKS
was an outcome of the same Australian initiative that produced
AS4390, the records management standard that was the foundation
for the creation of ISO15489. The DIRKS Manual provides records
professionals with a flexible tool to initiate a wide variety of records
management projects within their organizations.
Electronic records have caused a dramatic shift in the theory and practice
guiding the work of records professionals. A number of national and
international projects have investigated the challenges posed by electronic
records, and their outcomes have greatly increased the resources available
to records professionals. In turn, recent studies have analyzed the
implementation of these resources within organizations today. The current
project seeks to build upon previous electronic records research by studying
the implementation of an electronic recordkeeping system within the unique
environment of Machine Project, a small nonprofit organization located in
Los Angeles, California.
Research Questions:
1. How can a recordkeeping system be implemented within the limited
resource environment of a small nonprofit organization?
2. How does organizational culture affect the use and effectiveness of a
recordkeeping system within a small nonprofit organization?
Methodology:
NP –
Most Nonprofit Organizations tend to be
formal, private, non-profit-distributing, selfgoverning, voluntary, and of public benefit.
Public-serving nonprofits are entitled to tax
exempt status under Section 501(c)(3) of the
United States tax code. Nonprofits are unique
entities whose size and relationship to
government funding may affect their internal
processes, culture, and behavior.
The DIRKS methodology will be utilized in the development of the recordkeeping system. Specifically, the first three steps of the DIRKS methodology
will be employed in this phase of the project. These steps include:
Step A - Preliminary Investigation. Role and structure of organization;
business, regulatory, and sociopolitical environments in which it operates;
and major factors affecting recordkeeping practices are identified and
documented.
Step B - Analysis of Business Activities. A conceptual model of what the
organization does is developed by examining its business activities and
processes. Functional analysis is utilized to produce a hierarchical business
classification scheme, breaking down business processes into functions,
activities, and transactions.
Step C - Identification of Recordkeeping Requirements. Three types of requirements (regulatory, business, and community expectations) are
identified through consulting internal and external documentary sources.
M–
Machine Project is small nonprofit arts organization
located in Los Angeles, California. They present
workshops, events, installations, and performances on
a semi-regular basis. Machine Project provides
educational resources to artists working with
technology to educate and collaborate with artists to
produce site-specific, non-commercial work; and to
promote conversations between artists, scientists,
poets, technicians, performers, and the communities
of Los Angeles as a whole.
Objective:
ISO -
ISO 15489 is the international standard for records management. It provides
broad scale guidelines and best practices for records management programs
within organizations regardless of size, type, location, or technological
capability.
RR –
Recordkeeping Requirements are an output of Step C in the DIRKS
methodology. They are produced after conducting an analysis of business
activities within an organization and developing a hierarchical business
classification scheme of these activities.
To produce a set of recordkeeping requirements for the specific environment
of a small nonprofit organization.