Records Management

Running head: Analysis/Synopsis of Records Management Meets Knowledge Gathering

Records Management Meets Knowledge Gathering

Le'Che Hunter

September 20, 2005

ADM 3301

Dr. C Nealy

University of Houston - Downtown

Abstract

In the last two decades Information Technology and development of the internet have given rise to as well as a chance of advancement for records managers. In this Article, Records management meets knowledge gathering, the author investigates some of the problems and opportunities and suggest strategies for managing records and knowledge in the technological environment for the current future

Analysis/Synopsis of the Journal Records Management meets Knowledge Gathering

According to Beastall in the Journal article Records management meets knowledge gathering, one of the most prevalent problems in the management of information is finding ways to store information and yet ensure that it is readily available for use. "Tying the two sets of information together and getting the "soft" information incorporated, is the challenge for records managers today." (Beastall, 1998, p. 94) In this article, Records management meets knowledge gathering, Beastall brings to the fore front the problems of merging records management and knowledge gathering. Beastall proposes a three stage method "for managing records and knowledge in the current and likely future, technological environment." (Beastall, 1998, abstract)

The problem that Beastall saw that faced records managers with knowledge gathering was the change in which information was being generated and stored. This change poses a problem with managers in a sense that they want to stay abreast of what's going on and also what they must do to stay ahead of the fast pace of change that is occurring. Beastall found that "the materials that now need to be controlled and managed extend beyond the traditional paper based records." (Beastall, 1998, p. 89) In Beastall's findings he found that this will prompt companies to review their records keeping systems.

A good example of the problem mentioned in the above paragraphs would be, "to scan in documents and convert their contents into computer-readable format using optical character negotiations software." (Ashe, Neally, 2004, p. 22) This would keep the records managers abreast of the change and it would also bring them beyond the traditional paper based records. By scanning paper documents they are then stored as images in the computer thus eliminating paper and adjusting to the change that is taking place.

Beastall understood that there was possible solutions for solving the problem and he suggest that the tolls records managers needed for the solution were right at their disposal. Beastall stated that the possible solution was to have each individual and department bring their knowledge and expertise to the corporate level as a whole. In other words share information so that the knowledge of these individuals and groups spread to everyone. "Many records managers have the problem of not knowing what is even being created by individuals and departments to be able to bring that material into the corporate memory." (Beastall, 1998, p. 90) Beastall is basically saying to keep everyone informed of the nest person's job, cross train. Beastall suggest that they bring these expertises to the fold and this would be a possible solution to the problem records managers' face with knowledge gathering.

Beastall saw that there were five guiding principles at work that were in demand in the way information is managed and recorded. Those five guiding principles are:

1) Intranet borne systems are the backbone for all future systems

2) Automated tools for gathering and alerting will be used

3) Systems will need to be scaleable

4) Speed of deployment

5) Avoidance of mistakes and stability (Beastall, 1998, p. 91)

In the first guiding principle Intranet borne systems are the backbone for all future systems, Beastall said that in the height of change the applications being used on systems will need to be able to operate on the Internet, extranets and or intranets. An example would be emails. The second guiding principle, automated tools