One thought on “Structure within the digital heap”
Why is it so difficult to set up systems so that for a project or matter all the relevant data in whatever format is in one workspace. You receive and send emails from that space, etc. the workspace has metadata including a retention period. Why don’t we use the functionality that computer’s capture automatically. It captures the data and information as you work. The retention period can be used for programs to pick up if the space is to be kept for 6 months, 6 years, or forever. Records Management seems stuck in paper, file and save mode… thinking. The other option is to have systems that manage the function or activity, for example customer enquiries which would have both a disposition and perhaps someway to capture knowledge created through the interactions. They key issue is RM to work with users so that their work is made easier and is self documenting. The user is record keeping automatically – you do it without noticing.
Email is a great business tool, but how this functionality is used needs to carefully managed. RM need to analyses email accounts to understand how people work. And then have systems that work. Email is tool.
Thinking Records 
Why is it so difficult to set up systems so that for a project or matter all the relevant data in whatever format is in one workspace. You receive and send emails from that space, etc. the workspace has metadata including a retention period. Why don’t we use the functionality that computer’s capture automatically. It captures the data and information as you work. The retention period can be used for programs to pick up if the space is to be kept for 6 months, 6 years, or forever. Records Management seems stuck in paper, file and save mode… thinking. The other option is to have systems that manage the function or activity, for example customer enquiries which would have both a disposition and perhaps someway to capture knowledge created through the interactions. They key issue is RM to work with users so that their work is made easier and is self documenting. The user is record keeping automatically – you do it without noticing.
Email is a great business tool, but how this functionality is used needs to carefully managed. RM need to analyses email accounts to understand how people work. And then have systems that work. Email is tool.