Technological Convergence and the Fourth Industrial Revolution
“For every minute spent
in organizing, an hour is earned.”- Benjamin Franklin
Records management (RM) is a critical aspect of the overall management and accountability in any organization. A records management programme is able to tell the story of a company.
Records management is also known as Records and Information Management (RIM). RIM is the function of an organization tasked with the responsibility for the creation and maintenance of a coordinated procedure to address a company’s record. A comprehensive records management programme is equally vital for both a well-established organization as it for a less-established company. Practitioners of records management sometimes differ in their definition of records management. This difference in outlook sometimes has to do with the culture of an organization. A well-established organization undoubtedly will be in a financial position to pay for expertise that a less-established and less financial viable organization might not be able to afford. This difference in records management approach clearly and directly impacts the governance responsibility that any organization should be concerned about. Why should we examine records management in an era popularly described at the Fourth Industrial Revolution.
The Fourth Industrial Revolution
According to Professor Klaus Schwab the fourth industrial revolution is characterized by a range of new technologies that are fusing the physical, digital and biological worlds, impacting all disciplines, economies and industries, and even challenging ideas about what it means to be human. It is therefore important for all organization to revisit their business plans to ensure that they make use of the available technology to implement a records management system. Businesses should also seek to look at the United Nations Sustainable Development (SDG) Goals #9 which looks at innovation and industrialization in order to see the importance of having a records management system. SDG 9c: Significantly increase access to information and communication technology and strive to provide universal and affordable access to the internet in least developed countries by 2020. It pays big dividends to invest in a records system. The way forward is today’s world is by use of Electronic records management (ERM). This refers to using automated techniques to manage records regardless of format, to electronically managing records on varied formats, for example, paper, electronic, microform etc. Electronic recordkeeping (ERK) is a subset of ERM and speaks to the development of automated processes an organization uses to manage its electronic records. Record management in some format is constructive for any well-established organization. A well-established organization is one in which the leadership structure is accountable to the share holders as well as one in which there is a culture of transparency and collegiality. A well-established organization has a civic responsibility to not only the community in which they operate from but the wider society. A clear culture of succession planning is usually among the features of any well-established organization. It bares thought that such any well-established organization in one in which the employees have a responsive and responsible human resources department in which conflicts are readily addressed. Records management is more than filing. According to the Business Dictionary, records management is the systematic of records and documented information for its entire life cycle. The life cycle of a holistic records management programme begins with the creation and includes classification, uses, filing, retention, storage of records and documents and ends with final disposition of such documents. It is useful to define what a record is. According to the International Organization for Standards (ISO) a record is “information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligation or in the transaction of business.” This definition by the ISO clearly outlines to how importance it is to have a good records management in place. It is important to note that social media posts are classified as records so too are instant messages. As a result we are mindful that records management has evolved to include more than paper documents to encompass electronic documentation as much as the traditional personnel files. It is obvious that a comprehensive records management system adds to the efficiency of an organization. In the event that one need to submit evidence to a court of law good the importance of a proper records management system will be important. Records can provide authenticity, such as one’s signature on a document. It is important to distinguish that document management is one aspect of records management. A company can be ruined or go even go bankrupt for now investing in a systematic records management programme. It is the responsibility of those in management to ensure that good record keeping becomes part of the culture of a well-established organization. An efficient and modern record management system is the engine in any well-established organization and should include a records manager. There are different software programme available for practitioners of records management.
Advantages of Records Management
Among the numerous benefits to be gained from having an efficient records management in place are; it aids in the control and growth of the company’s records. Although we are in the digital age a significant number of companies inclusive of well-established ones still produce a vast amount of paper. In addition to the creation of paper storage becomes a problem. It is therefore a best practice for companies to invest in a proper records management system to address those issues as well as to make the company more responsive to the needs of their stakeholders. Another benefit of having a records management system in place is for the speedy retrieval of files which have been misfiled. Almost every entity whether non-government organization of private sector organizations have experienced what it is like to be searching for a file which has been mislaid, or misplaced. In addition to wasting time and productivity this process can be minimized by implementing a comprehensive records management system. Another benefit of having a well-executed and efficient records management system can assist in keeping one’s staff motivated. In too many instances we have seen where employees complacent and show a lack of interest in their job because of a poor or no records management system. The mental health of an employee is as important as the physical health. As a result it is imperative that management implement an efficient records management system to reduce incidences of frustration and employee burnt out. Having a proper records management system in place will aid in increasing productivity as employees will not find reasons to be absent from their work due to high frustration and stress levels.
Gender and Records Management
I recalled my first form year at high school. My 7 two class was timetabled for Library Skills weekly for 30 minutes. At the time I thought what a waste of time and resources. I am almost sure all the other boys in my form class harbored similar sentiments. Most males view records management as solely the prerogative for females. I asked myself then why I needed to learn about the Dewey Decimal System. Of course we live in a patriarchal society in which almost everything is perceived along gendered lines and therefore has a meaning. Interestingly, it was only after graduating from high school and enrolling at the University of the West Indies that I realized how beneficial having a knowledge of library skills is. At the University one had to learn very quickly how to use the library to source one’s resource materials. Have you ever encountered a male librarian? Have you ever met a male records manager? In occupations in which males are not visible there tends to be less currency and respect paid to same. We need to challenge the society’s fears and stereotyping of occupations in order for us to create an inclusive body of professionals regardless of one’s sex. Records management should be genderless and strive to attract the best and brightest minds. It is only through a proper records management system that we can track the progress or lack thereof of a company.
It was the industrialist Henry Ford which said, “coming together is a beginning, keeping together is a process, and working together is a success.” This quote is rather useful because in many organizations there is a disconnect between management and their expectation of information being used as a tool for governance. It is important that in an organization there is a general understanding of the business ethos as well as culture. Having a shared records management system in place will no doubt prevent an organization from falling into the pitfall of so many organizations which see low productivity as so much time is lost trying to retrieve information. Having a records management system becomes more essential in today’s world especially where many companies are restricting their business models due to survive the harsh business climate of having overhead costs to increase competition from online businesses.
In the words of Edmund Burke, good order is the foundation of all things.
©
Wayne Campbell is an educator and social commentator with an interest in development policies as
they affect culture and/or gender issues.
@WayneCamo
Records management (RM) is a critical aspect of the overall management and accountability in any organization. A records management programme is able to tell the story of a company.
Records management is also known as Records and Information Management (RIM). RIM is the function of an organization tasked with the responsibility for the creation and maintenance of a coordinated procedure to address a company’s record. A comprehensive records management programme is equally vital for both a well-established organization as it for a less-established company. Practitioners of records management sometimes differ in their definition of records management. This difference in outlook sometimes has to do with the culture of an organization. A well-established organization undoubtedly will be in a financial position to pay for expertise that a less-established and less financial viable organization might not be able to afford. This difference in records management approach clearly and directly impacts the governance responsibility that any organization should be concerned about. Why should we examine records management in an era popularly described at the Fourth Industrial Revolution.
The Fourth Industrial Revolution
According to Professor Klaus Schwab the fourth industrial revolution is characterized by a range of new technologies that are fusing the physical, digital and biological worlds, impacting all disciplines, economies and industries, and even challenging ideas about what it means to be human. It is therefore important for all organization to revisit their business plans to ensure that they make use of the available technology to implement a records management system. Businesses should also seek to look at the United Nations Sustainable Development (SDG) Goals #9 which looks at innovation and industrialization in order to see the importance of having a records management system. SDG 9c: Significantly increase access to information and communication technology and strive to provide universal and affordable access to the internet in least developed countries by 2020. It pays big dividends to invest in a records system. The way forward is today’s world is by use of Electronic records management (ERM). This refers to using automated techniques to manage records regardless of format, to electronically managing records on varied formats, for example, paper, electronic, microform etc. Electronic recordkeeping (ERK) is a subset of ERM and speaks to the development of automated processes an organization uses to manage its electronic records. Record management in some format is constructive for any well-established organization. A well-established organization is one in which the leadership structure is accountable to the share holders as well as one in which there is a culture of transparency and collegiality. A well-established organization has a civic responsibility to not only the community in which they operate from but the wider society. A clear culture of succession planning is usually among the features of any well-established organization. It bares thought that such any well-established organization in one in which the employees have a responsive and responsible human resources department in which conflicts are readily addressed. Records management is more than filing. According to the Business Dictionary, records management is the systematic of records and documented information for its entire life cycle. The life cycle of a holistic records management programme begins with the creation and includes classification, uses, filing, retention, storage of records and documents and ends with final disposition of such documents. It is useful to define what a record is. According to the International Organization for Standards (ISO) a record is “information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligation or in the transaction of business.” This definition by the ISO clearly outlines to how importance it is to have a good records management in place. It is important to note that social media posts are classified as records so too are instant messages. As a result we are mindful that records management has evolved to include more than paper documents to encompass electronic documentation as much as the traditional personnel files. It is obvious that a comprehensive records management system adds to the efficiency of an organization. In the event that one need to submit evidence to a court of law good the importance of a proper records management system will be important. Records can provide authenticity, such as one’s signature on a document. It is important to distinguish that document management is one aspect of records management. A company can be ruined or go even go bankrupt for now investing in a systematic records management programme. It is the responsibility of those in management to ensure that good record keeping becomes part of the culture of a well-established organization. An efficient and modern record management system is the engine in any well-established organization and should include a records manager. There are different software programme available for practitioners of records management.
Advantages of Records Management
Among the numerous benefits to be gained from having an efficient records management in place are; it aids in the control and growth of the company’s records. Although we are in the digital age a significant number of companies inclusive of well-established ones still produce a vast amount of paper. In addition to the creation of paper storage becomes a problem. It is therefore a best practice for companies to invest in a proper records management system to address those issues as well as to make the company more responsive to the needs of their stakeholders. Another benefit of having a records management system in place is for the speedy retrieval of files which have been misfiled. Almost every entity whether non-government organization of private sector organizations have experienced what it is like to be searching for a file which has been mislaid, or misplaced. In addition to wasting time and productivity this process can be minimized by implementing a comprehensive records management system. Another benefit of having a well-executed and efficient records management system can assist in keeping one’s staff motivated. In too many instances we have seen where employees complacent and show a lack of interest in their job because of a poor or no records management system. The mental health of an employee is as important as the physical health. As a result it is imperative that management implement an efficient records management system to reduce incidences of frustration and employee burnt out. Having a proper records management system in place will aid in increasing productivity as employees will not find reasons to be absent from their work due to high frustration and stress levels.
Gender and Records Management
I recalled my first form year at high school. My 7 two class was timetabled for Library Skills weekly for 30 minutes. At the time I thought what a waste of time and resources. I am almost sure all the other boys in my form class harbored similar sentiments. Most males view records management as solely the prerogative for females. I asked myself then why I needed to learn about the Dewey Decimal System. Of course we live in a patriarchal society in which almost everything is perceived along gendered lines and therefore has a meaning. Interestingly, it was only after graduating from high school and enrolling at the University of the West Indies that I realized how beneficial having a knowledge of library skills is. At the University one had to learn very quickly how to use the library to source one’s resource materials. Have you ever encountered a male librarian? Have you ever met a male records manager? In occupations in which males are not visible there tends to be less currency and respect paid to same. We need to challenge the society’s fears and stereotyping of occupations in order for us to create an inclusive body of professionals regardless of one’s sex. Records management should be genderless and strive to attract the best and brightest minds. It is only through a proper records management system that we can track the progress or lack thereof of a company.
It was the industrialist Henry Ford which said, “coming together is a beginning, keeping together is a process, and working together is a success.” This quote is rather useful because in many organizations there is a disconnect between management and their expectation of information being used as a tool for governance. It is important that in an organization there is a general understanding of the business ethos as well as culture. Having a shared records management system in place will no doubt prevent an organization from falling into the pitfall of so many organizations which see low productivity as so much time is lost trying to retrieve information. Having a records management system becomes more essential in today’s world especially where many companies are restricting their business models due to survive the harsh business climate of having overhead costs to increase competition from online businesses.
In the words of Edmund Burke, good order is the foundation of all things.
©
Wayne Campbell is an educator and social commentator with an interest in development policies as
they affect culture and/or gender issues.
@WayneCamo
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