Information and records management

Contradicting challenges: the complexity of documenting personal information in a regulatory environment

Purpose

Many organizations are challenged by different and, perhaps, opposite, registration and protection obligations of information regarding their employees. The purpose of this paper is to explore how organizations balance the registration obligations of the Icelandic equal pay standard (EPS) and the protection requirements of the general data protection regulation (GDPR). It aims to raise awareness of how information professionals can ensure that documentation on the education and skills of employees is authentic, traceable and secure.

Design/methodology/approach

The analytical framework covered multiple-cases and semi-structured interviews with various professionals and comprehensive documentary analysis.

Findings

The findings indicate that the organizations were not properly prepared for the implementation of the EPS and were hesitant regarding further registration of personal information due to GDPR. Documentary analysis also revealed critical attitudes towards the legal endorsement of the standard and its potential success.

Originality/value

There is a lack of studies explaining the juxtaposition of information and records management and the legal and regulatory environment. This paper provides a unique description of how information and recordkeeping practices function with the requirements of the EPS whilst complying with GDPR. The results could bring valuable opportunities for the information profession regarding the development, implementation, administration and maintenance of documentary evidence regarding the requirements of international and national standards and legislations and advance their collaboration with other professionals in the management of information.

Managing records and archives in a Hong Kong school: a case study

Purpose

This study aims to explore the principles and practices for managing records with the lens of functional analysis and knowledge management by using a case study that focuses on the experience of implementing records management at a public high school in Hong Kong.

Design/methodology/approach

A single case study is chosen as the research method for this paper. A series of qualitative interviews and documentary analysis were used to collect and triangulate the qualitative data.

Findings

The results show that the case school adopted a hybrid top-down and bottom-up approach to record management, facilitate decision-making and manage knowledge. The school adopted the taxonomy provided by the quality assurance framework as the functional classification in a digital archive in the records management system.

Practical implications

This study provides a set of taxonomy and a hybrid top-down and bottom-up approach to schools for ensuring that accurate information of all school activities is kept and can facilitate an effective and evidence-based, decision-making process.

Social implications

Identifying taxonomy and management practices for effective documentation in public schools can support planning, assist with organising the continuity of improvement plans and increase reporting and accountability to society.

Originality/value

This study offers a taxonomy and management approach to the literature of records management and the practices for promoting and improving records management in school.

The missing link in information and records management: personal knowledge registration

Purpose

The purpose of this paper is to present the findings of a research on collaborative personal knowledge registration (PKR). It seeks to explain the interrelationship between records professionals and human resource (HR) and training professionals, as well as the views of management and quality managers on collaborative PKR. It aims to raise awareness of records professionals as specialists in information management, including personal knowledge.

Design/methodology/approach

Qualitative methodology was used to conduct the research. It was a multiple-case study, covering 12 organizations in Iceland. In these organizations, 32 professionals were interviewed. The research sought to understand how PKR was being facilitated, as well as how personal knowledge was made accessible and usable for employees.

Findings

The organizations had not been as successful as anticipated in PKR. The role and responsibility of records professionals was limited in the PKR process. Different professionals seemed unaware of the possible synergy effect of collaborative PKR.

Originality/value

There is a lack of studies that explore the juxtaposition and collaboration of records professionals and HR and training professionals in organizations. The aim of this research was to bridge this gap. Its originality lies in how it approaches diverse professions and their collaborative PKR effort. This research provides a valuable practical and theoretical contribution to a rapidly growing interdisciplinary field of information and records management. It can lay the foundation for further research into the field.