Managing Records as Evidence and Information

Citation

McLeod, J. (2002), "Managing Records as Evidence and Information", Journal of Documentation, Vol. 58 No. 3, pp. 336-339. https://doi.org/10.1108/jd.2002.58.3.336.8

The title of this book does not reveal its real focus, as I discovered when I read the opening paragraphs, indeed the opening sentence, of the author’s preface. What Richard Cox, an eminent academic in the archives and records management discipline, is really examining in this book is policy. He explains that his book “is not a compendium of policies … . Rather, it is the effort to explore in a more detailed fashion the fundamental principles supporting the setting of records policies” because they are “critically important for records professionals to develop and use as a means of strategically managing the information and evidence found in the millions of records created daily, provided that the policies are based on comprehensible principles” – and hence the connection to the book’s title.

The book comprises five chapters on topics which Cox insists must be understood before any organisation develops policy for or affecting records and information. (The emphasis is mine and I will return to it later.) It is also the companion to another volume (Cox, 2000). Each chapter is based on a series of articles and reports written and published by the author in the 1990s. They read rather like critical reviews of the literature on each topic and certainly the number of endnotes and references would support this – ranging from 108 to 250 and totalling a staggering 772!

The first chapter explores the definition of a record – a subject of much debate among different information professionals. It is a pity it does not conclude with a clear definition but, interestingly, one is proposed in later chapters. Other aspects of terminology are explored, including the different uses of the term “archive” by records and archives professionals in comparison with IT professionals (the latter using it to mean “offline” backup). In itself this may not be a major issue, but it is significant in the e‐environment where the different professional groups need to work closely together to provide systems and solutions for managing an organisation’s records. Other issues covered in this chapter include responsibilities, the relationship between records managers and archivists, and the value of records and records management. There are many good examples of records “horror stories” that can be used by the different readers in different ways to good effect.

Chapter 2 looks at records and technology and emphasises that the former, not the latter, should be at the centre of any policy. Cox highlights the power of technology for managing and discovering information – he discusses the White House e‐mail scandal at length – and for providing good customer service. He also highlights the challenges it brings for record keeping including preservation, identification of official records and legal requirements. But I felt this chapter lost its way somewhat and the link to the book’s policy theme needed to be stronger. There was a lot of repetition of ideas covered in the first chapter, particularly definitions and value of records, which was a pity.

Chapter 3, on appraisal, scheduling and maintenance, was my favourite, probably because of personal interests, but also because it offered some practical solutions. The author explored issues and relationships between archival appraisal and records scheduling. The discussion and views on archival appraisal principles and the application of different appraisal strategies in the e‐environment was fascinating. I personally think appraisal is one of the most challenging aspects for a records professional. But the age of some of the articles on which this chapter is based shows – record and records series based appraisal is no longer the only view. The functional approach and macro appraisal have been used by major institutions, for example the National Archives in The Netherlands, and are being used by other significant organisations in the UK.

In his preface the author describes the fourth and longest chapter as examining the advocacy and its importance in records policy making. Although this subject is covered, along with ethics, privacy and access, a large part of this chapter looks at the image of records and, to a lesser extent, of records professionals in the public eye. It discusses lots of fascinating new stories involving records, including Clinton, Kennedy, Walt Disney and the White House e‐mail case again, and the role that the discovery of records has in the creation of news stories. Cox suggests that “it is easy to find references everywhere about boring records. Records professionals have to bring an excitement to the public about the significance of records” – and he suggests that one way to do this is to target the imagination and interest of children.

The final chapter looks at the education of records professionals as the last crucial element in policy making. Although there is reference to Michael Cook’s pioneering work in this field, this chapter is mostly concerned with the North American scene. It is a pity there is no reference to the excellent programmes in Australia and our own innovative distance learning masters in records management. There are some pretty damning statements about both practitioners and their desire or otherwise for formal education, and educators and their success or otherwise in delivering appropriate courses for the e‐records environment.

Together these five chapters contain a wealth of ideas, concepts, examples and challenges with, literally, hundreds of notes and references to follow up. The book is therefore a significant contribution to the literature. My main criticisms are that, despite significant editing, more was needed, particularly if one is to read it, as I did, from cover to cover. There is repetition not only between chapters, but also, disappointingly, within chapters. This is almost inevitable perhaps when the source material is a series of articles and reports written earlier. This leads to my other criticism, which is that the age of some of the articles shows. For instance, although there is more current reference in the preface to the new international standard for records management, the endnote within Chapter 2 on this topic refers to a 1996 article with no additional updated information.

Earlier I emphasised the word “any” in relation to organisations. It is a small word but a significant one. If it truly was meant to be any organisation then I presume that this book is relevant to any organisation and I am not convinced that it is. It will most certainly appeal to scholars and students, I will certainly be recommending it to our students, and to those in the public sector, particularly at national level in archives and records management. But I wonder to what extent it will appeal outside this arena. This book was never intended to be a practical guide to developing policy, but some may look for that and be disappointed.

However, this is a fascinating book. It made me think, reflect, review, reconsider. It is thought provoking. Having come to records management from an information science background rather than an archival one, I do not necessarily agree with all of Cox’s ideas, but I think that is good.

Overall, despite my criticisms, if you have the time and the money, this is a book to be lingered over and enjoyed, and not to be hurried.