Making or renewing a commitment to manage records properly is not the same thing
as knowing how to do it. Without realizing the risks and hidden costs, many
organizations are implementing systems that will prove to be deficient in
intellectual architecture (IA) - the tools and rules that govern how records are
managed over time and how users interact with information management and
recordkeeping systems. Architectural elements in a records management system
include:
disposition rules.
2
3
4
The consequences of poor intellectual architecture are varied and widespread. They
include the inability to find records, inadvertent public disclosure, inability to
produce records required in discovery, and the retention of records eligible for
destruction and the destruction of records which should have been retained.
In 2002, the International Standard for Records and Information Management (ISO
15489) introduced a methodology for the development of business classification
schemes and retention schedules. This methodology, known as DIRKS (Designing
and Implementing Recordkeeping Systems) evolved out of the Australian standard
for records management AS4390 (1996).
The ARMA Madison Spring Seminar will feature an in-depth exploration of the
architectural elements of a records management system. Best practice examples and
resources from a variety of international sources will be provided.
Seminar facilitators will be Conni Christensen, Principal of Synercon Management
Consulting of Sydney, Australia, and Lori Ashley, Senior Consultant, Cohasset
Associates. Conni will present an overview of trends and developments in records
management and look at the contribution of the DIRKS methodology to best
practice. Lori will engage participants in a series of interactive exercises to explore
how their organization can leverage existing tools and rules to compile an
intellectual architecture that reflects their agency or company operations and
recordkeeping obligations.
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