Nopeissa organisaatiomuutoksissa on huomioitava asiakirjahallinto ja arkistointi
Asiakirja on yhä useammin pelkkä merkkijono sähköisessä tietojärjestelmässä. Viranomaistiedot, saapuneet laaditut asiakirjat kulkevat sähköisessä järjestelmässä, tai dokumentti kirjoitetaan ja tallennetaan tiedostomuodossa jollekin tietovälineelle, kuten tietokoneen kovalevylle, usb-muistitikulle tai cd:lle. Dokumentista tulostetaan mahdollisesti jossain elinkaaren vaiheessa paperiversio johonkin käyttötarkoitukseen. Lähestulkoon aina näin ei tapahdu, vaikka asiakirja olisi määrätty säilytettäväksi viranomaisen arkistossa, vaan se jää pelkästään tiedostomuotoisena sähköiselle tietovälineelle.
Julkisissa organisaatioissa on käytössä sähköisiä tietojärjestelmiä, joissa syntyy asiakirjoja ja joissa käsitellään henkilötietoja. Julkisen sektorin organisaatiot ovat siirtymässä nopealla tahdilla toiminnan tehostamisen ja kustannustehokkuuden takia käyttämään operatiivisia tietojärjestelmiä. Tietojärjestelmissä syntyvistä ja sähköisesti tallennettavista asiakirjoista on osa määritelty pitkään eli 10 vuotta tai jopa pysyvästi säilytettäviksi eli arkistoon siirrettäviksi. Arkistolaki sekä julkisuuslaki ja -asetus määrittelevät pelisäännöt sille, miten julkisen sektorin asiakirjoja käsitellään ja arkistoidaan, olivatpa ne sitten laadittu sähköiseen muotoon tai perinteellisemmin paperille. Organisaatiot laativat asiakirjojen käsittelyä ja säilytystä varten arkistonmuodostussuunnitelman (AMS). Myös AMSista säädetään arkistolainsäädännössä. Asiakirjallisesti tietojen käsittelyä ja luovutusta säädellään myös tietosuojalainsäädännöllä.
Asiakirjoja ei säilytetä ja arkistoida turhan takia, vaan asiakirjallisia tietoja säilytetään mm. yksilön ja organisaation oikeusturvan takia. Organisaatiot tarvitsevat asiakirjallista tietoa erityisesti omaan käyttöönsä. Myös tutkimukselliset ja historiankirjoitukseen liittyvät seikat ohjaavat asiakirjojen pidempää tai pysyvää säilyttämistä. Arvioidaan, että n. 15 % asiakirjoista säilytetään pysyvästi arkistoissa. Organisaatiolla on asiakirjojen säilyttämisvelvoite.
Tällä hetkellä julkisella sektorilla asiakirjahallintoa työllistävät sähköisesti tuotettavien tietojen sähköinen säilyttäminen, tiedon elinkaaren hallintaa ohjaavat metatiedot (asiakirjojen rakenne ja tietosisältö) ja käsittelyprosessien kuvaukset (organisaation tehtävien prosessikuvaukset) ja sähköinen toimintaympäristö. Tiedonohjausjärjestelmä (eAMS) muodostaa loogisen järjestelmän, joka kattaa kaikki organisaation operatiiviset tietojärjestelmät ja operatiiviset tiedon säilytysjärjestelmät arkistojärjestelmineen.
Sähköisissä tietojärjestelmissä käsiteltyjen ja tallennettujen pitkään ja pysyvästi säilytettävien asiakirjojen kerääminen arkistoon on organisaatiossa huolehdittava arkistolain määräysten mukaisesti. Arkistolaissa on määräykset mm. asiakirjojen säilyttämisestä paperimuodossa ja arkistotiloista. Arkistokelpoinen paperi ja tulostusjälki sekä mikrofilmi ovat arkistolain määräysten mukaisia tallennusvälineitä pysyvästi säilytettäville asiakirjoille. Organisaatiot voivat nykyään tallentaa pysyvästi säilytettävät asiakirjat sähköisesti, mutta siihen tarvitaan Suomessa ylimpänä arkistoviranomaisena toimivan arkistolaitoksen suostumus.
Käyttöönottoprojektit sisältävät omat sudenkuoppansa
Tietojärjestelmiä otetaan usein käyttöön projektiorganisaatioiden avulla. Projekteja hallinnoidaan usein ulkoisesti, mutta niitä on toteutettu myös sisäisesti.
Tietojärjestelmien käyttöönotossa on omat sudenkuoppansa. Sähköisen asiainhallintajärjestelmän käyttöönotto vaatii toimivaa organisaatiorakennetta, muutoshalukkuutta ja muutoksen hallintaa sekä johdon ohjausta ja tukea. Ilman johdon tukea toimintatavan muutos ei tapahdu luontevasti, vaan muutoksen kautta saatetaan joutua lähtötilannetta huonompaan tilanteeseen.
Tietojärjestelmäsovellusten käyttöönottoprojektit edellyttävät erityisesti organisaation valta ja vastuusuhteiden selkeyttä sekä kaikkien ammattiryhmien sitoutumista ja sitouttamista muutokseen ja uusien toimintatapojen omaksumiseen. Sitoutumisen ohella tietojärjestelmäprojektit vaativat onnistuakseen realistisen toteuttamisaikataulun ja riittävät henkilöresurssit. Resursseja tarvitaan erityisesti henkilökunnan koulutukseen ja muutosvastarinnan hallintaan.
Tietojärjestelmiä hankitaan ratkaisuksi johonkin organisaation yksittäiseen tehtävään, sillä organisaatioista puuttuu useimmiten kokonaisvaltainen tietojärjestelmien suunnittelu ja organisaatiostrateginen näkemys. Tietojärjestelmän hankkimisen jälkeen varsinainen suunnittelu ja käytön kehittäminen jäävät usein puolitiehen.
Sähköinen asiakirjahallinto pyrkii tehokkuuteen
Asiakirjahallinnon sähköistämisellä on monia hyviä puolia. Asiakirjahallinnon virtaviivaistamisella ja hallintoasioiden laajemmalla sähköisellä käsittelyllä tavoitellaan yhtenäisiä käsittelykäytänteitä ja organisaatiotehokkuutta. Sähköisillä tietojärjestelmillä tuetaan myös entistä enemmän organisaatioprosessien toteuttamista oikeassa järjestyksessä ja päämäärälähtöisesti.
Sähköinen asiakirjahallinto säästää aika- ja henkilöresursseja, asiat käsitellään ja päätetään nopeammin pienimmillä henkilöresursseilla. Tieto on saatavilla ja organisaation käytettävissä tehokkaammin ja nopeammin.
Sähköisiin tietojärjestelmiin siirtyminen tapahtuu usein samanaikaisesti isohkojen organisaatiomuutosten kanssa, jolloin siirtymävaiheesta uuteen organisaatiorakenteeseen tai organisaation yhdistämisistä tai lakkauttamisista tulee entistä haastavampia.
Arkisto- ja julkisuuslainsäädäntö määrää, että organisaatiomuutosten paineessa asiakirjojen arkistoinnista huolehtiminen on julkisen organisaation vastuulla.
torstai 27. elokuuta 2009
maanantai 10. elokuuta 2009
Study on Record Keeping in Organisations
Record keeping best practices in organisations
Recordkeeping is a vital part of organisational processes and functions, for what special functions and goals organisations are built. Keeping records/documents is storing them and making them available to the public in terms of privacy. Records/documents are made to be available. It is a part of their democratic nature.
Recordkeeping and records management should be steered and planned. The records management is mainly seen as a normal IT project focusing on records. It includes planning, organizing and managing resources needed to bring about the completion of the project goals planned in advance.
Leadership steering, management style and organisational development are important factors when managing an organisation and records as a vital part of a successful organisation. Education and general information enable a significant organisational change and especially change in thinking and acting, which requires motivation of employees to support the change. It requires a deeper understanding of the whole governance system and the organisational architecture.
Organisational recordkeeping principles and a records classification scheme (FCS) with divisions, groups and indexes should be fitted to the records management plan including electronic records in the ERMS. Records have been filed, divided and indexed into groups to a plan.
In this paper I am interested in studying how records are available to citizens with democratic control and supervision in mind. Archives and records management theory is used to investigate best practices i.e. how records are stored and their usability ensured and how they are preserved for future use and especially found for organisational use in archives repositories or in electronic (computed based) records management systems (i.e. digital environment vs. paper based /physical archives in repositories/organisational archives spaces). The purpose is to concentrate on listing out best practices of keeping records in a public organisation towards theory.
Records management in the public sector authorities is based on laws (for examples: Act on the Openness of Government Activities; Archives Act) and the practical work is conducted by using records management plans for archival purpose regulated by laws. The purpose of law regulations is to improve and regulate the use of records and information-seeking in an organisational archive (paper based/electronic) formed and structured by a records management plan.
Records management in Finland
Every authority in Finland has to have a records management schelude according the archival legislation. This schedule should include all records despite their formats. The schedule or plan contains directives about the registration, filing, retention periods and publicity. Records are grouped according to the functions to which they are related. The life-cycle of documents is considered in advance. Authorities determine the retention period of their records, but the National Archives determine which records shall be preserved permanently. This schedule or plan should also be drafted and approved by the authority leadership during the project.
The purpose of the records management in organisations is to help and to improve the intra-organisational efficiency and workflow management. The projects covered management of records consisting capturing, sharing and delivering information and knowledge within and outside the organisation. It can involve many different types of records in various file formats. The efficiency helps to manage complex workflows and a large amount of digitalised records.
Theoretical points of view in records management
Every organisation strives for being efficient. To efficient and streamlined in processes is considered to be challenging. Recordkeeping and information management in public agencies are seen to be an important part of organisational survival and goal/strategy-oriented governing. How does records management look like in the future? What is the role of paper based/physical records?
Experiences from and impact on current practice in different public organisations/authorities; as stated the continuum of recordkeeping responsibilities, considering the life cycle concept and the way life cycle characterises the relationship between records managers and archivists and defines their respective responsibilities in relation to recordkeeping.
Recordkeeping theory is applied for documenting, accessibility, accountability, contributing its expertise in relation to issues of information resource integrity, authenticity, transparency and persistence to the wider communities with information, corporate and democratic accountability, and cultural heritage.
This contains capturing, managing, preserving and re-presenting records as evidence of social and business activity for business, social and cultural purposes for as long as they are of value.
Theoretical framework is based on records continuum model. The records continuum model is defined as a consistent and coherent regime of management processes from the time of the creation of records (and before creation, in the design of recordkeeping system) through to the preservation and use of records as archives The model presents an overview of a seamless and dynamic recordkeeping regime that transcends time and space to capture and manage records for as long as they are required to satisfy business, regulatory, social and culture requirements. This implies a proactive approach for managing records in all kinds of organisations.
Measuring the best practices
The mechanism behind the best practice is an ideal of integration for the management of documents, records and archives. The idea of integration of these two systems can be developed towards a best practice framework for records and archives management (best practice framework).
The best practice can be measured from three aspects within an integrated framework by client-satisfaction service (service control to client-satisfaction), cost-effective management process (process control) and best value records (product control to best value of records).
Service control means the delivery of the service can be measured by the sustainability and consistency of service to the satisfaction of the clients. The indicators would be availability, accessibility and readability of and timely access to records.
Process control means that the process of records and archives management can be measured by its integrated frameworks. The indicators would be effectiveness, economy and efficiency to records management process.
Product control means that the output of a records and archives management program/system can be measured by the quality and quantity of records. The quality indicators would be accuracy, authenticity and reliability, and the quality indicators of management would be completeness or system or integrity to records.
Literature review
The aim of the research project is also to make a literature review of archival theory, research findings and appropriate best practices to improve records management as a part of the process oriented organisations. ISO15489, MoReq2 and associated metadata as well as work processes and technical standards will be used as a benchmark for evaluating records management (systems) and identifying gaps and drawbacks in best practice.
Focus in the presentation
This paper presents and suggests best practices as to improve records management in a process oriented organisation. Metadata, work processes and standards will be used as a benchmark for evaluating records management and identifying gaps and drawbacks in best practice. During the project the following questions raised and this paper will closely analyse these questions:
1) Why do organisations introduce and develop new systems for records management?
2) How can organizational design, processes and internal efficiency/archival information retrieval be improved by introducing a records management system?
3) The role of records management plans and classification of records as a steering instrument?
4) How are records management plans built up and structured?
5) Organizational processes, archival information of a public organization preserved and records delivered i.e. how is records management integrated into organisational processes?
6) Is records management only seen or organised as a part of IT-structure in organisations?
7) What is the impact of new systems in organisational effectiveness?
8) How much strategic advantage did electronic records management systems (computer based systems) provide for an overall organisational management of records compared to old methods of storing papers in archives/at offices?
9) How are physical and electronic archives related to each other? A focus is targeted on records as logical rather than physical entities?
10) Are records management plans in active use or not in use at all?
Recordkeeping is a vital part of organisational processes and functions, for what special functions and goals organisations are built. Keeping records/documents is storing them and making them available to the public in terms of privacy. Records/documents are made to be available. It is a part of their democratic nature.
Recordkeeping and records management should be steered and planned. The records management is mainly seen as a normal IT project focusing on records. It includes planning, organizing and managing resources needed to bring about the completion of the project goals planned in advance.
Leadership steering, management style and organisational development are important factors when managing an organisation and records as a vital part of a successful organisation. Education and general information enable a significant organisational change and especially change in thinking and acting, which requires motivation of employees to support the change. It requires a deeper understanding of the whole governance system and the organisational architecture.
Organisational recordkeeping principles and a records classification scheme (FCS) with divisions, groups and indexes should be fitted to the records management plan including electronic records in the ERMS. Records have been filed, divided and indexed into groups to a plan.
In this paper I am interested in studying how records are available to citizens with democratic control and supervision in mind. Archives and records management theory is used to investigate best practices i.e. how records are stored and their usability ensured and how they are preserved for future use and especially found for organisational use in archives repositories or in electronic (computed based) records management systems (i.e. digital environment vs. paper based /physical archives in repositories/organisational archives spaces). The purpose is to concentrate on listing out best practices of keeping records in a public organisation towards theory.
Records management in the public sector authorities is based on laws (for examples: Act on the Openness of Government Activities; Archives Act) and the practical work is conducted by using records management plans for archival purpose regulated by laws. The purpose of law regulations is to improve and regulate the use of records and information-seeking in an organisational archive (paper based/electronic) formed and structured by a records management plan.
Records management in Finland
Every authority in Finland has to have a records management schelude according the archival legislation. This schedule should include all records despite their formats. The schedule or plan contains directives about the registration, filing, retention periods and publicity. Records are grouped according to the functions to which they are related. The life-cycle of documents is considered in advance. Authorities determine the retention period of their records, but the National Archives determine which records shall be preserved permanently. This schedule or plan should also be drafted and approved by the authority leadership during the project.
The purpose of the records management in organisations is to help and to improve the intra-organisational efficiency and workflow management. The projects covered management of records consisting capturing, sharing and delivering information and knowledge within and outside the organisation. It can involve many different types of records in various file formats. The efficiency helps to manage complex workflows and a large amount of digitalised records.
Theoretical points of view in records management
Every organisation strives for being efficient. To efficient and streamlined in processes is considered to be challenging. Recordkeeping and information management in public agencies are seen to be an important part of organisational survival and goal/strategy-oriented governing. How does records management look like in the future? What is the role of paper based/physical records?
Experiences from and impact on current practice in different public organisations/authorities; as stated the continuum of recordkeeping responsibilities, considering the life cycle concept and the way life cycle characterises the relationship between records managers and archivists and defines their respective responsibilities in relation to recordkeeping.
Recordkeeping theory is applied for documenting, accessibility, accountability, contributing its expertise in relation to issues of information resource integrity, authenticity, transparency and persistence to the wider communities with information, corporate and democratic accountability, and cultural heritage.
This contains capturing, managing, preserving and re-presenting records as evidence of social and business activity for business, social and cultural purposes for as long as they are of value.
Theoretical framework is based on records continuum model. The records continuum model is defined as a consistent and coherent regime of management processes from the time of the creation of records (and before creation, in the design of recordkeeping system) through to the preservation and use of records as archives The model presents an overview of a seamless and dynamic recordkeeping regime that transcends time and space to capture and manage records for as long as they are required to satisfy business, regulatory, social and culture requirements. This implies a proactive approach for managing records in all kinds of organisations.
Measuring the best practices
The mechanism behind the best practice is an ideal of integration for the management of documents, records and archives. The idea of integration of these two systems can be developed towards a best practice framework for records and archives management (best practice framework).
The best practice can be measured from three aspects within an integrated framework by client-satisfaction service (service control to client-satisfaction), cost-effective management process (process control) and best value records (product control to best value of records).
Service control means the delivery of the service can be measured by the sustainability and consistency of service to the satisfaction of the clients. The indicators would be availability, accessibility and readability of and timely access to records.
Process control means that the process of records and archives management can be measured by its integrated frameworks. The indicators would be effectiveness, economy and efficiency to records management process.
Product control means that the output of a records and archives management program/system can be measured by the quality and quantity of records. The quality indicators would be accuracy, authenticity and reliability, and the quality indicators of management would be completeness or system or integrity to records.
Literature review
The aim of the research project is also to make a literature review of archival theory, research findings and appropriate best practices to improve records management as a part of the process oriented organisations. ISO15489, MoReq2 and associated metadata as well as work processes and technical standards will be used as a benchmark for evaluating records management (systems) and identifying gaps and drawbacks in best practice.
Focus in the presentation
This paper presents and suggests best practices as to improve records management in a process oriented organisation. Metadata, work processes and standards will be used as a benchmark for evaluating records management and identifying gaps and drawbacks in best practice. During the project the following questions raised and this paper will closely analyse these questions:
1) Why do organisations introduce and develop new systems for records management?
2) How can organizational design, processes and internal efficiency/archival information retrieval be improved by introducing a records management system?
3) The role of records management plans and classification of records as a steering instrument?
4) How are records management plans built up and structured?
5) Organizational processes, archival information of a public organization preserved and records delivered i.e. how is records management integrated into organisational processes?
6) Is records management only seen or organised as a part of IT-structure in organisations?
7) What is the impact of new systems in organisational effectiveness?
8) How much strategic advantage did electronic records management systems (computer based systems) provide for an overall organisational management of records compared to old methods of storing papers in archives/at offices?
9) How are physical and electronic archives related to each other? A focus is targeted on records as logical rather than physical entities?
10) Are records management plans in active use or not in use at all?
maanantai 6. heinäkuuta 2009
Research interest
My research interest in archives and records management is to investigate how best practices and good document management in different organisations have been achieved.
Today we have to take into consideration both a growing amount of paper documents and electronic records/documents. Keeping his in mind we must also follow regulations how certain records have to be put into archives and preserved for long(er) time.
Today we have to take into consideration both a growing amount of paper documents and electronic records/documents. Keeping his in mind we must also follow regulations how certain records have to be put into archives and preserved for long(er) time.
lauantai 30. toukokuuta 2009
Search Processes, User Behaviour and Archival Representational System
Disputation takes place at Mid Sweden University (Campus Härnösand, Västernorrland) on June 2, 2009.
An intressant research with various outcomes in the field of archival science for theorists and practioners in every day work on archival information retrieval and seeking.
An intressant research with various outcomes in the field of archival science for theorists and practioners in every day work on archival information retrieval and seeking.
tiistai 19. toukokuuta 2009
Integrated Archive System
My next research project concentrates on studying best practices in records management and trying to develop an integrated archive system which takes into consideration both electronic records as well as paper records in public organisations.
keskiviikko 22. huhtikuuta 2009
Olen syntynyt 28.6.1967 Porissa. Olen valtiotieteen maisteri (Turun yliopisto, 1992), valtiotieteiden lisensiaatti (Turun yliopisto, 1997) ja valtiotieteiden tohtori (Turun yliopisto, 2005) sekä filosofian ylioppilas (pohjoismainen ja germaaninen filologia, Turun yliopisto). Kielitaitoni on suomi, ruotsi, englanti ja saksa. Olen työskennellyt mm. Porin kaupungin, Turun yliopiston, Landsarkivet i Härnösandin (Sverige), Vaasan kaupungin ja Porin Kiinteistönomistajain Keskusjärjestön palveluksessa. Tällä hetkellä työskentelen projektikoordinaattorina Satakunnan ammattikorkeakoulussa. Väitöskirjani käsitteli valiokuntien jäsenistöjä 1945–2002.
Jag är född i Björneborg den 28 juni 1967. Jag är politices magister (finska Åbo universitet, 1992), politices licientiat (Åbo universitet, 1997) och politices doktor (Åbo universitet, 2005) samt filosofie studerande (nordisk och germansk filologi, Åbo universitet). Mina språkkunskaper är finska, svenska, engelska och tyska. Jag har tjänstgjort vid Björneborgs stad, Åbo universitet, landsarkivet i Härnösand och Vasa stad. För tillfället arbetar jag som projektkoordinator i Björneborg. Min doktorsavhandling handlade om de finländska utskottsutnämningarna, 1945-2002.
I am born in Pori on June 28, 1967. I am a Master of the Social Sciences (University of Turku, 1992), a Licentiate of the Social Sciences (University of Turku, 1997), a Doctor of the Social Sciences (University of Turku, 2005) and a student of languages. I have worked for the city of Pori, the University of Turku, the Regional Archives of Härnösand, Sweden and the city of Vaasa. For now I am working as a project coordinator in Pori. I wrote my doctoral thesis about the Finnish committee assignments, 1945–2002.
Jag är född i Björneborg den 28 juni 1967. Jag är politices magister (finska Åbo universitet, 1992), politices licientiat (Åbo universitet, 1997) och politices doktor (Åbo universitet, 2005) samt filosofie studerande (nordisk och germansk filologi, Åbo universitet). Mina språkkunskaper är finska, svenska, engelska och tyska. Jag har tjänstgjort vid Björneborgs stad, Åbo universitet, landsarkivet i Härnösand och Vasa stad. För tillfället arbetar jag som projektkoordinator i Björneborg. Min doktorsavhandling handlade om de finländska utskottsutnämningarna, 1945-2002.
I am born in Pori on June 28, 1967. I am a Master of the Social Sciences (University of Turku, 1992), a Licentiate of the Social Sciences (University of Turku, 1997), a Doctor of the Social Sciences (University of Turku, 2005) and a student of languages. I have worked for the city of Pori, the University of Turku, the Regional Archives of Härnösand, Sweden and the city of Vaasa. For now I am working as a project coordinator in Pori. I wrote my doctoral thesis about the Finnish committee assignments, 1945–2002.
tiistai 27. tammikuuta 2009
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