Knowledge asset is record....

Dear blog readers

Previously, I posted a discussion on the need of KM (Knowledge Management) for records management...it received overwhelming comments and reads. Thanks for patiently reading my blog post...

I would like also to welcome positive comments from you people with regard to my postings. Please do so voluntarily.

Today, I am discussing on the other perspective of records...

Top management discusses and makes decision on specific issues relating to organizational works and problems. These decisions are taken and contain policies and critical information including the processes and justifications on why such and such decisions are made....

The justifications are reasons derived and made in response to specific problems occur within organizational settings. The purpose of these decisions made is to ensure organizational works and targets are achieved. Works can progress, projects and programs can run smoothly. 

To arrive to such decisions, there are processes undertaken. Information and reports are derived and verified, checking on the problems and issues are made which resulted in different results and feedback. These consequently create enormous amount of information which is meaningful and containing lesson learnt, best practices, past mistakes and could possibly created a repository of knowledge within organization.

The reports, feedback, justifications are all recorded and documented in such a way it can be referred back. These recordings require effective and efficient record keeping system. Once it is done, the records themselves are considered having value by itself that serve the purpose of the organization. These are all knowledge assets. Tapping these knowledge assets is critical for the success of KM implementation. 

Embarking KM without considering knowledge assets is useless. Recognizing  knowledge assets in organization are primary aspect in any KM initiatives. Employees could learn, unlearn and relearn of the decisions, impacts, feedback from previous initiatives as lesson learnt, best practices and past mistakes (that should not be repeated) while sharing it with others.

Ignoring efficient and effective records keeping system will lead to information disaster. Knowledge assets are difficult to recognize. Knowledge is then scattered everywhere. The rate of success for KM implementation is beyond achievable target. Actions and deliverable cannot be achieved without previous reference to information and knowledge. 

Hence, knowledge must be captured. The capturing process takes place in the form of recorded information and knowledge. It is then classified and categorized according to its specific subject and kept in the repository or knowledge portal in paper format or electronic format. This is called as explicit knowledge, a process by which knowledge is documented and recorded and conversion of tacit knowledge into explicit knowledge so that it useful, shareable and preserve for longer period of time. To encourage sharing and use, the records (knowledge assets/explicit knowledge) must be readily available to all and easily accessible through online portal.  

The above discussion indicates that, KM needs records more than records need KM. 

Ponder over these;

1. How sharing could take place if the substance (knowledge and information) is not around?
2. How organization could capitalize on its strength if they do not possess what they have (knowledge and information in recorded information)
3. How organization could leverage on future and current knowledge if the past knowledge is not captured?

Dealing with ERM software@system!

Dear all,

When implementing electronic records management system in organization, a lot of things need to be considered. Whenever the records system is in place, the SOP is ready, the staffs are aware of and fully understand the operational and purpose of records system, the last thing to do is to use proper e-records management system. It is the platform by which transactions and the  keeping of evidence are kept in th sytem using e-rms software.

The questions arise here;

What type of e-records software can be used?


What requirement need to be fulfilled first by the system@software before 
purchase?


How do the software works? What it can do and what it cannot do?


Does the software manage e-records according to proper records keeping system?


Does the software follows standard and requirement as well as fulfills legal and policy requirement of an agency?

These are among the factors that records professionals need to check and verify before PURCHASING any on shelf e-records system or self claimed records management sofware! More often than not, the use of the erms system and the purchase of any of it is based on self proclaimed vendor's promotion and claims! These are wrong basis for making decision to purchase and use any erms software. Another flop is that, does the organization do have records professional or the experts in ERMS to do the checking on the software or it just relies on its the so called IT experts to do it, thinking that its IT experts know everything? 
ERMS software is not similar like any other software for use in an agency! The bottom line is that, agency@organization need to ensure the evidentiary records are kept properly, the transactions are recorded accordingly, while authetic and reliable e-records are maintained throughout its existence. What people in IT department or purchasing or administrative department normally do not realize is that, they tend to make decision to use and purchase erms system from totally wrong basis and get themselves misinformed and mislead by vendor's claims of their product@erms system. 


No checking is made on the technical an operational requirement as well as records management requirement and standard are made at all. At the end the multi million ringgit of e-records system purchased is if no use at all when it comes to authentic permanent evidential value if records and transactions! What a waste investment!

Think about it!


Sent from my iPhone

From Records Management to ERMS #3

Dear all.....

Assalamualaikum wrt wbt......and "Salam Sejahtera"!

Change is difficult to occur in organization with long history of establishment. It is cumbersome to change working culture and work processes when practice becomes habits. Old style is difficult to make way to the new one. However, for some reasons, old ways remains because they have already proven meaningful and effective even though it may not be efficient. Then, technology comes in. Like or not, we need to embrace it. It changes and paves the way how people do their work, how things should work, how organizational objective, vision, mission and work processes need to be achieved and how things are managed.

This occurrence takes place everywhere. The same goes to records management. Manually done, the work process in managing records were proven effective. However today, communication technology and information technology have changed the 'modus operandi' of how things work. Communication is rampant, therefore, transaction is also rampant. Business to business transactions, business to people, business to government, government to people transaction or vice versa becomes the main concern. People begin to talk about service delivery. People want high standard of service delivery more than before. Slow response, overdue and "red tapes" no longer the order of the day with the coming of information communication technology (ICT).

The above factors and recent development put stress and tighten burden to information professionals and records professionals. Accountability and efficiency remain the utmost concern. Service delivery need to be efficient, effective and fast while at the same time concern on the 'recordness' of the record remain critical. It was before the choice of procedures and work process that determined the effective ways of keeping the records while maintaining its integrity. Today, that same objectives remain with added priority; the choice of integrated electronic records management system that complied with all work processes, national acts, records and archive acts, fulfilling technology requirement and maintaining the integrity of the records which is created more in digital @ electronic format rather than paper format.

This new trend; the so called digital records or electronic records are born in that manner as compared to previous way where records were born in printed format. It is a huge challenge to people, staffs, employees to handle such 'born digital records'....

It is easier to create electronic records or electronic document, but difficult to manage it. The fact that we can create any document and records using ICT easily than before does not mean that it is easier to manage it. New challenge arises, 'on how to maintain integrity of the records on the basis of evidential value, its authenticity, accountability and integrity of electronic records. A major question arises "how are we going to manage electronic records similarly with its predecessor-paper records, while maintaining its authenticity, validity and integrity?" This is the major concern in managing digitally born records of today.