Records and Information Management
3rd Edition
Will be published approx. on 24. February 2025
Book
Paperback/Softback
584 pages
979-8-89255-588-3 (ISBN)
Description
Widely acknowledged as the benchmark text for both students and RIM professionals ("extremely comprehensive and accessible," raves Archival Issues) the new third edition updates its authoritative blend of theory and practice to reflect the field's dynamically evolving environment, including the rapid rise of applications powered by AI/ML. Franks presents complete coverage of the records and information lifecycle model, encompassing paper, electronic (databases, office suites such as Microsoft 365, and email), and new media records (blogs, chat messages, and software as a service), while acknowledging the influence of emerging and developing technologies and encouraging new ways of meeting the resulting challenges. In this book, enhanced with supplemental contributions from a wide range of thought leaders and practitioners, readers will explore such keys topics as
the latest advances in disruptive technologies, including blockchain, Web3, the metaverse, and evolving digital communication tools such as enterprise social media;
an overview of the origins and development of records and information management;
the discipline of information governance and the steps to develop a strategic records and information management plan;
a completely new chapter that demystifies data governance, automation, and AI;
strategies for the creation/capture and classification of records and information;
approaches to retention strategies, inactive records management, archives, and long-term digital preservation;
methods for access, storage, and retrieval of records and information;
insight into electronic records and electronic records management systems;
practices for safeguarding essential records, including disaster preparedness, recovery, and business continuity;
approaches to monitoring, auditing, privacy, security, and risk management;
fresh discussion of the leadership and management skills required of RIM professionals; and
expert guidance on trendspotting, education, and training.
the latest advances in disruptive technologies, including blockchain, Web3, the metaverse, and evolving digital communication tools such as enterprise social media;
an overview of the origins and development of records and information management;
the discipline of information governance and the steps to develop a strategic records and information management plan;
a completely new chapter that demystifies data governance, automation, and AI;
strategies for the creation/capture and classification of records and information;
approaches to retention strategies, inactive records management, archives, and long-term digital preservation;
methods for access, storage, and retrieval of records and information;
insight into electronic records and electronic records management systems;
practices for safeguarding essential records, including disaster preparedness, recovery, and business continuity;
approaches to monitoring, auditing, privacy, security, and risk management;
fresh discussion of the leadership and management skills required of RIM professionals; and
expert guidance on trendspotting, education, and training.
Reviews / Votes
"Text is split up into clear, headed sections, and there are a lot of illustrations and diagrams - really welcome with so dense a subject. What I particularly liked was the 'Paradigms and Perspectives' section at the end of each chapter, where guest authors give their own take on the topic discussed in the chapter. These are often very practical and reassuring after all the theory ... Records management is undervalued but crucial for good governance and we need better training and the guidance that books like this provide." - Catalogue & IndexMore details
Edition
Third Edition
Language
English
Place of publication
United States
Target group
Professional and scholarly
Edition type
New edition
Dimensions
Height: 254 mm
Width: 178 mm
Thickness: 36 mm
Weight
993 gr
ISBN-13
979-8-89255-588-3 (9798892555883)
Copyright in bibliographic data and cover images is held by Nielsen Book Services Limited or by the publishers or by their respective licensors: all rights reserved.
Schweitzer Classification
Person
Patricia C. Franks, PhD, CA, CRM, IGP, CIGO, FAI, is a professor emerita at San JosE State University, where she teaches courses in enterprise content management and digital preservation. She is a past president of the National Association of Government Archivists and Records Administrators (NAGARA) and the Upstate New York Chapter of ARMA International. She is the sole editor of The Handbook of Archival Practice and co-editor of the Encyclopedia of Archival Science, the International Directory of National Archives, Teaching and Learning in Virtual Environments: Archives, Museums, and Libraries, and the Encyclopedia of Archival Writers, 1500-2015 (second edition to be released in 2026). She is a member of the CIGO Association Board of Directors and Preservica's Digital Preservation Sustainability Council. Her research interests are related to emerging technology and its impact on records and information management. She is currently a member of the InterPARES Trust AI multinational interdisciplinary research project where she leads two teams exploring the application of AI in the archives and records management disciplines. Franks has written and spoken widely on topics of social media, cloud computing, blockchain technology, information governance, data governance, and artificial intelligence.
Content
List of Illustrations
Acknowledgments
Introduction
Chapter 1 Evolution of Records and Information Management
Introduction
Records and Recordkeeping in Society
Recordkeeping in the United States in the Twentieth Century
Information Technology, Records, and the Information Age
Web 2.0, Social Media, and Society
Summary
Paradigms and Perspectives
1.1: Slow and Steady Wins the Race: Why Information Governance Is Even More Important in the Age of Artificial Intelligence, by Chris Surdak
1.2: Generative AI, Authenticity, and Digital Provenance: An Opportunity for Records Professionals? by Scott Cameron
Notes
Chapter 2 Building an Information Governance Program on a Solid RIM Foundation
Introduction
Information Governance
Records Management as a Professional Management Discipline
Records and Information Management Lifecycle
Enterprise Content Management
Content Services and Intelligent Information Management
Records Management Program Elements, Functions, and Activities
Standards, Laws, Regulations, and the Legal Environment
Electronic Discovery and the Electronic Discovery Reference Model
Transitioning to Information Governance
Summary
Paradigms and Perspectives
2.1: The Federal Government's Transition to Electronic Recordkeeping & Its Implications, by Jason R. Baron
2.2: Beyond Confidentiality: The Crucial Role of Information Governance in Law Firms, by Robert McLauchlin
Notes
Chapter 3 Records Creation, Capture, Classification, and File Plan Development
Introduction
Records and Information Creation and Capture
Controlled Language and Records Classification
Business Classification Schemes
Indexing and Content Analysis
Records Management Metadata
Summary
Paradigms and Perspectives
3.1: Knowledge Management, by Norman Mooradian
3.2: How Can Artificial Intelligence Help to Solve Recordkeeping Issues Related to Functional Classification? A Conversation with ChatGPT-3.5, by Lois M. Evans
Notes
Chapter 4 Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition
Introduction
Records Inventory
Records Appraisal
Records Series
Web Records: Identifying, Capturing, and Scheduling
Legal and Regulatory Compliance
Developing a Records Retention and Disposition Schedule
Data Retention Policies and Records Retention Schedules
Summary
Paradigms and Perspectives
4.1: Defensible Disposition, by Caryn Wojcik
4.2: Practical Considerations for an Effective RIM Strategy in MADC Activities, by Arlette Walls
Notes
Chapter 5 Records and Information Access, Storage, and Retrieval
Introduction
Business Process Management
Access Controls
Active Storage Systems
Search and Retrieval Process
Metadata and Metadata Standards
Summary
Paradigms and Perspectives
5.1: Meditations on Information Access and Corporate Culture from an Information Governance Yogi, by Natausha Cruz Wilson
5.2: Enterprise Knowledge Graphs, by Alex Richmond
Chapter 6 Enterprise Information and Recordkeeping Systems
Introduction
Electronic Records
Electronic Information Systems
Enterprise Information Systems
Content Management Systems
Enterprise Content Management Systems
Content Services Platforms
Digital Asset Management
Electronic Message Management
Electronic Records Management
Microsoft 365 and Records Management
Electronic Records Management System Guidance
Data and System Migration
Records Management in the Clouds
Planning and Managing an Electronic Records Management Program
Summary
Paradigms and Perspectives
6.1: Evolution of Email Management Strategy, by Wendy McLain
6.2: Playing the Cards You've Got: Dealing with Records in M365 Teams, by Meaghan Fukunaga
Chapter 7 Emerging and Disruptive Technologies
Introduction
Diffusion of Innovation and Trend Spotting
Blockchain Distributed Ledger Technology
Web3
Metaverse
Social Media and Electronic Communications
Summary
Paradigms and Perspectives
7.1: Managing New Digital Communications, by Robert Cruz
7.2: The Metaverse Muddles, by Bethany Winslow and Marie Vans
Chapter 8 Essential Records, Disaster Preparedness and Recovery, and Business Continuity
Introduction
Business Resumption Strategies
Essential Records Program
Disaster Preparedness and Recovery Planning
Business Continuity Planning
Summary
Paradigms and Perspectives
8.1: The Dilemma of Destroying Digital Data, by Ilona N. Koti
8.2: Rethinking Disaster Preparedness in the Age of Ransomware: A Strategic Imperative, by Jim Merrifield
Chapter 9 Information Value, Risk, Privacy and Security
Introduction
Information Economics (Infonomics)
Risk Management
Privacy and Security
Summary
Paradigms and Perspectives
9.1: Unlocking the True Potential of Your Information: Understanding and Closing Information Gaps, by Douglas B. Laney
9.2: Data Privacy and Security, by Amitabh Srivastav
Chapter 10 Physical Records, Records Centers, and Archives
Introduction
Physical Records Considerations
Records Centers
Archives Management
Summary
Paradigms and Perspectives
10.1: Records Center Software Migration, by Jessica Weston
10.2: Construction of an Archival Vault for the Capuchin Province of St. Joseph in Detroit, Michigan, by Junia Papas
Chapter 11 Digital Preservation and Trusted Digital Repositories
Introduction
Digitization and Preservation
Digital Curation and Stewardship
Building a Trusted Digital Repository
Cloud Digital Preservation as a Service
Digital Preservation Research
Summary
Paradigms and Perspectives
11.1: Discovering the Need for Electronic Record Preservation and an Archives Management System: The Year That We Implemented Both ArchivesSpace and Preservica, by Robin Heise
11.2: Preserving the Enterprise: Collaboration and Opportunity in Shared Environments, by Tanya M. Marshall
Chapter 12 Data Governance, Automation, and Artificial Intelligence
Introduction
Data Governance
Automation
Artificial Intelligence
Summary
Paradigms and Perspectives
12.1: AI and Data Governance, by Salvador Barragan
12.2: Progress Is Never Failure: Embracing Imperfect Technology in Archival Processing, by Kristopher Stenson
Chapter 13 From Records Management to Information Governance: An Evolution
Introduction
Developing a Records Management Program
Implementing an Information Governance Strategy
Summary
Paradigms and Perspectives
13.1: Turning a Records Management Policy into an Information Management Program, by Chris Bednar
13.2: Records Management, Information Governance, and AI in Law Firms, by Jim Merrifield
Chapter 14 Leadership and Management Skills for Information Professionals
Introduction
Management
Leadership
Lifelong Learning: Education, Training, and Professional Development
Developing Records Management Training Programs
Summary
Paradigms and Perspectives
14.1: Saint Louis Zoo Advancements in Records Management and Information Governance Due to COVID-19 and Innovative Leadership and Management, by Rae Lynn Haliday
14.2: Ethical Literacy and RIM Leadership, by Norman Mooradian
Appendixes
Appendix A: Examples of Global Data Protection and Privacy Legislation
Appendix B: A Sampling of US Privacy Protection Laws
Glossary
About the Author and Contributors
Index
Acknowledgments
Introduction
Chapter 1 Evolution of Records and Information Management
Introduction
Records and Recordkeeping in Society
Recordkeeping in the United States in the Twentieth Century
Information Technology, Records, and the Information Age
Web 2.0, Social Media, and Society
Summary
Paradigms and Perspectives
1.1: Slow and Steady Wins the Race: Why Information Governance Is Even More Important in the Age of Artificial Intelligence, by Chris Surdak
1.2: Generative AI, Authenticity, and Digital Provenance: An Opportunity for Records Professionals? by Scott Cameron
Notes
Chapter 2 Building an Information Governance Program on a Solid RIM Foundation
Introduction
Information Governance
Records Management as a Professional Management Discipline
Records and Information Management Lifecycle
Enterprise Content Management
Content Services and Intelligent Information Management
Records Management Program Elements, Functions, and Activities
Standards, Laws, Regulations, and the Legal Environment
Electronic Discovery and the Electronic Discovery Reference Model
Transitioning to Information Governance
Summary
Paradigms and Perspectives
2.1: The Federal Government's Transition to Electronic Recordkeeping & Its Implications, by Jason R. Baron
2.2: Beyond Confidentiality: The Crucial Role of Information Governance in Law Firms, by Robert McLauchlin
Notes
Chapter 3 Records Creation, Capture, Classification, and File Plan Development
Introduction
Records and Information Creation and Capture
Controlled Language and Records Classification
Business Classification Schemes
Indexing and Content Analysis
Records Management Metadata
Summary
Paradigms and Perspectives
3.1: Knowledge Management, by Norman Mooradian
3.2: How Can Artificial Intelligence Help to Solve Recordkeeping Issues Related to Functional Classification? A Conversation with ChatGPT-3.5, by Lois M. Evans
Notes
Chapter 4 Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition
Introduction
Records Inventory
Records Appraisal
Records Series
Web Records: Identifying, Capturing, and Scheduling
Legal and Regulatory Compliance
Developing a Records Retention and Disposition Schedule
Data Retention Policies and Records Retention Schedules
Summary
Paradigms and Perspectives
4.1: Defensible Disposition, by Caryn Wojcik
4.2: Practical Considerations for an Effective RIM Strategy in MADC Activities, by Arlette Walls
Notes
Chapter 5 Records and Information Access, Storage, and Retrieval
Introduction
Business Process Management
Access Controls
Active Storage Systems
Search and Retrieval Process
Metadata and Metadata Standards
Summary
Paradigms and Perspectives
5.1: Meditations on Information Access and Corporate Culture from an Information Governance Yogi, by Natausha Cruz Wilson
5.2: Enterprise Knowledge Graphs, by Alex Richmond
Chapter 6 Enterprise Information and Recordkeeping Systems
Introduction
Electronic Records
Electronic Information Systems
Enterprise Information Systems
Content Management Systems
Enterprise Content Management Systems
Content Services Platforms
Digital Asset Management
Electronic Message Management
Electronic Records Management
Microsoft 365 and Records Management
Electronic Records Management System Guidance
Data and System Migration
Records Management in the Clouds
Planning and Managing an Electronic Records Management Program
Summary
Paradigms and Perspectives
6.1: Evolution of Email Management Strategy, by Wendy McLain
6.2: Playing the Cards You've Got: Dealing with Records in M365 Teams, by Meaghan Fukunaga
Chapter 7 Emerging and Disruptive Technologies
Introduction
Diffusion of Innovation and Trend Spotting
Blockchain Distributed Ledger Technology
Web3
Metaverse
Social Media and Electronic Communications
Summary
Paradigms and Perspectives
7.1: Managing New Digital Communications, by Robert Cruz
7.2: The Metaverse Muddles, by Bethany Winslow and Marie Vans
Chapter 8 Essential Records, Disaster Preparedness and Recovery, and Business Continuity
Introduction
Business Resumption Strategies
Essential Records Program
Disaster Preparedness and Recovery Planning
Business Continuity Planning
Summary
Paradigms and Perspectives
8.1: The Dilemma of Destroying Digital Data, by Ilona N. Koti
8.2: Rethinking Disaster Preparedness in the Age of Ransomware: A Strategic Imperative, by Jim Merrifield
Chapter 9 Information Value, Risk, Privacy and Security
Introduction
Information Economics (Infonomics)
Risk Management
Privacy and Security
Summary
Paradigms and Perspectives
9.1: Unlocking the True Potential of Your Information: Understanding and Closing Information Gaps, by Douglas B. Laney
9.2: Data Privacy and Security, by Amitabh Srivastav
Chapter 10 Physical Records, Records Centers, and Archives
Introduction
Physical Records Considerations
Records Centers
Archives Management
Summary
Paradigms and Perspectives
10.1: Records Center Software Migration, by Jessica Weston
10.2: Construction of an Archival Vault for the Capuchin Province of St. Joseph in Detroit, Michigan, by Junia Papas
Chapter 11 Digital Preservation and Trusted Digital Repositories
Introduction
Digitization and Preservation
Digital Curation and Stewardship
Building a Trusted Digital Repository
Cloud Digital Preservation as a Service
Digital Preservation Research
Summary
Paradigms and Perspectives
11.1: Discovering the Need for Electronic Record Preservation and an Archives Management System: The Year That We Implemented Both ArchivesSpace and Preservica, by Robin Heise
11.2: Preserving the Enterprise: Collaboration and Opportunity in Shared Environments, by Tanya M. Marshall
Chapter 12 Data Governance, Automation, and Artificial Intelligence
Introduction
Data Governance
Automation
Artificial Intelligence
Summary
Paradigms and Perspectives
12.1: AI and Data Governance, by Salvador Barragan
12.2: Progress Is Never Failure: Embracing Imperfect Technology in Archival Processing, by Kristopher Stenson
Chapter 13 From Records Management to Information Governance: An Evolution
Introduction
Developing a Records Management Program
Implementing an Information Governance Strategy
Summary
Paradigms and Perspectives
13.1: Turning a Records Management Policy into an Information Management Program, by Chris Bednar
13.2: Records Management, Information Governance, and AI in Law Firms, by Jim Merrifield
Chapter 14 Leadership and Management Skills for Information Professionals
Introduction
Management
Leadership
Lifelong Learning: Education, Training, and Professional Development
Developing Records Management Training Programs
Summary
Paradigms and Perspectives
14.1: Saint Louis Zoo Advancements in Records Management and Information Governance Due to COVID-19 and Innovative Leadership and Management, by Rae Lynn Haliday
14.2: Ethical Literacy and RIM Leadership, by Norman Mooradian
Appendixes
Appendix A: Examples of Global Data Protection and Privacy Legislation
Appendix B: A Sampling of US Privacy Protection Laws
Glossary
About the Author and Contributors
Index