Proceedings Template - WORD



Emerging Trends of Electronic Records Management in Libraries: A Review of Related Literature

DUMECQUIAS, Verna N.

MLIS student

Saint Louis University

2600

09391710335

dumecquiasverna@

GASPAR, Aureejel V.

College Librarian

Patria Sable Corpus College

3311

09265386016

aureejel23@

WAKAT, Gladys K.

College Librarian

Philippine Nazarene College

2601

09097912185

wakatgladys@

LID-AYAN, Ellaine G.

College Librarian

Philippine Valley Computer and Information Technology College

3311

0935603874

ellaine_guinid@

GENOVE, Gerry Paul

Advisor

Saint Louis University,

Baguio City, 2600

09058743577

gpcgenove@slu.edu.ph

OBRA, Josielyn T.

College Librarian

Don Mariano Marcos Memorial State University

2504

09483596039

josieobra@

PITLONGAY, Janelle

School Librarian

South Ilocandia College of Art and Technology

2503

09123629183

p.janelle_17@

ABSTRACT

Electronic records management (ERM) organizes the creation to the disposal of electronic records. In libraries, technological innovations have helped the management of records and improvement of recordkeeping. This study aims to present current and new developments in the field of electronic records management in libraries. Specifically, the best emerging trends of ERM which are applied in libraries in various context will be discussed. Outcomes were accomplished through a literature search on scholarly articles found on chosen authoritative scholarly journals and databases which were published from 2010 up to the recent years. The findings indicate high value is placed on the accessibility of electronic records followed by the life cycle, the features, regulations and safety of electronic records and its management.

Keywords

Electronic records management; ERM emerging trends; Library information systems; integrated library systems; Libraries

INTRODUCTION

In the early 1980’s the National Library of Medicine used the term "integrated" in referring to a system in which all automated library functions are processed against a single, master bibliographic file. [1] Throughout the years “integrated” became integrated library system (ILS) which prompted another definition to be devised. It states that integrated library systems (ILSs) “support the entire business operations of an academic library from acquiring and processing library resources to making them available to user communities and preserving them for future use”. [2] Traditional ILS in later years though were found to be lacking because of its inadequacy in managing online collections. [3]

ILS has undergone many changes in the past decade according to Todd Carpenter, director for NISO (National Information Standards Organization). While some of these changes have impacted the front-end of the ILS—namely, the online catalog that users employ to find library materials—other changes have impacted the back-end, where library staff spends its time. One of the most compelling changes to come along in decades is RDA, the Resource Description and Access initiative, which has the potential to revolutionize cataloging [4]. From 2010 to present the use of cloud based library management systems has increased drastically since the rise of cloud technology [5]. And in recent years, the library community has seen the emergence of a new generation of ILSs, commonly called as Library Services Platforms (LSPs) that takes into account the management of both print and electronic collections. LSPs take advantage of cloud computing and network advancements to provide economies of scale and to allow a library to better share data with other libraries. Furthermore, LSPs unify the entire suite of library operations to provide efficient workflow at the back end and advanced online discovery tools at the front end for the library. [3] Looking forward to the innovations of ILS in the library industry as presented in the Library systems report, it has become more consolidated than ever and integrated into the agendas of the top-tier library services companies. On one hand, it channels an unprecedented level of resources into a few key technology products and has the potential to provide great benefit through those organizations with vast capacity for development. Librarians should be aware of the increasingly complex relationships involved with content, workflows, and discovery. [6]

Incorporated in the ILS also is records management. Records management involves principles and practices in the efficient management and controlling of records from their creation to their final disposition. The goal of records management is to ensure that all the important documents should be filed through the use of electronic databases [7]. Within records management is Electronic Records Management (ERM). ERM focuses on establishing a business-driven vision of recordkeeping; enhancing awareness of recordkeeping concepts and the role of records in supporting an organization; assigning accountability for records; designing an architecture for recordkeeping, and building capacity [8].

ERM has been applied to several fields specifically in the areas of small and medium enterprise (SMEs) [9], hospitals [10][11][12], police agencies[13] and legal offices[14]. Oweghoro [11] claims that using electronic records management is necessary to provide the information or data needed by the person while Saffady [14] claims that using ERM can minimize the time-consuming legal research associated with the development of retention schedules. Miller and Sims [10] stated that electronic medical record (EMR), an ERM in hospitals, is an enabling technology that allows physician practices to pursue more powerful quality improvement programs than is possible with paper-based records. On the contrary, electronic records management has issues or challenges. Kahn [15] stated that access, cost, risks and productivity are some issues in ERM that should be addressed. Also, Borgschulte [16] recognized five (5) challenges ERM which are identifying records, records lifecycle, declaring the records, increased records, and user acceptance.

In this research, the emerging trends of electronic records management in libraries is presented through a historical overview of developments and recent trends using review of related literature. It presents alternative ways based on emerging trends on how libraries can digitize and automate their records. It also provides challenges and changes in ERM where libraries should be made prepared. This research will also answer queries by libraries who are looking for ways and means to digitize and automate their records.

METHODOLOGY

This section presents the methods in defining information sources, in searching for related scholarly articles, in the analysis of the searched articles, and in how the discussion of the findings of the study will be presented.

1 Information Sources

The researchers collected articles from different eJournals namely Emerald, Google scholar, Taylor & Francis, Research Gate and Information Science Reference. The Emerald Management eJournals provides collection from more than 230 journals and 24 management subject areas. Google Scholar provides freely accessible web search engine that indexes the full text or metadata of scholarly literature across an array of publishing formats and disciplines. Another source of information is the Taylor and Francis. Taylor and Francis is a journal content platform for the Taylor & Francis Group, which gives online access to all journals, quality peer-reviewed journals from Taylor & Francis and Routledge. Other sources include ResearchGate which provides a professional network for the scientific community to connect with each other to share and discuss research and Information Science Reference which is one of the five imprints of IGI Global that offers premier and peer-reviewed content in both print and electronic formats to international researchers, librarians, and universities.

2 Search of Related Articles

Articles were retrieved from the identified sources through:

1. Searching articles using keywords:

• Records management

• Electronic Records Management (ERM) in libraries

• ERM emerging trends

2. Considering the year, the articles were published in the past 7 years (2010 to 2017)

3. Identifying the trends in the articles found.

2.3. Analysis of Research Articles

| AREAS of ERM |Author |Trends |Description |

|USABILITY/ ACCESSIBILITY/ |[2] |Platform as a Service (PaaS) |Used by automated libraries for records database internet access through web |

|RETRIEVAL | | |browser platform |

| |[21] |Public Cloud |Used by digital libraries where digital collection is hosted by public cloud |

| | | |servers to reduce cost |

|  | | |Used by virtual library to help website and related files be hosted using public |

| | | |cloud servers |

|  |[24] |Tablet Loaner Programs |Trend in the library wherein library provide tablet or iPad to read an e-book on |

| | | |a tablet or Chromebook. |

|  |[24] |Makerspaces |Makerspaces, also called hackerspaces, hackspaces, and fablabs, are collaborative|

| | | |spaces where people gather to get creative with DIY projects, invent new ones, |

| | | |and share ideas (e.g. 3D printers). |

|  |[24] |Drones / Unmanned Aerial |Drones could help improve internet access in underserved areas. Google has |

| | |Vehicle’s |included drones along with balloons (Project Loon) and low orbit satellites as |

| | | |possible means of providing internet access, especially in remote places. [29] |

|  |[24] |Robotics Library [17] |This is not the kind of robot that will replace the librarian; rather, this is |

| | | |the kind of robot that can, among other things, teach kids to write computer |

| | | |code. Some libraries are even acquiring robots that can be checked out by |

| | | |patrons, just like other library materials. |

|  |[24] |Virtual reality spaces |Creation of virtual learning spaces in libraries as a new form of storytelling |

| | | |and educational gaming. |

|  |[25] |Social medias |A desire to share digital images and documents has also led to rapid growth in |

| | | |software for individuals to publish blogs or publish digital images captured via |

| | | |mobile cameras and phones. Sharing of such information may be between immediate |

| | | |family and friends, interest groups or open to all individuals on the Web (e.g |

| | | |Fickers, and blogs). |

|  |[26] |Exploitation of ICT |Digital conversions have specific characteristics which make them more popular in|

| | |facilities for sharing global|this information-intensive environment when users want to get all information |

| | |resources |related to their area of study (e.g. eBooks). |

|  |[26] |Ourmedia |Individuals creating video, music, photos, audio clips and other personal media |

| | | |can store their content for free in perpetuity on Ourmedia's servers, as long as |

| | | |they are willing to share their works with a global audience |

|  |[2] |Content Management System |JIRA, DRUPAL and Basecamp help meet the workflow and metadata storage needs of |

| | | |the library. |

|  |[2] |IBM’s Business Process |Develop support for managing their electronic resources work flows |

| | |Manager platform | |

|  |[27] |Browsability on the web |Large number of cross-references; records searching on map using a postcode; |

| | | |collaborative filtering to open up; new connections between records |

|  |[27] |RSS feeds for newly opened |It gives users the ability to subscribe for regular update of web content |

| | |records | |

|DIGITIZATION/ PRESERVATION|[19] |Minerva: Material Measurement|a web-based data management planning tool is broader than similar applications |

| | |Laboratory data management |because it not only captures information related to the four areas typically |

| | |planning tool |required by a data management plan (descriptions of the activity, data types |

| | | |created, preservation and storage information and level of public access) but |

| | | |also captures specific information about the data products |

| |[20] |Cost-effective management, |Digitization of older printed resources. |

| | |especially storing and | |

| | |delivery of printed documents| |

|  |[20] |Digitization of scientific |Supplemented by back catalogue digitizing at the beginning of this millennium |

| | |communications |which improved the possibilities of the scientific community to access more |

| | | |resources than ever before – in those institutes that can afford the costs |

| | | |involved in the acquisition of these resources |

| |[21] |Public Cloud |Used by digital libraries where digital collection is hosted by public cloud |

| | | |servers to reduce cost |

|  | | |Used by virtual library to help website and related files be hosted using public |

| | | |cloud servers |

|  |[21] |Platform as a Service (PaaS) |Used by automated libraries for records database internet access through web |

| | | |browser platform |

|  |[25] |Digital preservation |As the volume and complexity of digital information grows, there has been growing|

| | | |realization of the complexity of the activity needed to ensure long-term access |

| | | |to digital materials and the extent to which this differs radically from |

| | | |preservation activities in the paper environment. |

|  |[26] |Exploitation of ICT |These are used to address increasing demand to convert different languages |

| | |facilities for sharing global| |

| | |resources | |

|  |[26] |Ourmedia |Ourmedia's goal is “to expose, advance and preserve digital creativity at the |

| | | |grassroots level.” This is the first such |

| | | |service to offer explicitly long-term preservation as well as hosting services |

| | | |for personal and community content |

|RETENTION |[18] |lecture capture software |Records lectures for future viewing; offers livestreaming at the library |

|  |[18] |E-portfolio |A digital collection of work that showcases skills, abilities, values, knowledge,|

| | | |and experiences through a variety of artifacts, documents, or media files that |

| | | |provide a holistic representation of a student’s personal, professional, and |

| | | |academic progress |

|COMPLIANCE |[19] |Minerva: Material Measurement|A web-based data management planning tool (after the Roman goddess of wisdom) |

| | |Laboratory data management |that allows Material Measurement Laboratory (MML) researchers to comply with this|

| | |planning tool |mandate (OSTP Memo; Executive Order; office of management and budget [OMB] Memo, |

| | | |2013: providing public access to the results of federally funded research). |

|  |[19] |Lab Liaison Program |A component of ISO’s services in collaborations with Office of Data and |

| | | |Informatics (ODI) that provides services include assessing the impact of the |

| | | |lab’s work, providing guidance on the best methods for digitizing and preserving |

| | | |research support materials, compiling and analyzing industry data and conducting |

| | | |bibliometric studies of NIST papers |

|PERSONNEL |[22] |ArchiveGrid |Which adds a million records to the world’s biggest bibliographic database. This |

| | | |competitor would be aggregators |

|  |[19] |Lab Liaison Program |A component of ISO’s services in collaborations with Office of Data and |

| | | |Informatics (ODI) that provides services include assessing the impact of the |

| | | |lab’s work, providing guidance on the best methods for digitizing and preserving |

| | | |research support materials, compiling and analyzing industry data and conducting |

| | | |bibliometric studies of NIST papers |

|  |[2] |CRM (Customer relations |Enables staff to keep track of problem reports and communications with users |

| | |management) software |while automatically creating a database of issues and statistics related to |

| | | |troubleshooting |

|SECURITY |[25] |Synchronization and |This software is being offered as online backup of digital data to a remote |

| | |encryption software |secure repository as a safeguard against data loss. |

|  |[2] |CRM (Customer relations |Enables staff to keep track of problem reports and communications with users |

| | |management) software |while automatically creating a database of issues and statistics related to |

| | | |troubleshooting |

|DISPOSAL/ DISPOSITION |[23] |Sustainable Collections | Used by libraries to identified retention and deselection criteria, all of which|

| | |Services (SCS) |had to be met for the title to be a candidate for withdrawal. |

| | |decision-support tool | |

| |[2] |eLibGuides and wikis and |Are useful for recording and sharing e-resources-related documentation and |

| | |blogs |facilitating communication, especially in complex organization or consortia |

DISCUSSION

With the different search engines used by the researchers, keywords and delimiters were used in order to filter the peer-reviewed articles. First, the researchers used the term records management that resulted to approximately ±10, 000, 000 articles. Then, since the study is on the emerging trends the second delimiter used is Electronic Records Management (ERM) in general which resulted to ±50, 000 articles. Thirdly, in support to the emerging trends and up-to date information on ERM the span of the researches were considered. Thus, articles published from 2010 to 2017 (7 years) were considered which narrowed the articles result. Finally, the search was concentrated in the field of librarianship. With more than thousands of articles on the trends of electronic records management, narrowed through these set delimiters and keywords, 11 articles were chosen. [2] [18] [19] [20] [21] [22] [23] [24] [25] [26] [27] These 11 articles became the source of the review of literature.

The study identified seven (7) areas of ERM which are as follows: usability which includes the accessibility and retrieval in ERM, security, digitization and preservation, disposition, retention, compliance and personnel. [30] Based from the essential areas set, it was found out that the usability of electronic records has the most importance. A usable record is one which can be located, retrieved, presented, and interpreted. In any subsequent retrieval and use, the record should be capable of being directly connected to the business activity or transaction which produced it. It should be possible to identify a record within the context of broader business activities and functions. [27] The second most important are where trend are found is the digitization and preservation. The biggest benefit that has arisen from our pioneering digitization efforts has been a tremendous increase in the use of digitized material that is accessible in web or in e-format. This trend includes the preservation of the record itself. The result of the study showed that there is a wide development on the digitization that is applied in the library. This could be in the form of web-based data management tools, bigger capacity of storage to reduce cost, the usage of different platforms and software including ICT tools to meet the increasing demands on how to access the electronic records. [19] [20] [21] [25] [26]

The next area, compliance with two trends, is concerned with the practice libraries have to comply with laws, regulations, and guidelines that deal with the process of the creation to the disposal to the protection of records as assets. [30] These are Minerva: Material Measurement Laboratory data management planning tool and Lab Liaison Program. Minerva captures information related and specific information about the data products while Lab Liaison Program establishes and maintains working relationship in the assigned organization to provide customized services [19]. Another area of ERM is retention. This area retains records for an appropriate period of time. Out of the trends found in this research there are two that provides retention these are lecture capture software and e-portfolio. The former records lecture for future viewing and offers livestreaming at the library while the latter is a digital collection of work that showcases a holistic representation of a student’s personal, professional, and academic progress. [18] After retention is the disposal of the electronic records. This area of ERM takes a very cautious process in the disposition and transfer of records. In this research, two emerging trends are found out to be useful in the disposition of records. The first one is Sustainable Collections Services (SCS) decision-support tool which identifies retention and deselect ion criteria that are basis for withdrawal. [23] The other is eLibGuides and wikis and blogs which are useful for recording and sharing e-resources-related documentation and facilitating communication, especially in complex organization or consortia. [2] Lastly is security. Among the trends found in this research two falls under the area of security. These are synchronization and encryption software which offers online backup of digital data to a remote secure repository as a safeguard against data loss [27] and CRM (Customer relations management) software which enables staff to keep track of problem reports and communications with users while automatically creating a database of issues and statistics related to troubleshooting. [25] Both trends provide data protection for electronic records that can be useful in libraries.

Conclusion

Based from the results stated above it was found that electronic records management in libraries is a need in the field due to the usability of ERM being the most common trend. ERM in the field of library is applied on the services offered and offers a much more organized record in the library.

Recommendation

Challenges and problems were identified in the study that needs in-depth research on how to address these challenges to be able for the librarians to offer more satisfying services to the users.

REFERENCES

1] Lopata, C.L. 1995. Integrated library systems. Eric Clearinghouse on Information and Technology, 1995. Retrieved April 2017 from

2] Yeh, S., & Walter, Z. 2016. Critical success factors for integrated library system implementation in academic libraries: a qualitative study. Information Technology and Libraries, (3), 27. Retrieved April 2017 from

3] Rathmel, A. 2014. Running head: e-resources tools, techniques, and training. Taylor & Francis in Journal of Electronic Resources Librarianship, 2015. Retrieved April 2017 from

4] Wilson, K. 2012. Introducing the Next Generation of Library Management Systems. Serials Review, 38(2), 110-123. Retrieved April 2017 from

5] Manifold. A., 2014, Integrated library systems and dis-integrative pressures, International Trends in Library and Information Technology. Vol.1, No.2, 2014. Retrieved from

6] Breeding, M, Library Systems Report 2016, American Lbraries Magazine. Retrieved April 2017, from

7] Bantin, P.C. 2002. Records Management in a Digital World. EDUCAUSE Center for Applied Research, 2002(16), 1-14.

8] McLeod, J., Childs, S. & Hardiman, R. (2011). Accelerating positive change in electronic records management - Headline findings from a major research project. Archives & Manuscripts, 39 (2), pp. 66-94

9] Borglund, E., Anderson, K., Sirkemaa, S., Wahlberg, O., & Sandberg, K. 2009. Business Values of Electronic Records Management in Smes. Proceedings of the European Conference On Information Management & Evaluation, 51-58.

10] Miller, R. H., & Sim, I. 2004. Physicians’ use of electronic medical records: barriers and solutions. Health affairs, 23(2), 116-126.

11] Oweghoro, B.M. 2015. Health Records Retention and Disposal in Nigerian Hospitals: Survey of Policies, Practices and Procedures. African Journal of Library, Archives & Information Science, 25(1), 69-76.

12] Marca, G., Pérez, A.J., Blanco-García, M.G., Miravalles, E., Soley, P., & Ortiga, B. 2014. The use of electronic health records in Spanish hospitals. Health Information Management Journal, 43(3), 37-44.

13] Nizich, M. P. 2012. Determining the Usage Patterns of an Electronic Records Management System by a Police Agency. Proceedings Of The Northeast Business & Economics Association, 236-239.

14] Saffady, W. 2016. Legal Requirements for Electronic Records Retention in Western Europe: An Overview. Information Management Journal, 50(4), B-50-B-54.

15] Kahan, R. 2017. Data management guidelines: four records retention issues to address. Information Nation blog. Retrieved April 2017 from

16] Borgschulte, A. 2015. Addressing the Top 5 Challenges of Unified Records Management.

17] Gaschler, A. 2011. A Software architecture for robot control and its application to social robotics. Fortiss innovation in software and systems. Retrieved April 2017 from

18] Seal, R. A. 2014. Library spaces in the 21st century: meeting the challenges of user needs for information, technology, and expertise. Retrieved from

19] Smith, A. et al. 2015. Librarians and scientists partner to address data management: taking collaboration to the next level. Retrieved from

20] Saarti, J., Vattulainen, P. 2013. Management of and access to print collections in national and repository libraries in Europe: collection for use or for preservation. Retrieved from

21] Shafi, M. et al. 2012. Cloud Computing Solutions: library perspectives. Retrieved from

22] Massie, D. 2012. Interlending trending: a look ahead from atop the data pile. Retrieved from

23] Oliva, V. T. (2016). Deselection of print monographs in the humanities and social sciences in the digital age. Retrieved from

24] Lambert, T. 2016. Emerging Tech Trends Require Change Management. Public Libraries Online. Retrieved from

25] Beagrie, N. 2010. Digital curation for science, digital libraries, and individuals. The International Journal of Digital Curation, Vol.1 Issue:1

26] Shampa, P., Sashi, S. 2014. "Digitization initiatives and special libraries in India", The Electronic Library, Vol. 32 Issue: 2, pp.221-238. Retrieved from

27] Gresham, E., Higgins, S. 2012. Improving browsability of archive catalogues using Web 2.0. Retrieved from

28] The Ohio State University, 2017. Trustworthy electronic record. Retrieved from

29] John Brodkin. ArsTechnica. 2014. Google testing drones that could provide Internet access to remote lands. (September 15, 2014). Retrieved from ...

30] Saffady, W. 2015 Records management or information governance? (2015, July-August). Information Management Journal, 49(4), 38+.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download