This project explored how email records are currently managed in New Zealand tertiary institutions. The purpose was to see what appraisal measures are currently in place for the retention of email records. It also sought to identify the main risks associated with the management, or mismanagement of records, and the current gaps between policy and practice. The main risks of email management that were identified in the findings were associated with the responsibilities of recordkeeping lying with the end user, rather than the information professionals. None of the research participants focussed on the appraisal policies that are in place, and so the identified gaps are not related to the retention schedules of records management but rather they are concerned with staff knowledge and practice. There is not enough insight amongst the information professionals of how staff within tertiary institutions currently manage their emails.
The lack of control around email records indicates that there is a strong possibility that the surveyed information professionals legislative requirements are not being met. To many research participants, implementing an EDRMS system appears to be step toward resolving this issue. As was mentioned in the literature review, EDRMS have the potential to save and preserve a record’s evidential value (Lewellen, 2015). They also help with access by both making sure that the records are organised in such a way that others besides the end user can find the information, as well as restricting access so that the integrity of the record
38 remains intact. Compliance with legislation is the main issue to consider when tertiary institutions are bringing in EDRMS. For research participants who have EDRMS in their tertiary institutions, there were mixed responses of how much ownership the information professionals had over the design and implementation of the system. This is reflected by where the responsibility of records retention lies. The consequences for those who did not have ownership, or who were not even consulted by the IT department, are evident.
However, even those who were involved with the consultation process had their concerns.
As one of the main current risks with the management of email records within tertiary institutions is the responsibility of recordkeeping falling with the record’s creator, information professionals need to have greater control over what actions the end users are taking. Internal self-assessment, or auditing would be recommended, especially considering the current state of email management. An appropriate development on this research would be to see how information professionals are actively looking after the risks posed by email management. Archives New Zealand has tools such as the Public Records Act Audit Self-Assessment Tool so that institutions can make sure that they are PRA compliant (Archives New Zealand, 2009d). The Public Records Act Audit Self-Assessment Tool takes most issues explored in this research into account including: training, ongoing observation of staff practice, systems, and the creation and capture of records (Archives New Zealand, 2009d).
Ongoing research and discussion is required so that the information needs and responsibilities within tertiary institutions are known. This needs to take place between those responsible for the management of records, as well as the IT department and those in senior management roles. If budget constraints are contributing to delayed projects, or outright preventing the implementation of EDRMS within institutions, then the information professionals within tertiary institutions need to advocate for their needs. It is not just to make the management of records easier, but also to make sure that legislative requirements are being met. Even if the retention of records such as email falls under the care of the IT department, there needs to be consultation so that the requirements are addressed. This is particularly the case if the IT department have more buy-in with the institution’s senior management team. When it comes to budgetary concerns, any proposals relating to the implementation or development of EDRMS generally need to supported by
39 tangible evidence. The risks that are posed by end users being responsible for the management of their records have been explored throughout this research but as one research participant mentioned, we currently do not know the actual cost of these risks.
This is where the aforementioned auditing would be beneficial. Research into the cost of the risks associated with email, or even records, mismanagement needs to be undertaken in New Zealand so that information professionals can better advocate for their needs.
It has been established that EDRMS assist with recordkeeping and maintaining the core characteristics of records, but there is still the risk that they are not compliant with legislation. As one of the research participants mentioned, third-party EDRMS vendors often do not include essential features to guarantee PRA compliance. In other jurisdictions such as Australia, the National Archives of Australia (NAA) has published guidelines on implementing EDRMS in government agencies that goes from the information professionals through to senior management (National Archives of Australia, 2015). Archives New Zealand’s Digital Recordkeeping Standard S5 has been mentioned as a point of consultation for the functionality of existing electronic systems, but it only establishes principles and good practice (Archives New Zealand, 2010). It would be beneficial for further research to be undertaken, or for guidelines to be developed so that, like the NAA, New Zealand agencies can be assisted with the implementation of EDRMS to ensure that they meet PRA requirements. Research may also need to be taken into the EDRMS software or vendors that are currently available in New Zealand to see how compatible their services are with New Zealand legislation. Tertiary institutions have a unique position under the PRA, but there is definitely scope for future research to extend out to the wider public sector.
40
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47
Appendix A
Records Continuum: (Upward, 1996)
48
Appendix B Dear XXXX,
My name is Morgan Gradwell and I am a student at Victoria University of Wellington. I am conducting research in partial fulfilment of a Master of Information Studies. The project I am undertaking is examining the appraisal of email records in New Zealand tertiary institutions.
This research project has received approval from the Victoria University School of Information Management Human Ethics Committee.
I am inviting information professionals working with institutional records to participate in this study. It is hoped that this study will gain insight into the current appraisal measures being used within New Zealand public sector institutions. This is specifically with regards to New Zealand tertiary institutions that are Crown Entities, and therefore subject to the Public Records Act 2005. If you are not the best staff member to participate, it would be greatly appreciated if you could forward this onto the relevant employee in your institution.
The research aims to identify any current gaps in guidance and in the practice of the
retention and disposal of email records. The research does not aim to produce a governance or best-practice framework. Instead by focussing on tertiary institutions it aims to provide a foundation for further research and identify the needs within tertiary institutions that may be reflected within the wider public sector.
Participants will be asked to complete an online questionnaire. You may choose not to participate. However, kindly note, participants will not be able to withdraw from the survey once they have submitted the survey, since their data will be anonymous. Submitting the survey will be regarded as consenting to participation. The questionnaire will involve both rating scales and discussion items. It is envisaged that the questionnaire will take about twenty minutes to complete and may be completed in your own time. The end date for completing the questionnaire is May 4 2015.
You may participate in the survey by following this
link: http://vuw.qualtrics.com/SE/?SID=SV_9NxB6cSEoOxEcLP
Responses will form the basis of my research project and will be put into a written report on an anonymous basis. It will not be possible for you to be identified personally, or for your place of work to be identifiable. Grouped responses will be presented in this report but individual statements used in discussion items may be quoted directly. All material collected will be kept confidential. No other person besides me and my supervisor Gillian Oliver will see the questionnaire responses.
As it will not be known who participated in the questionnaire, a summary of findings will be sent to the initial points of contact to whom email invites were sent. The final report will be submitted for marking to the School of Information Management and deposited in the
49 University Library which includes an online repository. Questionnaire responses will be disposed of after 2 years.
There is the possibility that the findings will be disseminated at academic or professional conferences due to the aim that this research will provide a foundation for further research.
Similarly, there is the possibility that the final report will be published in academic or professional journals to disseminate the research.
If you have any further questions or would like to receive further information about the project, please contact me at 027 637 3210, [email protected] or my supervisor Gillian Oliver at the School of Information Management at Victoria University (04) 463 7437, [email protected].
Kind regards, Morgan Gradwell
50
Appendix C
Managing email records
Q1 How many full time equivalent staff members are employed to manage records at your tertiary institution?
0-1 (1)
2-3 (2)
4-5 (3)
5+ (4)
Q2 Does the records management team look after administrative records?
Yes (1)
No (2)
Q3 Does the records management team look after student records?
Yes (1)
No (2)
Q4 Do you have a retention and disposal schedule?
Yes (1)
No (2)
Unsure (3)
Answer If “Do you have a retention and disposal schedule?” Yes Is Selected
Q5 Are there procedures for the retention and disposal of email records in your policies?
Yes (1)
No (2)
Unsure (3) Q5a Comments:
51 Answer If “Do you have a retention and disposal schedule?” Yes Is Selected
Q6 Does the actual practice of managing email records reflect retention and disposal policy?
1 (1) 2 (2) 3 (3) 4 (4) 5 (5)
Not very reflective:Highly
reflective (1)
Q6a Comments:
Answer “If Do you have a retention and disposal schedule?” Yes Is Selected
Q7 What are the gaps between your schedule and the management of email records?
Q8 Does the records management team work collaboratively with the IT Department in determining email retention?
1 (1) 2 (2) 3 (3) 4 (4) 5 (5)
Minimal Collaboration:Highly
Collaborative (1)
Q8a Comments:
Q9 Do you have an electronic system for the management of records (e.g. an EDRMS)?
Yes (1)
No (2)
Unsure (3) Q9a Comments:
Q10 What do you think the main risks are with regard to email management?
Q11 What changes would improve the management of email records?
Q12 If you have any last thoughts to contribute to this research project, then please add them below: