geert-jan van bussel the theoretical framework for the 'archive-as-is'.
an organization oriented view on archives - part ii
information value chain, three models were crucial: [1] the model of the knowledge
value chain of Holsapple and Singh (2001), [2] the recordkeeping model of Peter
Horsman (1999, 2001), and [3] the InterPARES Chain of Preservation (Jansen
2015).
The value chain allows EIM to:
1. provide proper control of the performance of business processes;
2. provide trusted information;
3. assist in the realisation of the governance and compliance efforts of
organizations;
4. provide legal readiness;
5. provide in the protection of sensitive records; and
6. assist in the construction of trusted archives.
The information value chain can be used by EIM to identify possible risks for the
organization and to take proper actions if breaches of laws and regulations take place
(Bearman, 2006; Van de Pas and Van Bussel, 2015ab). Tables 1 and 2 give an
overview of the information value chain.
4.5. The behavioural component of the 'Archive-as-Is': Organizational
Behaviour (E)
From a psychoanalytical point of view, Ihanus (2007) recognizes three phases of
archival registrations: archivalization, archivization, and archiving. Archivalization
has been defined by Eric Ketelaar (2000a, p. 329; 2001, p. 132-133)) as 'the
conscious or unconscious choice (determined by social and cultural factors) to
consider something worth archiving'. Ketelaar refers to the social psychologist
Geert Hofstede (1997, p. 5), who defined 'culture' as 'the software of the mind', the
'collective programming of the mind which distinguishes the members of one group
or category of people from another'. Humans do have, according to Hofstede, the
ability to deviate from this programming, but it is clear that it affects the way
employees are acting and thinking in business processes. This mental programming
affects the way people intuitively consider something 'worth keeping' - or not. After
archivalization, a more conscious choice is made about archivization (in the
archives in liquid times
Information
Definition
Defining the four dimensions of information, the two archival principles and the five
requirements of information access within organizational policies, procedures, rules, and
systems.
Activity 1
Configure
Configuring policies, procedures, rules, and systems to implement the
four dimensions of information, the two archival principles, and the five
requirements of information access, using requirements of all activities of
the information value chain.
Information
Acquisition
Generating and/or acquiring records (and/or archives) from internal and external sources to
make it suitable for subsequent use within specifically set procedures and conditions.
Activity 2
Generate/receive
Creating and receiving records (and/or archives).
Activity 3
Identify
Identifying records (and/or archives) and adding context.
Activity 4
Capture
Capturing records (and/or archives) in defined and configured information
and archiving systems
Activity 5
Store
Store records (and/or archives) in information and archiving systems and
making them suitable for subsequent use
Information
Processing
Processing and analysing records (and/or archives) in business processes to get work done
and using/re-using them for reference, performance, accountability, and evidence, and for
economic and historical reasons.
Activity 6
Process
Using and manipulating records (and/or archives) within case management
in business processes for reference, performance, accountability, evidence,
and/or economic reasons.
Activity 7
Distribute
Distributing records for use within organizations.
Activity 8
Structure
Adding relevant structures to records (and/or archives) that help users in
quickly finding and identifying them.
Activity 9
Publish
The external and/or internal publication of records (and/or archives),
according to procedures and legal obligations.
Activity 10
Analyse
Analysing records (and/or archives) for knowledge gathering or manage
ment decisions based on defined or random queries or analysing tools using
various (defined or random) algorithms
Activity 11
Use/re-use
Using and re-using records (and/or archives) for reference, performance,
accountability, and evidence, and for economic and historical reasons.
Information
Archiving
Archiving records (and/or archives) based on the four dimensions of information, the two
archival principles, and the five requirements of information access.
Activity 12
Contextualize
Continuously adding new metadata to capture changes in situational and
environmental contexts.
Activity 13
Appraise
Defining the relevance of records (and/or archives).
Activity 14
Select
Selecting records (to retain or to destroy).
Activity 15
Retain
Retaining records until the end of their retention period or indefinitely.
Activity 16
Dispose
Destroying records that have lost their relevance at the end of their retention
period.
Activity 17
Preserve
Using preservation tools and techniques to retain records (and/or archives)
indefinitely (or for a very long time).
Activity 18
Secure
Using information security measures and technologies to secure records
(and/or archives).
Information
Auditing
Auditing records (and/or archives) according to the four dimensions of information, the two
archival principles, and the five requirements of information access.
Activity 19
Audit
Audit records (and/or archives) according to arranged requirements.
Table 1. Primary processes of the information value chain and their activities
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Information Leadership
Information Coordination
Information Control
Information Measurement
Information Maintenance
Establishing management conditions, ethics, and circumstances that
enable and facilitate EIM.
Managing dependencies to ensure that EIM processes and resources are used
adequately at appropriate times.
Ensuring that information professionals and resources are available in
sufficient quantity and quality, of course subject to security requirements.
Assessing values of resources, information professionals, and their
deployment.
Ensuring that the original condition of assets or resources within the
information infrastructure are conserved as nearly, and as long, as possible,
are compensated for normal wear and tear, and are renewed when necessary.
Table 2. Secondary processes of the information value chain
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