Information Ecology and the Information System Conversion Process Developing Conversion Criteria to Meet Record Keeping Requirements Nancy Kunde University of Wisconsin Madison November 19, 2004

Why the emphasis of the conversion process? Key process in contemporary RIM Point at which records are vulnerable Need to incorporate records concepts Complex relationships; organizational structure and staff, business processes, information systems, policies and procedures and others

What can information ecology bring to a potential conversion criteria standard ? Connecting people, communicating concepts Want to create a set of criteria but also want to communicate, involve broad audience Better understand environment within which conversion process takes place Problem of communicating with technical and non-technical staff

Why the emphasis on standards? A need frequently expressed by records professionals Roadmap for consistent practice Acceptable, reliable source— ‘the right way’ Effective way to communicate archival and records management practices to broader public audience

Why the emphasis on standards? Electronic records place significant on standards and best practices Ex. State of Wisconsin Admin Rule 12 ISO has opened door for expanded standards development

Project Connection to the ARMA SDC ARMA’s SDC and ANSI standards development process --Support collaborative process --Recognition of the importance of addressing technology and electronic records Support/advisory group for the project Formation of a task force Communication/dissemination of the product

Project will emphasize collaboration ARMA – SAA specifically Perhaps others

Past standards initiative ARMA SDC-Conversion/Migration Criteria for Record Keeping Systems Task Force Drafted segments of potential standard Solid background and draft documents will support work of project

Work of the project ARMA Task Force --Re-formation of it. Call for Participation --Broad participation Review of selected electronic records research projects Link theory to practice

Work of the project Identify / refine component parts of the conversion process Test out the conversion requirements Use of UW / State of WI resources Finalize conversion criteria Distribute document for review and comment Follow ARMA SDC procedures Seek comments from ARMA-SAA Standards Committees Identify other groups to receive draft for comment