1. IASSIST May 26-29, 2009 The Finnish Navy Mobile Today and Records Management Issues

2. 27.5.2009 IASSIST Tampere May 26-29, 2009 1 Sari Mäkinen, M.A. Records Management Director Navy Command Finland The Finnish Defence Forces

3. 27.5.2009 IASSIST Tampere May 26-29, 2009 2 Content Introduction and aim of the presentation Aim of the Ph.D. project Definitions Mobile working environment Challenges to records management and archiving Conclusion References

4. 27.5.2009 IASSIST Tampere May 26-29, 2009 3 Introduction and aim of the presentation Theories and practices of records management are challenged by mobile ICT Impacts of new mobile tools are still unknown, especially in the field of document management and records management

5. 27.5.2009 IASSIST Tampere May 26-29, 2009 4 Aim of the Ph.D. project To increase the knowledge of RM in mobile environment To examine issues related to the management of organizational memory To focus on the role an utilization of mobile produced documents in the joint knowledge processes

6. 27.5.2009 IASSIST Tampere May 26-29, 2009 5 Definitions Mobile device –Mobile device is an application of wireless communication technologies to process, transmit and exchange data –includes laptop computers, personal digital assistants (PDAs), mobile phones and smart phones (see e. g. Allen & Shoard, 2004; Weilenmann, 2003) Mobility –the physical movement of nodes in a network or remote interaction between individuals who are far apart from each other using mobile technology (Weilenmann, 2001, Luff & Heath, 1998) Organizational memory –Organized knowledge, process, individual and distributed, past preserving, has an effect on organizational learning, competitiveness and decision- making –May be explicit (documents, databases, reports) or implicit (knowledge, process, culture) (Mäkinen & Huotari, 2004)

7. 27.5.2009 Practice Authorities IASSIST Tampere May 26-29, 2009 6 Records management environment User Accountability Evidence Accountability Evidence Digital and paper storage Digital and paper storage Creation Legislation Archival authority Accessibility Retrieval Readability Accessibility Retrieval Readability

8. 27.5.2009 IASSIST Tampere May 26-29, 2009 7 Mobile working environment Features: –Decentralized and distant workplaces –Use of laptop computers, PDAs, mobile phones –Walking away “from the desktop” means new problems and opportunities Problems: –Limitations –Technical problems –Organizational challenges

9. 27.5.2009 IASSIST Tampere May 26-29, 2009 8 Mobile working environment challenges to mobile workers Unfamiliarity and uncertainty about the environment and resources Complex technical environment Complex technical environment Information needed in several locations Data security Data security Lack of instructions for mobile workers Lack of instructions for mobile workers Preservation responsibilities unclear Preservation responsibilities unclear Version control Version control

10. 27.5.2009 Capture Usability Challenges to records management in mobile working environment IASSIST Tampere May 26-29, 2009 9 Preservation Who is responsible? Identifying Organizing Undifferentiated irretrievable data Data security Organizational memory Convertion

11. 27.5.2009 Mobile workers’ survival strategies Invent own practices to solve the problems Evident office and secret office Email used as document management system Coordinators responsible of saving mobile produced records Records carried abroad act with the substitute of professionals Social agreements about the right places (Bardram & Bossen) IASSIST Tampere May 26-29, 2009 10

12. 27.5.2009 IASSIST Tampere May 26-29, 2009 11 Conclusion Survival strategies Best practices Instructions Education Research Preservation of organizational memory also in mobile environment is vital to organization functionality.

13. 27.5.2009 IASSIST Tampere May 26-29, 2009 12 References Badram, J. E., Bossen, C. (2005). Mobility Work: The Spatial Dimension of Collaboration at a Hospital. Computer Supported Coop Work 14:131-160. Allen, D. K., & Shoard, M. (2004). Spreading the Load: Mobile Information and Communication Technologies and Their Effect on Information Overload. Proceedings of the ISIC Conference, Dublin, Ireland. Luff, P. & Heath, C. (1998). Mobility in Collaboration. Proceedings of the CSCW’98. Mäkinen, S. & Huotari, M-L. (2004). Organizational Memory – Knowledge as a Process or Information as an Entity. Proceedings of the Information Resources Management Association International Conference IRMA2004, New Orleans, USA, May 23-26 2004. Weilenmann, A. (2001). Mobile Methodologies: Experiences from Studies of Mobile Technologies-in-use. Proceedings of the 24th Information Systems Research Seminar in Scandinavia (IRIS 24). Weilenmann, A. (2003). Doing mobility: Towards a New Perspective on Mobility. Proceedings of the 26th Information Systems Research Seminar in Scandinavia (IRIS 26).