Records, Technology and Web 2.0

I was very lucky to be involved in a discussion last week about Records Management, the role wireless technology has to play in this and the emergence of Web 2.0. The discussion took place via the Records- Management-UK group on JISC Mail. The discussion began with a request for thoughts on a piece of technology called a Dongle and how useful mobile technology could be with regards to Records Management. Now although useful I believe that in the UK wi-fi hotspots have improved so much that soon there may well be no need for this type of technology. I can now use wi-fi networks free on National Express services, libraries, coffee shops and I’d be surprised if hotels don’t follow suit soon either, so it seems pointless forking out cash monthly for something I can get for free that works better. Ah but what about cross country services, or the smaller services. Well, for one have you tried getting a mobile signal on cross country, only if you sit in the vestibule my friend – not nice. Then the smaller services are hardly worth it as they’re either a short journey or plagued by tunnels.

One thing about both technologies is that they support Records Management principles by allowing employees to connect to local networks, work on documents and save them in the specified locations. No more excuses for working locally on your C:// drive. The second point is that these technologies, especially mobile, can help to improve the management of records across developing countries. By allowing access in some of the most remote regions of the world via mobile technology we can still connect to our local networks accessing and storing information where it needs to be. The discussion later described some of the newer technologies that will further enhance this in the future i.e. WiMax and Femtocells.

The discussion then seemed to move on, discussing the potential impact of Web 2.0 due to the ever improving network capabilities available to us. Some seemed scepticle of the new wave of online applications while others embraced the ideas. One thing is clear, Records Managers need to address the implications associated with Web 2.0 technologies. I liked the quote from a colleague of mine Steve Bailey which he’d heard at another conference which rang true to me – “you don’t stop a bulldozer by standing in front of it, you stop it by getting behind the while”. Peter Emmerson then mentioned “you can’t get behind the wheel if you don’t know how to drive it” which was also a cracker! I think the main point about this is that Records Managers can’t afford to simply stick their head in the sand and ignore this trend, but in order for them to manage records effectively via this medium they need a better understanding of how it works and how they can apply rules to aid users in managing their records effectively. This can only be achieved if technologists and Records Managers work together. I think both professions are extremely important for the future of our organisations and can only improve the processes currently being developed.

Special thanks also to Rachel Hardiman who pointed out the use of mobile technology in developing countries and the benefits this has with regards to Records Management. To see more on this take a look at Steve Baileys blog.