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Traceable Information Systems: Factors That Improve Traceability Between Information and Processes Over Time
Mittuniversitetet, Fakulteten för naturvetenskap, teknik och medier, Institutionen för informationsteknologi och medier.ORCID-id: 0000-0003-4153-5549
2007 (Engelska)Licentiatavhandling, sammanläggning (Övrigt vetenskapligt)
Abstract [en]

Preservation of information is not a new issue but preservation of digital information has a relatively short history. Since the 60’s when computers began to be used within administration, digital information that has had to be preserved over time.The problem addressed in this research is how to preserve understandable information over time. Information is context dependent, which means that without context it is not possible to use the information. Process is one part of the context. And an important issue when preserving information is then to be able to trace an information

object to the process where in it has been created and managed. Associating information to a particular process creates the possibility of relating information objects to each other and also to the context in which the information has been created and used. The aim of this thesis is to identify and structure factors that can improve the traceability between information and processes over time. A set of factors based on case studies and a set of analytical methods are presented that can improve the traceability over time. These factors have been identified and structured by the use of the Synergy-4 model. They have been identified within four different spheres namely: competence, management, organization/procedure and technology. The factors have further been structured in three different time states namely: creation time, short and middle term and long-term. The research concludes that there are a lot of factors influencing ability to preserve information. Preservation issues include selection of metadata standards, organizational culture, lack of understanding from management and formalization of documents. The conclusion is that if an organization wants to succeed in preserving traceable information they have to build strategies that cover the issues from a range of different angles. This thesis suggests that crucial angles are competence, management, organization/procedure

and technology. Furthermore, the strategies must be in place at the stage of creationof the information objects.

Ort, förlag, år, upplaga, sidor
2007.
Serie
Mid Sweden University licentiate thesis, ISSN 1652-8948 ; 27
Nyckelord [en]
Traceability, Preservation of Information, Processes, Context, Synergy-4
Nationell ämneskategori
Systemvetenskap
Identifikatorer
URN: urn:nbn:se:miun:diva-515ISBN: 978-91-85317-68-4 (tryckt)OAI: oai:DiVA.org:miun-515DiVA: diva2:25135
Presentation
(Engelska)
Opponent
Handledare
Tillgänglig från: 2009-07-10 Skapad: 2009-01-08 Senast uppdaterad: 2009-07-13Bibliografiskt granskad
Delarbeten
1. What are the Characteristics of Records?
Öppna denna publikation i ny flik eller fönster >>What are the Characteristics of Records?
2006 (Engelska)Ingår i: International Journal of Public Information Systems, ISSN 1653-4360, Vol. 2, nr 1, 55-76 s.Artikel i tidskrift (Refereegranskat) Published
Abstract [en]

Project documentation, minutes of meetings, emergency plans, and inspection reports are all examples of records, recorded information. There is a changeover from paper-based records to electronic records in many organizations and these organizations often implement information systems managing electronic records that only take archival requirements into consideration to some extent, if at all. This is a problem that makes preservation of electronic records difficult. The aim of this paper is to describe the characteristics of records, based on a study of empirical data and archival theory. It is essential to identify and understand the characteristics of a record in order to manage and preserve records in computerised systems. Knowledge of what characteristics a record has is one way to make it possible to formalize records. Formalization at different levels is needed for computerized management of records. This paper is based on a qualitative case study performed at four different organizations in Sweden. Empirical data was collected from multiple sources within each organization and resulted in five groups of characteristics with several sublevels. The empirical data were compared with recordkeeping and archival theory. Based on this study the essential characteristics of records were identified as context, form, organization, structure and version/copy.

Ort, förlag, år, upplaga, sidor
Sundsvall: Mittuniversitetet, 2006
Nyckelord
Archival theory, Electronic records, Formalization, Information systems, Record characteristics
Nationell ämneskategori
Data- och informationsvetenskap
Identifikatorer
urn:nbn:se:miun:diva-381 (URN)
Projekt
Framtidens arkivPI - Publika Informationssystem
Tillgänglig från: 2008-11-16 Skapad: 2008-11-16 Senast uppdaterad: 2016-10-11Bibliografiskt granskad
2. Metadata use in document management systems which support business processes.
Öppna denna publikation i ny flik eller fönster >>Metadata use in document management systems which support business processes.
2008 (Engelska)Ingår i: Archives & Social Studies: A Journal of Interdisciplinary Research, ISSN 1988-0626, Vol. 2, nr 1, 217-249 s.Artikel i tidskrift (Refereegranskat) Published
Nyckelord
Metadata capturing, preservation, process-oriented, document management systems, Proactive approach
Nationell ämneskategori
Datavetenskap (datalogi)
Identifikatorer
urn:nbn:se:miun:diva-3440 (URN)3476 (Lokalt ID)3476 (Arkivnummer)3476 (OAI)
Tillgänglig från: 2008-12-02 Skapad: 2008-12-02 Senast uppdaterad: 2011-09-20Bibliografiskt granskad
3. To Capture and Preserve Documents in Processes
Öppna denna publikation i ny flik eller fönster >>To Capture and Preserve Documents in Processes
2005 (Engelska)Ingår i: Information Management in modern enterprise - Issues & solutions: Proceedings of the 2005 international business information management conference July 5-7, 2005, Lisbon, Portugal, IBIMA , 2005, 181-183 s.Konferensbidrag, Publicerat paper (Refereegranskat)
Ort, förlag, år, upplaga, sidor
IBIMA, 2005
Nationell ämneskategori
Data- och informationsvetenskap
Identifikatorer
urn:nbn:se:miun:diva-9359 (URN)2-s2.0-84903555955 (Scopus ID)978-097533933-6 (ISBN)
Tillgänglig från: 2009-07-13 Skapad: 2009-07-13 Senast uppdaterad: 2015-03-10Bibliografiskt granskad
4. Needed Components to Reconstruct Processes
Öppna denna publikation i ny flik eller fönster >>Needed Components to Reconstruct Processes
2006 (Engelska)Ingår i: Archiving 2006: Final Program and Proceedings, Springfield: IS & T , 2006, 165-168 s.Konferensbidrag, Publicerat paper (Refereegranskat)
Abstract [en]

In many organizations there is changeover from paper-based records to electronic records. This is a natural process, when more and more information and documents are created by the usage of computer based information system. The problem is that many organizations implement information systems for managing electronic records, which not takes recordkeeping requirements into consideration to full extent. Record keeping system must fulfil requirements regarding context. This is necessary because it have to be possible to make interpretations of records, over time. The aim of this paper is to describe how much and what kind of traces of the handling process there are in paper based archives. A qualitative empirical study will be conducted. The method include interpretations of paper based records with an aim to model processes. The study includes comparisons between periods, before and after implementation of computerized systems. The process models will be analyzed and validated by dialog seminars. The contributions of this paper are; firstly descriptions of process elements that make it possible to interpret processes and records afterwards; secondly descriptions of differences of those process-elements between different time periods, thirdly: the process models will be important inputs when designing efficient digital record keeping in integrated e-services.

Ort, förlag, år, upplaga, sidor
Springfield: IS & T, 2006
Nyckelord
processes, traces, metadata, documents
Nationell ämneskategori
Datavetenskap (datalogi)
Identifikatorer
urn:nbn:se:miun:diva-3439 (URN)000242297800038 ()2-s2.0-36049009762 (Scopus ID)3475 (Lokalt ID)0-89208-261-5 (ISBN)3475 (Arkivnummer)3475 (OAI)
Konferens
3rd IS&T Archiving Conference, May 23-26, 2006, Ottawa, Canada
Tillgänglig från: 2008-09-30 Skapad: 2008-09-30 Senast uppdaterad: 2016-09-26Bibliografiskt granskad

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