Understanding Data and Information Systems for Recordkeeping

Philip C. Bantin, is an Adjunct Associate Professor at the School of Library and Information Science, and Director of Specialization Archives and Record Management at Indiana University, Bloomington, USA. Being actively involved in electronic records management since 1995, he has received two grants from the National Historical Publications and Records Commission for developing strategies for managing electronic records; given over 50 presentations to professional organisations in the United States, Europe and Africa; and has authored numerous articles.

The key concern facing organisations today is managing and keeping track of the large volume of electronic information that is generated. Various information systems exist but which one should organisations use and are these systems serving the needs of archivists and record managers is the crux of Bantin's book, Understanding Data and Information Systems for Recordkeeping.

He attempts to facilitate dialogue between information technology professionals and record managers. The first group has the technical know‐how of designing information systems while the latter that use these systems have specific record‐keeping requirements. The existing communication gap between these two professional groups makes this book a useful resource for those in any organisation involved in designing or operating systems for the purpose of recording data.

This eight‐chapter book provides balanced insights into how information systems capture, store and manage data as well as how these systems are used to preserve records. The first two chapters are theoretical in nature. They introduce the reader to the historical development of digital information technology and the meaning, functions and importance of record keeping. The next four chapters describe different kinds of record‐keeping systems like Transaction Processing Systems (TPS) constructed on the relational database model; Enterprise Document Management (EDM) and content management systems; Decision Support Systems (DSS) and Data Warehouses; and E‐mail Management Systems (EMS). The book goes on to give an understanding of the legal and regulatory environment and cites best practices of electronic records management in the US, Canada and the UK. The concluding chapter captures the future and challenges in this field.

The book's unique strength is that it reaches out to novices and veterans at the same time. The historical account and explanation of technical terminology like record management and metadata helps newcomers get a sound understanding of the field. The recommendations for improvement of the various information systems provide experienced record managers and technologists with alternatives for the future. The key subsections are the ones where Bantin highlights the record‐keeping functions of information systems. He discusses using TPS, EDM, DSS and Data Warehouse as record‐keeping systems. While doing so, he also provides an in‐depth outline of the various record‐keeping systems enabling archivists and managers to decide which system suits their needs the best. The real‐life legal cases cited in the EMS chapter provide an instant clarity on the importance of maintaining e‐mails as official records for companies and organisations.

The book does get technical during these chapters but the simple language along with systems diagrams and tables comparing different kinds of data records and database models makes it an easy read. The question and answer format used in some chapters helps to zoom in on, and address, key practical issues. The chapter dealing with legal and regulatory issues has more of an American focus and might not be relevant to those in other parts of the world. Overall, the book is a good reference guide to record‐keeping information systems.