Managing the Crowd: Rethinking Records Management for the Web 2.0 World

Steve Bailey states: “I am a firm believer in the need to question, rather than simply to accept the continued validity of some of the core principles of Records Management (RM) theory and practice”.

This was a comforting statement for someone who lectures on Masters programmes in records and information management. After all, what is the purpose of educating students at this level if not to question, explore, evaluate and ultimately assist in the process of evolution. The book, framed by questions which form the sub‐headings in each chapter, reads like the hierarchical phraseology of Bloom's taxonomy for education: Part One: the nature of the changing world, Part Two: is records management no longer fit for purpose? and Part Three: records management 2.0 and the future of records management. Earlier chapters represent the range of knowledge and understanding a “learner” should acquire; the fundamental knowledge base on which the higher level skills and attributes will build. As the chapters progress, they continue to build through application of this knowledge; the analysis of current theories and practice; the evaluation of these and finally the synthesis of this knowledge, analysis and evaluation.

The contents page therefore is something of a delight – topic headings relating to a series of perfectly formed seminar questions. The first section on knowledge and understanding covers: What defines Web 2.0? What are some of the other trends in IT and information creation that are influencing, or influenced by, the rise of Web 2.0? Is it possible to identify major “paradigms” within the history of IT development, and if so, how has records management responded to them? Can we manage a wiki as a corporate resource?

It then builds to the next level of application, which in this case is scenario based: How might Web 2.0 and Office 2.0 be adopted and implemented within an organisation? What might become of the role if the records manager in this world? Part two is clearly moving into the analysis and evaluation stages of the process: Should we be more willing to rigorously and critically self‐examine our established methodologies? Why are all information sources potentially now as valuable and powerful as record s and worthy of equal consideration? Are we about to witness the decline of the general applicability of the classification scheme? Does the emergence of integrated Office 2.0 suites offer a potential new platform for management? Should we not just keep everything?

The book may seem to be more about the questions than the answers but Steve Bailey presents a set of principles in Part Three of the book. These are described as additional principles, ones, which aim to assist in ensuring that the objectives of traditional RM can continue to be achieved. They apply equally to “Records Management 2.0” and other internal information in an organisation.

In his Foreword, Steve Bailey explains clearly what the book is not. In reviewing its contents, I feel I should do the same – it is not a manual, nor a guide; it does not provide all the answers. On the other hand, it does not throw the baby out with the bath water and remove all evidence of traditional RM. It does, as I have illustrated above, highlight some of the challenges that records and information managers may feel are becoming more pressing as they seek to meet the best practice requirements of ISO 15489. What is meant by the “characteristics of records” i.e. content, context and structure; authenticity, reliability, usability and integrity in the context of Web 2.0?

Steve Bailey's book is interesting and thought provoking, and throws down the gauntlet in respect of many of records and information management claims regarding corporate accountability and good governance: How do we eliminate the “noise” in a world which wants to keep everything? How does macroappaisal work if information is created out with the processes in an organisation?

This is a very readable book, and whether or not you believe that RM 2.0, “a radical new theoretical model that removes the existing dependency of records management on the records manager, and instead looks to harness the wisdom of the crowd to help manage the crowd” is a viable way forward, it will at the very least make you question some of the assumptions underpinning your current beliefs.