• Journal of Korean Society of Archives and Records Management
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• v.24 no.2
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• pp.89-112
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• 2024

Metadata is a crucial component of record management, playing a vital role in properly managing and understanding the record. In cases where automatic metadata assignment is not feasible, manual input by records professionals becomes necessary. This study aims to alleviate the challenges associated with manual entry by proposing a method that harnesses ChatGPT technology for extracting records management metadata elements. To employ ChatGPT technology, a Python program utilizing the LangChain library was developed. This program was designed to analyze PDF documents and extract metadata from records through questions, both with a locally installed instance of ChatGPT and the ChatGPT online service. Multiple PDF documents were subjected to this process to test the effectiveness of metadata extraction. The results revealed that while using LangChain with ChatGPT-3.5 turbo provided a secure environment, it exhibited some limitations in accurately retrieving metadata elements. Conversely, the ChatGPT-4 online service yielded relatively accurate results despite being unable to handle sensitive documents for security reasons. This exploration underscores the potential of utilizing ChatGPT technology to extract metadata in records management. With advancements in ChatGPT-related technologies, safer and more accurate results are expected to be achieved. Leveraging these advantages can significantly enhance the efficiency and productivity of tasks associated with managing records and metadata in archives.

• The Korean Journal of Archival Studies
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• no.58
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• pp.299-332
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• 2018

The purpose of this study is to investigate the current status and causes of misclassification of school records and to suggest the directions to improve the School Records Management Criteria Table(general disposition authority for school records), which will lead to misclassification reducement. This study begins with analysing the records created or received in four schools sampled for one year to investigate the status and causes of misclassifications. A advisory group including four administrative officers and seven records managers was formed and group meeting was held twice to identify the causes of the misclassification and to suggest alternatives. In this study, 33 unit tasks(transactions) with frequent misclassification were identified, and the cause of misclassification was analyzed based on focus group interviews. The main causes of misclassification were categorized into two types. This study concludes with suggesting the improvement of the School Records Management Criteria Table for addressing the causes, including commentary reinforcement and the addition of workflow to complex tasks.

• Journal of Korean Society of Archives and Records Management
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• v.24 no.2
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• pp.139-163
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• 2024

This study aims to analyze classification systems used in the public sector, collected based on legislation, and to improve the classification system for public records. From the Korean Law Information Center, 375 legislative clauses were searched, revealing about 80 classification systems. These systems were initially divided into lists, tables, and hierarchical classifications. Six types of classification system uses were proposed after combining three management types and two system functions. Among these models, classification systems used for core operations in public agencies often had the same entity as both developer and user. While systems adopted from other institutions were often modified as needed, they were predominantly used for reference tasks rather than core operations. However, in records management, crucial tasks such as record classification and disposal commonly use unmodified classification system items developed and managed by other agencies. Consequently, this study proposes that structural improvements are necessary for the record classification system. It suggests developing dedicated classification systems to support core functions or modifying existing systems and also applying records management disposal standards and guidelines to other relevant legislative provisions.

• Proceedings of the Korean Society of Disaster Information Conference
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• 2023.11a
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• pp.191-192
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• 2023

본 연구는 재난안전법 제 69조의 재난원인조사의 자산화를 통한 재난관리 업무 연속성을 위한 방안으로 표준화 등 개선이 필요하다. 현재 「재난안전법」제69조와 동법 시행령 제75조의3 및 동법 시행규칙 제19조의5에는 재난원인조사에 대한 내용이 예비조사부터 본조사 등 구체적으로 명시하고 있다. 과학적 재난관리를 위해서는 과거의 재난관리에 대한 기록이 풍부하게 존재해야 이를 바탕으로 AI 등을 활용할 수 있다. 재난관리 기록을 통하여 과거를 거울삼아 미래를 예측하고 현재의 재난관리를 효과적이고 효율적으로 할 수 있다. 재난관리 사례를 자산화하기 위해서는 가장 먼저 현재의 법과 제도의 개선이 필요하다. 따라서 본 연구에서는 법과 제도의 개선에 중점을 두어 진행 하고자 한다.

• Journal of Korean Society of Archives and Records Management
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• v.19 no.2
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• pp.1-24
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• 2019

In this study, we propose a logical transfer method of records using cloud storage to solve the integrity problem of digital component, which is generated when electronic records are transferred from the electronic record production system to the record management system. This method, which produces electronic records using cloud storage from the production stage and transfers them to the archives, has the following advantages. First, as a record management method, it can be effectively applied in public institutions by utilizing cloud computing technology, which has been the trend recently. Second, unlike the existing method of copying and physically transferring electronic records, the proposed method can reduce various risk factors that may occur in the transfer of electronic records by logically transferring the storage. Third, the method can prevent errors of the digital component according to the physical transfer of the electronic record; hence, the integrity of the electronic record can be guaranteed. Fourth, administrative power and cost that are wasted because of the electronic transfer of electronic records can be reduced.

• Proceedings of Korean Society of Archives and Records Management
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• 2019.05a
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• pp.51-54
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• 2019

The transition of the central government system to the cloud-based infrastructure is being conducted as the National Information Resources Service (NIRS, Ministry of the Interior and Safety) attempts government resource integration. In the early days, it was attempted as Infrastructure as a Service (IaaS) for cloud service for HW, but now it is being converted to Software as a Service (SaaS) for ordinary service. General tasks of the system are document creation for government service as well as public records management. To this end, government cloud systems were deployed to central government agencies from 2015 to 2018 and planned to be gradually deployed in 2018. Nowadays, records management is conducted with cloud RMS, the cloud RMS system is distributed to the central government from 2016 to 2018, and the dissemination to local government is scheduled to be carried out considering the adoption of On-Nara system.

• Journal of Korean Society of Archives and Records Management
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• v.18 no.3
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• pp.145-163
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• 2018

The act was designed to identify the introductory cases of the use of quick response (QR) codes in records management by public institutions and propose measures to enhance users' satisfaction with their work. This study looked at the definition of the QR codes and the user services that can be provided by the records depository and reviewed the introduction cases using the codes. The reason QR codes are used by records depositors is that public institutions currently have a single-person system that specializes in records management. With the number of employees and the number of records becoming more extensive, explaining the contents of all tasks accurately as well as other professional contents to employees who lack understanding of the records management life cycle is becoming more difficult. The introductory cases were divided into information on how to register nonelectronic records, information on location and history of important records and administrative museum, and education on standard records management. The research was conducted by dividing the research team's "Records Management Guide" (QR code status) into experimental groups and control groups for officials of the Busan Metropolitan Government. There were significant differences in the level of satisfaction with records management guidance depending on whether or not QR codes were used. When the first and second surveys were compared in December 2017 and March 2018, the results of the first survey averaged 2.94, but the second survey showed high results at 3.75 and was statistically significant. This can be said to be more satisfactory by introducing QR codes than guidance provided by existing type. Although this research examines introductory cases of records management by public institutions using QR codes and user satisfaction, future tasks are to be applied to Records Management System and document production systems so that completion can be improved.

• Journal of Korean Society of Archives and Records Management
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• v.14 no.4
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• pp.199-219
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• 2014

BRM (Business Reference Model, hereinafter referred to as BRM) has been introduced with the objective to improve task-related information sharing among organizations, task processing speed, efficiency of organization management, and administrative services. Furthermore, a Records Management Reference Table, which is a business-based records management system, has been put in to operation. However, it is necessary to reidentify if the BRM is put into use according to its initial objectives and purposes after 10 years of its introduction based on the pending problems and matters of improvement. Therefore, in this study, the necessity for business transaction management has been reviewed based on the problems present in the "business transaction" operation, which is the lowest unit of BRM, and it proposes a business transaction identification plan through a business analysis. As a result, three major points to improve BRM management have been suggested.

• The Korean Journal of Archival Studies
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• no.21
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• pp.117-167
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• 2009

Assemblypersons' activities have organizational and individual nature. The activities of assemblypersons and their assistant staffs become a motive for major work performance of Korean legislature, and are also critical public services affecting contemporary political history, history of political parties and history of assemblyperson's hometown. Moreover, their activities are also characterized by work performance in favor of assemblyperson's personal interests to effectively communicate his or her achievements during term of office to electors with a view to winning reelection after the end of 4-year term of office. Assemblyperson's organization produces various types of record in the performance of these works. From the viewpoint of public archive as a product of assemblypersons' public service performance and from their own personal viewpoints, they can create their own identity by arranging their personal records that can demonstrate their own political philosophy, policy orientation, achievements during term of office, and personal features. In addition, their personal records can have much more values and significance in the sense that those records are available to electors to make it possible to highlight their own images in objective and reliable manner. Conclusively, this study underlined that the efforts for assemblypersons and their assistant staffs to keep their records well could be helpful to streamline their internal works and be also helpful for personal interests of assemblypersons. And this study proposed procedures and methods for deducing and screening a list of production archives to meet a viewpoint of streamlined internal works and needs for keeping personal records, ultimately with a view to giving practical helps for these works.

• Journal of Korean Society of Archives and Records Management
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• v.19 no.4
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• pp.87-114
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• 2019

With the increase of the establishment of temporary institutions in accordance with social issues, the importance of managing records that reflect the characteristics of temporary institutions is highlighted. However, because of the ambiguity of laws related to records management, the limited number of employees, and the lack of awareness of records management by temporary institutions, the records management has not been carried out properly. Therefore, this study seeks to identify the gaps between statutes and practices and derive improvement measures for them. As such, the concept and characteristics of temporary institutions were identified through requests for disclosure of information. Moreover, the status of the administrative committee and the records management status of various temporary organizations were determined as well. Finally, improvement measures were drawn and proposed in terms of law, system, and record management by selecting relevant institutions in accordance with the Act and conducting in-depth interviews. This study is significant as it monitored the entire process of managing the records of existing time organizations and will serve as the basis for efficiently managing the future ones.