• Journal of Korean Society of Archives and Records Management
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• v.23 no.4
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• pp.179-200
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• 2023

Records management institutions in Korea generally face a situation where they lack the workforce to manage the vast amount of electronic records. If electronic records management tasks and archival information services can be automated and intelligentized, the workload can be reduced and the service satisfaction of users can be improved. Therefore, this study proposes to utilize "generative AI" technology in records management practice. To achieve this, the study first examined previous research that aimed to intelligently automate various tasks in the field of records management. The fundamental concepts of generative AI were subsequently outlined, and domestic cases of generative AI applications were investigated. Next, the scope of applying generative AI to the field of records management was defined, and specific utilization strategies were proposed based on this. Regarding the strategies, the effectiveness was verified by presenting results from applying commercial generative AI services or citing examples from other fields. Lastly, the benefits and implications of using generative AI technology in the field of records management, as well as limitations that must be addressed in advance, were presented. This study holds significance in that it identified tasks within the field of records management where generative AI technology can be integrated and proposed effective utilization strategies tailored to those tasks.

• The Korean Journal of Archival Studies
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• no.12
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• pp.81-135
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• 2005

The release of administrative information has been the challenge of our age following the maturation of democratic ideology in our society. However, differences of opinion and conflict still exist between the government and private sectors regarding the issue, and it seems that the technical and policy-related insufficiencies of information and record management that actually operate the release of information are the main causes. From the perspective of records management, records or information are variable in their nature, value, and influence during their life span. The most controversial issue is the records and information in the current stage of carrying out business activities. This is because the records and information pertaining to finished business are but evidence to ascertain the past, and have only a limited relationship to the ideal of the 'democratic participation' by citizens in activities of the public sector. The current information release policies are helpless against the 'absence of information,' or incomplete records, but such weakness can be supplemented by enforcing record management policies that make obligatory the recording of all details of business activities. In addition, it is understood that the installation of 'document offices("Jaryogwan")' that can manage each organization's information and records will be an important starting point to integrate the release, management, and preservation of information and records. Nevertheless, it seems that the concept of 'release' in information release policies refers not to free use by all citizens but is limited to the 'provision' of records according to public requests, and the concept of 'confidential' refers not to treating documents with total secrecy but varies according to the particulars of each situation, making the actual practice of information release difficult. To solve such problems, it is absolutely necessary to collect the opinions of various constituents associated with the recorded information in question, and to effectively mediate the collective opinions and the information release requests coming from applicants, to carry out the business more practically. Especially crucial is the management of the process by which the nature and influence of recorded information changes, so that information which has to be confidential at first may become available for inquiry and use over time through appropriate procedures. Such processes are also part of the duties that record management, which is in charge of the entire life span of documents, must perform. All created records will be captured within a record management system, and the record creation data thus collected will be used as a guide for inquiry and usage. With 'document offices(Jaryogwan)' and 'archives' controlling the entire life span of records, the release of information will become simpler and more widespread. It is undesirable to try to control only through information release policies those records the nature of which has changed because, unlike the ones still in the early stages of their life span and can directly influence business activities, their work has finished, and they have become historical records or evidences pointing to the truth of past events. Even in the past, when there existed no formal policy regarding the release of administrative information, the access and use of archival records were permitted. A more active and expanded approach must be taken regarding the 'usage' of archival records. If the key factor regarding 'release' lies in the provision of information, the key factor regarding 'usage' lies in the quality and level of the service provided. The full-scale usage of archival records must be preceded by the release of such records, and accordingly, a thorough analysis of the nature, content, and value of the records and their changes must be implemented to guarantee the release of information before their use is requested. That must become a central task of document offices and "Today's information" will soon become "yesterday's records," and the "reality" of today will become "history" of the past. The policies of information release and record management share information records as their common objective. As they have a mutual relationship that is supplementary and leads toward perfection, the two policies must both be differentiated and integrated with each another. It is hoped that the policies and business activities of record management will soon become normalized and reformed for effective and fair release of information.

• The Korean Journal of Archival Studies
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• no.35
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• pp.93-132
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• 2013

It is principle that the National Assembly Minutes are open to the general public based on the Constitution of the Republic of Korea. However, it will not be released to the public when the minutes are produced at a meeting held privately -the closed minutes- and the parts of the minutes are not published because of 'the demands on keeping confidential of the Chairman of the National Assembly or needs for the National Security' based on the National Assembly Act article 118 clause 1. These two minutes infringe the democratic rights, the public's rights to know seriously by reason that there are no procedures to disclose to the public. Especially the non-published parts of the minutes are highly likely in breach of the constitution. This paper will deal with the regulations and guidelines related to the disclosure of the closed minutes focusing on the United States and the United Kingdom where developing countries on the parliamentary democracy. Then, it is suggested placing an emphasis on the legal aspects that the plans to make public of the closed minutes and non published parts of the minutes based on the reviewed results of the committee of the National Assembly Archives and the initiative proposed by the member of the National Assembly, Jung Chang-rae in the last 2004.

• Journal of Korean Society of Archives and Records Management
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• v.20 no.2
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• pp.21-40
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• 2020

Citizen participatory appraisal is a methodology of record practice that draws citizen participation in the evaluation process in various forms based on evaluation documentation. This study aims to address practical concerns about what kind of citizen participatory appraisal can be used locally and what specific design can be drawn. To this end, this study designs specific measures for citizens to recognize and monitor the responsibility of the national archives in the domestic record appraisal environment, focusing on thorough appraisal documentation and disclosure, the introduction of public consultation, and the initiative of citizen agenda.

• Journal of the Korean BIBLIA Society for library and Information Science
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• v.28 no.4
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• pp.223-246
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• 2017

This study explores the feasibility of our proposed disaster and safety record information archiving strategy and determines several problems encountered during actual operations. For practical experiments, 55 disaster and safety related organizations are selected and the detailed steps of our archiving strategy are implemented. Based on the real disaster and safety record information acquisition results, we analyzed the challenges of the proposed strategy. Furthermore, we suggested the improvements plans in terms of policy, technical, managerial, and service-oriented so as to become a more realistic strategy.

• Journal of Korean Society of Archives and Records Management
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• v.12 no.3
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• pp.137-153
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• 2012

Meeting minutes in public organizations are crucial in the process of decision making in terms of accountability of records. The purpose of this study aims to provide a set of solutions in terms of improving the creation and management of meeting minutes in context of public records. For the case studies, Government in the Sunshine Act in the United States of America, Cabinet Handbook in Australia, and the law on Public Records in Korea are comparatively analyzed. As of 2012, fifty four designated meetings for minutes are administrated with a questionnaire survey. Based on the data analyses on the case studies and responses from designated meetings, three apsects in the creation and management of minutes are proposed: appropriate laws and regulations reflecting the characteristics of meeting minutes, best practices and manuals, and training for creation.

• Journal of Korean Society of Archives and Records Management
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• v.14 no.2
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• pp.83-115
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• 2014

The study aims to identify the problems of the research support service in presidential archives for users who use archives for scholarly purposes. For these purposes, the study conducted a literature survey. Moreover, this study compared and analyzed the content of presidential archives' Web sites between the U.S. and Korea. In addition, we examined the interviews via e-mail with an archivist working in the presidential archives in the U.S. and gained the materials from the presidential archives in Korea through a request of information disclosure. It was found that six improvements were considered by academic users to meet their needs. Consequently, based on the analysis, a research support services framework consisting of a service category was developed. With the proposed services, the academic utilization of presidential archives can be facilitated.

• The Korean Journal of Archival Studies
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• no.52
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• pp.119-170
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• 2017

This study aims to analyze the environment for the open-source records system and to identify the risk and requirements for the success of the strategy in Korea. For this, Chapter 2 presented a review of the strategic benefits of open source to public organizations, developers, and users. It also discussed the process of cooperatively developing and releasing the source code and the technology infrastructure supporting open source. In Chapter 3, six representative open-source projects in the field of records management were selected, and case studies were conducted. To derive comprehensive implications, we have divided the main development body of open-source projects into international organizations, international cooperation systems, national archives, and software development companies. We also analyzed the background and purpose of each project, the agents of development and funding, the governance model, the development period and cost, the business model and software architecture, the community composition, and the licensing strategy. Through this, we have derived four critical success factors. In terms of technology, a component-based design was required; therefore, we proposed a microservice architecture and a model-view-controller design pattern. Next, it was necessary to reestablish system requirements of records center and archives. Moreover, we also proposed a dual licensing strategy to allow developers to easily participate in open-source projects. Lastly, we emphasized a strong governance structure and an effective cooperation framework to create a sustainable community. For a record system to be open-source successfully in an organization-centered market, the roles of software developers and end users should be exercised more in the community. To achieve this, it is important to build various collaborative tools and development infrastructure from a planning stage to a centralized one.

• Journal of Korean Society of Archives and Records Management
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• v.22 no.3
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• pp.125-141
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• 2022

This study aims to suggest measures for handling copyright information on government publications during records and archives management to use them freely as public works according to Article 24-2 of the Copyright Act in Korea. Through email interviews with 17 records managers, persons in charge of government publication management, and government staff with experience in production from April 4 to June 13, 2022, this study determined the current situations and problems related to producing and managing copyright information on government publications. Based on the interview findings, this research suggested the following. First, Article 24-2 of the Copyright Act must be revised to apply the Korea Open Government License (KOGL) type 1 mandatorily to all public works. Second, a cooperative system for managing copyright information on government publications should be established to improve their production and management effectiveness. Third, copyright information, such as authors, copyright holders, copyright duration, information on the copyright property transfer, public works status, and reasons for nonpublic works, must be managed through records and archives management systems. Fourth and last, information on public works must be provided during the registration number application for government publication so that everyone can access the full texts of the publications on the National Archives of Korea website.

• The Korean Journal of Archival Studies
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• no.51
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• pp.89-132
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• 2017

The presidential records reflect the era of the times, and it has valuable evidence to support the administrative transparency and accountability of government operations. People's interest in the presidential records increased in response to its recent leak. The presidential archives were moved to Sejong in line with its desire to provide public-friendly services. This study will help users access the archives and utilize archiving information. The Ministry of Education introduced the free learning semester, which all middle schools have began conducting since 2016. The free learning semester provides an environment where education can be provided by external organizations. As middle school students are still unfamiliar with archives, the free learning semester provides a good environment for accessing archives and records. Although it serves as an opportunity to publicize archives, existing related studies are insufficient. This study aims to develop the free learning semester program using the presidential archives and records for middle school students during the free learning semester based on the analysis of the domestic and foreign archives education program. This study shows a development of the education program using presidential archives and records through literature research, domestic and foreign case analysis, and expert interview. First, through literature research, this research understood the definition of the free learning semester as well as its types. In addition, this research identified the four types of the free learning semester education program that can be linked to the presidential archives. Second, through website analysis and the information disclosure system, this research investigated domestic and foreign cases of the education program. A total of 46 education programs of institutions were analyzed, focusing on student-led education programs in the foreign archives as well as the education programs of the free learning semester in domestic libraries and archives. Third, based on these results, This study proposed four types of free learning semester education programs using the presidential archives and records, and provided concrete examples.