• Journal of Korean Society of Archives and Records Management
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• v.11 no.2
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• pp.189-215
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• 2011

Owing to changing work environment and increasing uncertainty, risk management in records management area is becoming more important to secure work legitimacy and to increase the value of information for future. While risk factors in traditional records management were mainly focused on the preservation function, those in current records management were directly coupled with those of overall work processes which produce, distribute, and utilize records because information technologies make the relationship between works and records closer. This study proposes a set of risk management factors and strategies in records management based on the overall risk management framework of ISO 31000. Moreover, ARMA's works areas and NIST's systems areas were applied to form the risk management processes in records management, and ISO's records management standards were used to suggest the checklists for the processes in both areas, especially with ISO TR 26122 for work processes, and ISO 16175-3 for the context of records.

• The Korean Journal of Archival Studies
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• no.62
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• pp.77-107
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• 2019

There have been constant requests for urgently recruiting professionals in the archives to establish archival management systems by reflecting public institutional feature as well as reinforcing expertise and independence of them. However, it is true that some even adequate professional manpower haven't been secured at each level of public institutions due to ambiguous standards for the placement of professionals in the field of records management followed by the current [Public Records Management Act]. Thereupon, this study is to create records management task model for the archival management institutions with the workload of records management induced by the model, and to present reasonable scale of workforce to deal with the assignment. Moreover, here is shown which professional staff should be allocated for better efficiency and systems to carry out the task of records management in each relevant institution.

• Journal of Korean Society of Archives and Records Management
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• v.18 no.1
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• pp.79-99
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• 2018

The system for reporting record production has been operated to collect and transfer the public records adequately since the enactment of the Public Records Management Act in 1999. The Act, which was revised in 2007, regulates automated reporting methods in which the production reporting files are generated in the records creation systems and transferred to the records management systems. However, only one type of record is being notified electronically among seven types, which should be notified under the Act. The remaining six types of records are laboriously reported using complicated templates. Furthermore, the current working electronic notification mechanism is also causing various errors mainly because of inadequate specifications. This study analyzes the causes of failure of the electronic notification through the electronic records systems and suggests some policies for its improvement.

• Journal of Korean Society of Archives and Records Management
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• v.23 no.1
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• pp.1-25
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• 2023

This study seeks to present the direction of improving related laws and systems to allow various institutions, organizations, and individuals to collect private records based on the network. For the study, the current status of network cooperation and support according to laws, systems, and layers related to private records of overseas records management institutions were inspected. Based on this, the definition of private records, role designation between institutions, and direction of network cooperation according to the level were suggested. In particular, legislation and institutionalization of consultative bodies involving various subjects, such as institutions, organizations, companies, and individuals, were emphasized.

• Journal of Korean Society of Archives and Records Management
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• v.14 no.3
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• pp.153-179
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• 2014

After making amendments to archive-related legislations in 2006, the Electronic Records Management Systems (ERMS) were introduced into public institutions. With this, most institutions constructed digital repositories in their records center. In this system, there are several weaknesses that wasted costs and manpower for its introduction and maintenance. The extensibility of a repository is debased, and securing the interoperability is difficult. The study proposed a cloud computing-based model to solve such problems that the previous system had. In particular, this study expected effects through the proposed model. The expected effects are low-cost, highly efficient, extensible, and interoperable in embracing various systems. Thus, the appropriateness of introducing cloud computing into ERMS was analyzed in this study.

• Journal of Korean Society of Archives and Records Management
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• v.7 no.1
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• pp.61-82
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• 2007

With changes of information environment on records managements, ERMS can be a suitable solution for managing multi-typed records. In this point, this study performed analysis and design of ERMS based on key functions and requirements to perform creation, preservation, management and use of electronic records. Especially, this study focused on interoperability with the related systems, security issues and back-up methods for secured preservation and management including fundamental requirements. Also, ERMS has a close relation with related systems such as intranet system, electronic document settlement system, and so on. compared to digital library managing information resources. Considering those features mentioned above, this study proposes functional requirements and a system architecture of ERMS which is satisfied with four characteristics of electronic records mentioned on ISO 15489 and environmental requirements.

• Journal of the Korean BIBLIA Society for library and Information Science
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• v.16 no.2
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• pp.5-24
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• 2005

This study reviews various kinds of records filing systems, which function as a basic fundamental to effective records management. The purposes, methods and characteristics of Alphabetic, geographic, numeric, subject, and combined filing systems are examined. The alphabetic filing method uses letters of the alphabet to determine the order of names of people and companies. In subject filing the subjects are filed in alphabetic order. In numeric filing, numbers representing names or subjects are used. When records are requested by place or location rather than by individual or business name, geographic filing is advantageous.

• The Korean Journal of Archival Studies
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• no.10
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• pp.3-26
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• 2004

ISO 15489:2001 addresses the principles and requirements with which organizations, both public and private, should comply on the management of their records to ensure that adequate records are created, captured and managed. The standard defines the characteristics that a record should have through records management system as follows: authenticity, reliability, integrity, and usability. Authenticity means that records can be proven to be what it purports to be, to have been created or sent by the person purported to have created or sent it, and to have been created or sent at the time purported. Reliability means that the contents of the records can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities. Integrity refers to ensuring that a record is complete and unaltered. Usability means that records can be located, retrieved, presented and interpreted. In order to have these characteristics, a record should be persistently linked to the metadata necessary to document a transaction. Metadata is "data describing context, content and structure of records and their management through time." Metadata ensure the creation and maintenance of authentic, reliable and usable records and the protection of the integrity of those records. It could be implemented by creating and capturing records management metadata in systems that create and manage records. There have been some projects and standard initiatives to identify a core set of records management metadata. Included are the Australian Recordkeeping Metadata Standard and the British Metadata Standard which is part of the Requirements for Electronic Records Management System. Recently ISO/TS 23081-1 is published to implement metadata requirements within the framework of ISO 15489. Public records management system in Korea is ruled by the Act on the Management of Archives by Public Agencies and Administrative Records Management Regulation. This article evaluates records and their descriptive elements captured and maintained by the records management system in Korea on the basis of the international metadata standards.

• 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.

• Journal of Korean Society of Archives and Records Management
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• v.23 no.4
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• pp.113-135
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• 2023

This study explores the transfer of defunct school records (by preservation period, type, and place of transfer) in South Korea since the Public Records Management Act was enacted in 1999 and suggests improvements. Metropolitan and provincial offices of education, totaling 17, were asked to disclose information about the status of defunct school records. Since 1999, 1,411 schools nationwide have closed permanently, predominantly elementary schools, followed by high then middle schools. By preservation period, there were more records in the 1 to 10-year category than in the 30-year to permanent category. By record type, most were electronic records, followed by paper records, archival objects, and audiovisual records. By place of transfer, most nonelectronic records were transferred to integrated schools, and most electronic records were transferred to the Records Management System. In-depth interviews with 10 record managers from local education offices found that the management of defunct school records varies widely by region and institution because of the lack of specified manuals. Participants also reported difficulties in transferring web-based records, archival objects, and audiovisual records, as well as insufficient archival space and computer systems. This study also provides suggestions to improve the management of defunct school records, such as establishing specified manuals, creating a dedicated government department for managing defunct school records, deploying workforces, and improving computer systems.