Keeping Up with Technology

Question: I was recently asked by a client who is an information technology manager how I keep up with all the changes in technology that effect document management.

Response:

This is an excellent question and I could only respond, “I cannot” because the pace of change in technology has made it quite impossible for anyone to be proficient in all phases of document management. With all the changes in technology it is an exciting time to be in the information management field, but it is also can be a nightmare trying to manage business records.

Over time, we as records management professionals have heard a phrase like “we must challenge ourselves to gain new skills and expand our horizons through education” to keep up with technology. I frankly doubt that this is a possibility with all the changes that have occurred in the past couple of years. Five years ago I do not believe the terms “SaaS – Software as a Service”, “Microsoft Sharepoint™”, “Cloud”, Web 2.0, “Big Buckets”, “Blogging”, “Wiki’s”, “Twitter”, “Cloud Computing” were in our vocabulary. Each of these terms are relatively new and each, unfortunately, create document management challenges for the records manager as these technologies may be hard to control from a records management standpoint. They may provide new opportunities for the organization in their uses for collaboration, but may cause unknown risks for the organization in implementing the technology.

One thing that I remember being told years ago was “You don’t have to know everything on a subject, but you should know where you can find the answer”. How do you find the answers to questions when you are not knowledgeable about the subject? I personally use many resources to find answers to questions pertaining to my profession. Some that I use almost daily are:
• Records Management Professionals: Other professionals who are knowledgeable on the subject or may have implemented programs using the technology. I have found that most of those contacted are more than willing to answer questions and/or direct me to someone who may be willing to share their knowledge.
• Internet:
o I use the internet search capabilities of Google, Yahoo and Microsoft to find information on the specific topics. Always double check on the reliability of the web site and the answers you receive.
o I create Folders in Outlook for RM topics of interest and retain the email messages for future reference. I do review the folders every 6 months and use the delete button to remove items that are no longer useful. I create Folders in MS Outlook Favorites on websites that would be of interest to the RM professional.
o I joined the RM Listserv and use the Listserv archives to search for topics I am interested in and monitor the daily emails looking for topics of interest to me.
• Vendors:
o I attend vendor shows and vendor- sponsored seminars and file the information I gather at these events and retain for future reference.
o I keep a listing of vendors who I know are knowledgeable and/or I consider as experts in their field who are willing to share information.
• ARMA Conferences, Seminar and Chapter Meetings:
o I attend monthly chapter meetings as a way to meet other people working in our profession to see what they are doing to manage their records and/or attend programs on a topic of interest to me or my clients.
o I try to attend as many conferences and seminars that offer educational programs and/or information on specific areas of interest. An example is the ARMA International Conference in Las Vegas that provided educational sessions on Web 2.0, Email, and “Big Bucket” retention schedules.

I am a firm believer that we, as records management professionals must try to become pro-active rather than re-active to the changes in technology that effect our profession. I thoroughly believe we have an important role in raising awareness of the long term risks involved in utilizing new technology. Try not to be a nay-sayer, but try to be the one that opens communications with the organization’s information technology department on the use of new technology as it effects the management of the business records within the organization. Perhaps you can build a list of the pros and cons on any new technology being considered.

As professionals we should become aware of new developments in information technology field so we can be better equipped to provide input into the corporate planning phase on how the technology can be incorporated into organization safely.

While it may be impossible to know everything on how to use technology, we can use available resources at our fingertips to become aware of and find answers on the risks of implementing new technology into our organizations.