Exactly - No one is suggesting that electronic records and systems are not
the way to go for managing volumes of corporate records - generally. But
there are many instances where paper media is more practical for
transmitting recorded information.

Business cards are still paper - low tech and easy to communicate (hand
out). If you have a hand, you can be handed the information. No wires,
wireless cards, protocols, media, or software needed to get the job done,
day or night, even during a power outage. There is still a lot of agonizing
over their use
(http://advice.cio.com/esther_schindler/why_are_we_still_using_business_card
s) but they do work and the media does not degrade very quickly.

Large format drawings - ever try to show a large format drawing at a group
meeting on a 15" monitor without having to pan the screen around all over
the place to see the full drawing? Just print it out large format size and
push-pin it into a wall and the whole meeting can see it. And mark it up for
later scanning back into a PDF file. Ever try to figure out the wiring in
the crawl space under a house while laying on your back and looking at a
wiring diagram on a laptop? A paper print out and a flashlight are better.

During a storm at sea, when the boat catches fire, would you like for the
instructions on using a fire extinguisher to require booting an actually
working laptop, or would it be better to have the instructions taped to the
fire extinguisher and covered in plastic? Would it be better to convert all
directions for exit from a building to files displayed on hall-way monitor
screens or have them in hard copy stuck to the exit stairways and doors?

I still create hand-written paper records of phone calls because it only
requires one hand while I hold the phone in the other hand. Then I scan the
notes into a PDF file.

Many of these paper documents will become records during their use. Where we
get into trouble is if we assume that a new technology will simply "replace"
older methods of communicating and creating records for use, and then
somehow mandate use of the new technology while ignoring why we began to use
the old technologies in the first place. Or ignore the actual scope of the
technology change with respect to what business processes and people may be
affected.

With new technologies, I think we need to make sure we have thoroughly
investigated what Kepner Tregoe analysis used to call potential "adverse
consequences" of a decision.

John

********************************
John T. Phillips
MSLS, CRM, CDIA, FAI
Electronic Records Management
Consulting, Education, Research
Information Technology Decisions
www.infotechdecisions.com
865-966-9413


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Peter Kurilecz
Sent: Wednesday, July 09, 2008 9:48 PM
To: [log in to unmask]
Subject: Re: Liveblogging/Twittering/Qikking Congress

On 7/9/08, Jesse Wilkins <[log in to unmask]> wrote:
>
> Is there a credible
> argument to be made TODAY that paper records are easier to access than 
> the majority of their electronic counterparts, given the requirement 
> to navigate the bureaucracy, fill out the required form, maybe even 
> come down to the city clerk or courthouse and navigate more 
> bureaucracy and roadblocks?
>

I don't think anyone on this thread suggested that paper records are easier
to access. What i'm suggesting is that government's need to thoroughly
investigate the implications that result from installing electronic record
systems.

Here is another example - in the past the 'difficulty' of accessing paper
records meant that it was more difficult to steal someone's identity. But
when governments started digitizing paper records no one bothered to think
about all the PII that was contained on those paper records. Records which
were accessible from anywhere in the world in the blink of an eye.

As information managers we need to be aware of new technologies and we need
to  test them out, but at the same time we need to look at them with a
jaundiced eye when someone says "lets implement technology X! It is really
neat and fun." and ask the hard question. Is there a down side to this
technology? and once we get the answers we need to establish a mitigation
plan.

I'm not a luddite, but I do check things out first


--
Peter Kurilecz CRM CA
[log in to unmask]
Richmond, Va

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