Government should investigate how Web 2.0 recordkeeping is managed and controlled as an inherent part of the solutions provided. Staff and public should not have to think about the need to capture and manage records in this environment, it should just happen. This ensures transparency and accountability.
My company, iCognition, has recently worked with several Government agencies where a progressive approach is being taken – all documents, data, forums, topics and discussion threads are being captured as records automatically behind the scenes. This leaves staff free to undertake the activities required and not be concerned about whether or when records are being captured.
Arguments that this type of information is of ephemeral value and should be managed outside the record system are not valid. All information created and stored by a Government organisation belongs to the organisation and needs to be managed as records. Not only does this ensure accountability and transparency, if it’s not done this way organisations can expect significant cost in management and discovery, as well as embarrassment when auditors need to spend substantial effort examining and/or searching multiple information repositories.
iCognition has been working closely with a number of government agencies on this issue and would be pleased to chat further about the approach being taken.