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IASSIST May 26-29, 2009

The Finnish Navy. Mobile Today and Records Management Issues. IASSIST May 26-29, 2009. Sari Mäkinen, M.A. Records Management Director Navy Command Finland The Finnish Defence Forces. Content. Introduction and aim of the presentation Aim of the Ph.D. project Definitions

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IASSIST May 26-29, 2009

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  1. The Finnish Navy Mobile Today and Records Management Issues IASSIST May 26-29, 2009

  2. Sari Mäkinen, M.A.Records Management Director Navy Command Finland The Finnish Defence Forces IASSIST Tampere May 26-29, 2009

  3. Content • Introduction and aim of the presentation • Aim of the Ph.D. project • Definitions • Mobile working environment • Challenges to records management and archiving • Conclusion • References IASSIST Tampere May 26-29, 2009

  4. Introduction and aim of the presentation • Theories and practices of records management are challenged by mobile ICT • Impacts of new mobile tools are still unknown, especially in the field of document management and records management IASSIST Tampere May 26-29, 2009

  5. Aim of the Ph.D. project • To increase the knowledge of RM in mobile environment • To examine issues related to the management of organizational memory • To focus on the role an utilization of mobile produced documents in the joint knowledge processes IASSIST Tampere May 26-29, 2009

  6. Definitions • Mobile device • Mobile device is an application of wireless communication technologies to process, transmit and exchange data • includes laptop computers, personal digital assistants (PDAs), mobile phones and smart phones (see e. g. Allen & Shoard, 2004; Weilenmann, 2003) • Mobility • the physical movement of nodes in a network or remote interaction between individuals who are far apart from each other using mobile technology(Weilenmann, 2001, Luff & Heath, 1998) • Organizational memory • Organized knowledge, process, individual and distributed, past preserving, has an effect on organizational learning, competitiveness and decision-making • May be explicit (documents, databases, reports) or implicit (knowledge, process, culture) (Mäkinen & Huotari, 2004) IASSIST Tampere May 26-29, 2009

  7. Records management environment Authorities Legislation Archival authority User Practice Creation Accountability Evidence Accessibility Retrieval Readability Digital and paper storage IASSIST Tampere May 26-29, 2009

  8. Mobile working environment • Features: • Decentralized and distant workplaces • Use of laptop computers, PDAs, mobile phones • Walking away “from the desktop” means new problems and opportunities • Problems: • Limitations • Technical problems • Organizational challenges IASSIST Tampere May 26-29, 2009

  9. Mobile working environment challenges to mobile workers Unfamiliarity and uncertainty about the environment and resources Complex technical environment Information needed in several locations Data security Version control Lack of instructions for mobile workers Preservation responsibilities unclear IASSIST Tampere May 26-29, 2009

  10. Challenges to records management in mobile working environment Capture Usability Preservation Who is responsible? Undifferentiated irretrievable data Convertion Identifying Data security Organizational memory Organizing IASSIST Tampere May 26-29, 2009

  11. Mobile workers’ survival strategies • Invent own practices to solve the problems • Evident office and secret office • Email used as document management system • Coordinators responsible of saving mobile produced records • Records carried abroad act with the substitute of professionals • Social agreements about the right places (Bardram & Bossen) IASSIST Tampere May 26-29, 2009

  12. Conclusion • Survival strategies • Best practices • Instructions • Education • Research Preservation of organizational memory also in mobile environment is vital to organization functionality. IASSIST Tampere May 26-29, 2009

  13. References Badram, J. E., Bossen, C. (2005). Mobility Work: The Spatial Dimension of Collaboration at a Hospital. Computer Supported Coop Work 14:131-160. Allen, D. K., & Shoard, M. (2004). Spreading the Load: Mobile Information and Communication Technologies and Their Effect on Information Overload. Proceedings of the ISIC Conference, Dublin, Ireland. Luff, P. & Heath, C. (1998). Mobility in Collaboration. Proceedings of the CSCW’98. Mäkinen, S. & Huotari, M-L. (2004). Organizational Memory – Knowledge as a Process or Information as an Entity. Proceedings of the Information Resources Management Association International Conference IRMA2004, New Orleans, USA, May 23-26 2004. Weilenmann, A. (2001). Mobile Methodologies: Experiences from Studies of Mobile Technologies-in-use. Proceedings of the 24th Information Systems Research Seminar in Scandinavia (IRIS 24). Weilenmann, A. (2003). Doing mobility: Towards a New Perspective on Mobility. Proceedings of the 26th Information Systems Research Seminar in Scandinavia (IRIS 26). IASSIST Tampere May 26-29, 2009

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