Records and Information Management, 2nd edition

Sep 2018 | 448pp

Price: £69.95
CILIP members price: £55.95

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Records and Information Management, 2nd edition

Patricia C Franks

As Information Management put it, "On the strength of its currency and coverage alone, Franks' book is poised to take over as the recommended go-to reference for both students and RIM professionals for many years to come.” The new second edition cements this work’s status as an up-to-date classic, its content updated and expanded to address emerging technologies, most notably blockchain, and evolving standards and practices. Inside, Franks presents complete coverage of the records and information lifecycle model, encompassing paper, electronic (databases, office suites, email), and new media records (blogs, chat messages, and software as a service). Informed by an advisory board of experts in the field and with contributions by noted authorities, the text addresses such key topics as:

  • the origins and development of records and information
  • the discipline of information governance and developing a strategic records management plan
  • creation/capture and classification
  • retention strategies, inactive records management, archives, and long-term preservation
  • access, storage, and retrieval
  • electronic records and electronic records management systems
  • the latest on rapidly evolving technologies such as web records, social media, and mobile devices
  • vital records, disaster preparedness and recovery, and business continuity
  • monitoring, auditing, and risk management
  • education and training.

Readership: This book’s authoritative blend of theory and practice makes it a matchless resource for everyone in the archives and records management field. Instructor/trainer extras include a set of ready-to-go, customizable PowerPoint slides to accompany the text.

List of Illustrations



1       The Origins and Development of Records and Information Management


Records and Recordkeeping in Society

Recordkeeping in the United States in the Twentieth Century

Information Technology, Records, and the Information Age

Web 2.0, Social Media, and Society


Perspective: Information Governance: We are finally asking the right questions, by Barclay T. Blair


2       Building an Information Governance Program on a Solid RIM Foundation


Information Governance

Records Management as a Professional Management Discipline

Records and Information Management Lifecycle

Records Management Program Elements, Functions, and Activities

Standards, Laws, Regulations, and the Legal Environment


Paradigm: The Information Governance Imperative in Healthcare, by Robert Smallwood


3       Records and Information Creation/Capture, Classification, and File Plan Development


Records and Information Creation and Capture

Controlled Language and Records Classification

Business Classification Schemes

Indexing, Content Analysis, and File Plan Development

Records Management Metadata


Paradigm: University Records Management File Plans, by Peg Eusch


4       Records Retention Strategies: Inventory, Appraisal, Retention, and Disposition


Records Inventory

Records Appraisal

Web Records: Identifying, Capturing, and Scheduling

Legal and Regulatory Compliance

Developing a Records Retention and Disposition Schedule


Paradigm: Leveraging a New Retention Schedule to Launch an Information Governance Program, by Susan Cisco


5       Records and Information Access, Storage, and Retrieval


Business Process Mapping and Workflow Process

Access Controls

Active Storage Systems

Search and Retrieval Process

Metadata and Metadata Standards


Paradigm: Introduction of Continuous Improvement in Records Management Programs and Processes Using Lean Practices, by Charlene Cunniffe


6       Electronic Records and Electronic Records Management Systems


Electronic Records

Enterprise Information Systems (EIS)

Content Management Systems

Enterprise Content Management Systems (ECMS)

Electronic Records Management

Electronic Records Management Systems (ERMS)

Electronic Records Management Systems Guidance

SharePoint and Records Management

Data and System Migration

Records Management in the Clouds

Planning and Managing an Electronic Records Management Program


Paradigm: The Art and Science of ERMS Deployment, by Morgan King and Stephen Aaronson


7       Developing & Emerging Technologies and Records Management


Developing Technologies: Social Media

Social Media and Records Management

Diffusion of Innovation and Trend Spotting

Emerging Technologies


Paradigm: Blockchain Technology and Recordkeeping, by Victoria L. Lemieux


8       Vital (Essential) Records, Disaster Preparedness and Recovery, and Business Continuity


Business Resumption Strategies

Vital Records Program

Disaster Preparedness and Recovery Planning

Business Continuity Planning


Paradigm: Incident: Electricity Failure, by Helen Nelson


9       Monitoring, Auditing, and Risk Management


Monitoring the Management of Records

Auditing the Records Management Program

Risk Management


Paradigm: Identifying, Assessing and Controlling Records and Information Management Risks: A Cross-Disciplinary Approach, by Lisa Daulby


10     Information Economics, Privacy & Security


Information Economics (Infonomics)

Information Asset Privacy and Security




Paradigm: Integrating Information Governance into the Privacy and Security Landscape, by Ilona Koti


11     Inactive Records Management: Records Centers and Archives


Inactive Records and Records Centers

Archives Management


Paradigm: Establishing the Jelly Belly Candy Company Archives: A Case Study of a Family-owned Candy Company’s History and Recordkeeping, by Lori Lindberg


12     Long-term Digital Preservation & Trusted Digital Repositories


Long-Term Digital Preservation

Digital Curation and Stewardship

Building a Trusted Digital Repository

Cloud Digital Preservation as a Service

Digital Preservation Research


Paradigm 1: Use Case—eArchive for Pharmaceutical Pre-Clinical Research Study Information, by Patricia Morris and Lori Ashley

Paradigm 2: Archivematica to ArchivesDirect: A Practical Solution for Limited Staff Resources, by Amber D’Ambrosio


13     Life-long Learning: Education, Training and Professional Development


Preparation for Records Management Professionals

Records Management Training Programs


Paradigm: Graduate Archival Education—The Master of Archival Studies at the University of British Columbia, by Luciana Duranti


14     From Records Management to Information Governance: An Evolution


Developing a Records Management Program

Implementing an Information Governance Strategy


Perspective: Perspectives on Information Governance and Managing Information Assets, by Diane K. Carlisle


Appendix: A Sampling of Records Management Laws and Regulations Outside of the United States



About the Author and Contributors


Reviews of the previous edition:

"...the book is an excellent introduction to the field of records and information management. It achieves its goals of appealing to the new student as well as the more experienced practitioner. It is Franks’ willingness and ability to share her knowledge of new systems and systems technology for records and information management that sets this work apart as an invaluable textbook and reference work. So much so, Franks also succeeds in producing a work that would appeal to the non-specialist reader wanting to understand how relevant records and information management is to the fabric of a working organization. This work is a valuable up to date combined textbook and reference book which will enhance its readers’ knowledge irrespective of their place on the career ladder. It is worthy of inclusion on the reading list of an archives and records postgraduate course as well as the bookshelves of a seasoned practitioner."
- Archives and Records

"This book contains an encyclopaedic wealth of detail on the status of records and information management in our evolving digital world. The amount of research, the attention to detail, and the effort that has gone into the presentation of each chapter with sidebars, down to the italicised font drawing attention to key terms, has to be viewed to be fully appreciated...The previously held view that librarianship and records management were two separate disciplines needs to be discarded. In this day and age the boundaries are interchangeable and in some cases non-existent. This book bridges the gap for librarians, allowing them to cross the boundary into information and records management."
- Australian Library Journal

"...a valuable addition to the literature, particularly for undergraduate and postgraduate students and others moving into, or needing to understand, the discipline its principles and practice. It is readily accessible and easy to read although the use of first, second and third person is odd. The overall structure is logical, since it follows the records lifecycle, and there is a standard chapter structure...There are many useful ‘end notes’ in each chapter, a glossary, a bibliography and an index."
- Journal of Librarianship and Information Science

"I encourage anyone participating in the archives and records management field today or considering entering an Archives & Records Administration program to acquire this volume. I am sure many library and information science programs will quickly be adopting Records and Information Management as a core text."
- Technicalities

"Franks describes records and information management for library and information science students and records management professionals. Covering paper, electronic, and new media records, as well as records residing in the "cloud," she addresses both business operations and how records professionals can contribute to the mission of the enterprise beyond the lifecycle management of records. She discusses the origins and development of records and information management; building an information governance program; records and information creation/capture, classification, and file plan development; retention strategies; information access, storage, and retrieval; electronic management systems; emerging technologies, especially social media; vital records, disaster preparedness and recovery, and business continuity; monitoring, auditing, and risk management; inactive records management, archives, and long-term preservation; records management education and training; and how to develop a management program and information governance strategy. Case studies from professionals at archives, government and private organizations, law firms, and other organizations from the US, UK, and the Netherlands are included in each chapter."
- Reference and Research Book News

"The handbook is well constructed and organised with a good balance of theory and practical examples. It is highly readable and not at all dry or uninteresting. In addition to the written descriptions, there are illustrations of forms and schedules as well as photographs and charts."
- Australian Academic and Research Libraries

"Records and Information Management is a comprehensive introductory textbook for students considering a career in the records and information management (RIM) field ... the focus of the writing is on the introduction of terms, concepts, and processes, and the need for breadth trumps depth in almost every chapter."
- Serials Review

Patricia C Franks is an associate Professor in the School of Library and Information Science (SLIS) at San JosÌ© State University in California, where she serves as the Master of Archives and Records Administration (MARA) Program Coordinator and the SLIS Internship Program Coordinator. Dr. Franks supervises virtual interns and teaches courses related to information organizations and management, archival studies, and records management. Her professional activities include working with ARMA International, most recently as Consensus Group Leader for both ANSI/ARMA 1-2011 Implications of Web-Based, Collaborative Technologies in Records Management and ARMA TR 21-2012 Using Social Media in Organizations.

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