As more and more information is communicated through informal channels such as blogs and wikis, the importance of incorporating those electronic documents into a formal life cycle strategy also increases. An area of particular vulnerability is the issue of knowledge retention as the baby boomer generation moves into retirement. Capturing, disseminating and preserving such knowledge should be a top priority, but much of it is currently shared not through formal reports but rather through newly emerging social media such as blogs and wikis. Most organizations do not have a strategic plan for capturing such knowledge or maintaining it as records.
From a legal viewpoint, organizations should not ignore the content contained in social media, even if it is transient or incremental in nature. The Federal Records Act of 1950 requires federal agencies to document their functions, policies and essential transactions.
"The definition of what is a federal record under this Act has not changed in almost 60 years, even though the methods through which they are created have evolved," says Jason R. Baron, director of litigation for the National Archives and Records Administration (NARA). "The Federal Records Act encompasses Web 2.0 information along with other electronic content." NARA provides guidance for how to handle some of the unique characteristics of those records, such as their transient nature.
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Source: kmworld.com
By: Judith Lamont
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