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2Nd Northumbria International Witness Seminar Conference CORE Metadata, citation and similar papers at core.ac.uk Provided by Northumbria Research Link 2nd Northumbria International Witness Seminar Conference EXAMINING THE ISSUES & CHALLENGES OF EMAIL & E-COMMUNICATIONS EXPLORING STRATEGIES WITH EXPERTS 24-25th October 2007 Newcastle upon Tyne, UK Proceedings EDITED BY SUSAN CHILDS RACHEL HARDIMAN NAOMI HAY-GIBSON ELIZABETH LOMAS JULIE MCLEOD School of Computing, Engineering and Information Sciences Northumbria University © The compiled proceedings: School of Computing, Engineering & Information Sciences, Northumbria University © The witness statements: the witnesses All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, records, or any information storage and retrieval system, without permission in writing from the publisher. These proceedings are sold subject to the condition that they will not, by way of trade or otherwise, be lent, re-sold, hired out or otherwise circulated without the prior consent of the publisher. Published by School of Computing, Engineering & Information Sciences Northumbria University Pandon Building Newcastle upon Tyne NE2 1XE, UK. http://northumbria.ac.uk/sd/academic/ceis/ Published in 2008 ISBN 978-1-86135-350-4 2nd Northumbria International Witness Seminar Conference Examining the Issues and Challenges of Email and E-communications: Exploring strategies with Experts 24-25th October 2007 Newcastle upon Tyne, UK Proceedings Edited by Susan Childs Rachel Hardiman Naomi Hay-Gibson Elizabeth Lomas Julie McLeod © The compiled proceedings: School of Computing, Engineering & Information Sciences, Northumbria University 2008 © The witness statements: the witnesses 2008 All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, records, or any information storage and retrieval system, without permission in writing from the publisher. These proceedings are sold subject to the condition that they will not, by way of trade or otherwise, be lent, re-sold, hired out or otherwise circulated without the prior consent of the publisher. Published in 2008 ISBN 978-1-86135-350-4 A Witness Seminar Conference. 24-25th October 2007, Newcastle upon Tyne, UK Conference Sponsors Iron Mountain UK Ltd www.ironmountain.co.uk Emerald Group Publishing Ltd www.emeraldinsight.com Acknowledgements The conference organisers would like to thank: All of the witnesses for agreeing to participate in a unique event and making it so successful The four seminar chairs for their expert facilitation of the discussion between speakers and audience i A Witness Seminar Conference. 24-25th October 2007, Newcastle upon Tyne, UK ii A Witness Seminar Conference. 24-25th October 2007, Newcastle upon Tyne, UK Contents Page Foreword v Professor Julie McLeod, Professor in Records Management, Northumbria University Wednesday 24 October 2007 Opening Session 1 Welcome 1 Professor Julie McLeod, Northumbria University Formal opening 1 Professor Alistair Sambell, Dean of the School of Computing, Engineering & Information Sciences, Northumbria University Introduction - The aims of the conference and the ‘witness seminar’ format 4 Professor Julie McLeod, Northumbria University Seminar 1: 12 The business perspective: Doing business electronically – what are the records management implications & challenges Chair: Dr David Wainwright, Northumbria University Witness: Steve George, Iron Mountain Europe Witness: Heather Jack, HJBS Ltd Witness: Adrian Cunningham, National Archives of Australia Witness: Martin Sanderson, TFPL Open discussion 42 Evening reception at BALTIC Centre for Contemporary Art 57 Quay TV and other keys to BALTIC’s memory Gary Malkin, Librarian & Archivist Thursday 25 October 2007 Seminar 2: 58 The people perspective: People and email – the problem and the solution? Chair: Zoë A Smyth, Northern Ireland Office Witness: Catherine Hare, formerly United Nations, New York Witness: Professor Teresa Waring, University of Northumbria Witness: David Gibson, Crutes Witness: Ian Wooler, TFPL Open discussion 85 iii A Witness Seminar Conference. 24-25th October 2007, Newcastle upon Tyne, UK Page Seminar 3: 98 The technology perspective: Technology – problem or panacea? Chair: Steve Bailey, JISC infoNET Witness: Dr David V Bowen, Audata Ltd Witness: L Reynolds Cahoon Witness: Jonathan Downes, Prokata Ltd Witness: Dr Ishbel Duncan, University of St Andrews Open discussion 128 Panel Discussion: 147 Moving forward: Futurewatch Chair: Professor Michael Moss, Glasgow University Panellist: John McDonald, Independent Consultant Panellist: Professor Ray McAleese Panellist: Dr Andrew Prescott, University of Wales, Lampeter Panellist: Geoff Walker, Independent Researcher Open discussion 172 Closing remarks 191 Professor Julie McLeod, Northumbria University 191 Appendix A: Witness biographies 195 Appendix B: Written witness statements 204 iv A Witness Seminar Conference. 24-25th October 2007, Newcastle upon Tyne, UK Foreword I am delighted to introduce these proceedings of the second international Witness Seminar Conference hosted by Northumbria University’s School of Computing, Engineering and Information Sciences. Examining the issues and challenges of email & e-communications: Exploring strategies with experts took place on 24 – 25th October 2007 at St James Park, Newcastle upon Tyne. It followed the success of the first conference, which had been unique in the records management discipline in the UK, in terms of its format and style1. The 'Witness Seminar' concept comes from oral history research where key participants in an event or activity are brought together in a seminar to discuss the topic as they remember it (see http://icbh.ac.uk/icbh/witness/welcome.html). The discussions are taped and transcribed, resulting in a rich data resource for historical research. We adopted the concept for experts to share their knowledge and ideas and reflect on their experiences. Building on the feedback and our experience from the first conference, this one comprised four seminars exploring different aspects of managing email and other electronic communications technologies from a records perspective. As before the witnesses (i.e. speakers) were invited to share their views and opinions on one specific aspect taking as their starting point a pertinent published article(s). They submitted their written views (witness statements) prior to the event and those who were chairing the seminars saw them in advance. At the event each chairperson had the freedom to facilitate their seminar as they wished, their aim being to generate lively discussion and debate between the speakers and with the audience. Each witness was also free to give their statement how they wished. The one rule was that no PowerPoint presentations or overheads were to be used, freeing the witnesses and the audience from this barrier to two-way communication. At the event two speakers did refer to complex diagrams to support their views. The first three seminars explored the business, people and technology perspectives of email and e-communications, asking the following questions: 1 School of Computing, Engineering & Information Sciences, Northumbria University. Exploring the essence of records management: Engaging with experts. 4-5th May 2006, Newcastle upon Tyne, UK. Edited by: Susan Childs, Susan Heaford & Julie McLeod, 2006. v A Witness Seminar Conference. 24-25th October 2007, Newcastle upon Tyne, UK • What are the records management implications and challenges of doing business electronically? • Are people the problem and the solution? • Is technology the problem or panacea? The final seminar, 'Futurewatch', focused on moving forward, exploring new ways of working, potential new technologies and what records professionals and others need to keep on their radar screens. The witnesses came from different sectors and represented a range of professions – records and information managers, archivists, IT and computer scientists, lawyers, business managers and information systems specialists – to broaden and enrich the exchange of views and experience, reflect and think about the future. As in the first conference, the semi-structured, discursive format created a relaxed, informal atmosphere, which engaged everyone in very open and frank discussions. The experience was just as rewarding and stimulating as before. The discussion continued at a social evening at BALTIC Centre for Contemporary Art, the gallery housed in a former flour mill on the south bank of the River Tyne. In their new education space delegates learned from Gary Malkin, Baltic’s Librarian and Archivist, about the latest developments for digitally capturing and providing access to the gallery’s non- permanent collection using Quay TV. We enjoyed being the first group to use the space, complete with funky chairs and plasma screen TVs and evening views of the river looking east towards its mouth, for an event. Participants gave their permission for us to digitally audio record the entire event. As a result of transcribing the recording these proceedings capture not only the prose of the pre-conference witness statements but also the reality of the event. They are a record of the witness statements on the day, with only minor editing for clarity’s sake. They capture the enthusiasm, beliefs, concerns, ideas and interactions from the discussion as it unfolded. Listening to the recordings transports those
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