2025 - November and December - page 23
Image details
| Issue number | 404 |
|---|---|
| ISSN | 2632-7171 |
| Publication date | 1st November 2025 |
| Transcription |
Feature magazine Governance must precede technology adoption. With AI tools now widely available, organisations must train staff in best practices, ethics, and compliance Michael Haley at the Gala Evening, ARA Conference Bristol Anne agrees, emphasizing the risks of using internal datasets: “Most organisations don’t have 100 per cent accurate or correctly titled data. AI can pull outdated versions and give wrong outcomes.” She’s seen cases where unverified data led to incorrect decisions. Michael offers a personal example: “I had a knee operation in 1980 that doctors now say should never have been done. But the data is still there. AI could recommend it again unless metadata flags it as obsolete.” Both stress the importance of metadata and titling— core responsibilities of records managers—to ensure AI interprets data correctly. AI and the Future of Records Management Some GIC attendees feared AI might replace record- keepers. Anne dismisses this: “That’s a simplistic viewpoint. Records management is so much more than filing.” Michael agrees, criticising scare tactics used to promote the profession: “Yes, records management provides security, but it also boosts efficiency and productivity.” He urges professionals to integrate AI into their roles: “Records managers need to help AI better serve their organisations.” Anne adds that employees need guidance on using tools like ChatGPT and Copilot responsibly. “People are putting formulas and code into open platforms. That’s risky.” Bridging the Regulatory Gap Michael introduces the concept of the “regulatory gap”— the space between technological advancement and legal oversight. “Technology unchecked is a problem. We can’t wait for laws to catch up. Records managers must operate in this space and influence regulation.” Anne sees similar gaps in internal policy. She cites the rollout of Office 365 in Australia: “Organisations adopted it without governance. Everyone had their own Teams accounts, versions and titles. When someone left, their files were inaccessible. One local authority spent AUS $2 million fixing it, which is a lot of money for a local authority!” Both agree that governance must precede technology adoption. With AI tools now widely available, organisations must train staff in best practices, ethics, and compliance. What next for the GIC? The GIC currently covers nearly all continents of the World – missing are representatives from South America (and Antarctica). Organisations don’t necessarily represent a whole continent, some are country based, some specialist, whereas others like RIMPA, ARMA and ARA go beyond a single national border. If you belong to an organisation that would like to find out more about joining the GIC please contact: info@globalinformationconsortium.org Michael notes that US regulations now require retention of AI queries, but many users aren’t trained in ethical or effective querying. Anne echoes this: “It is a skill. Anyone can try but doing it correctly without exposing the organisation takes expertise.” 23 |