The Intersection of Goodhart's Law and Electronic Records Management

The Intersection of Goodhart's Law and Electronic Records Management

Introduction:
Goodhart's Law states that when a measure becomes a target, it ceases to be a good measure. This adage, coined by British economist Charles Goodhart, highlights the pitfalls of using metrics as goals rather than as tools for understanding and improvement. In the realm of electronic records management, this principle holds significant relevance. The management and retention of digital information are critical for organizations, but when the focus shifts solely to meeting retention targets, the true value of the information can be compromised. In this article, we will explore how Goodhart's Law intersects with electronic records management and the implications it has for organizations.

The Value-Based Approach to Records Management:
As a separate records management activity, organizations collaborate with regulatory bodies such as the National Archives and Records Administration (NARA) to appraise the value of the information they manage. This appraisal considers factors such as business, mission, legal, and historical considerations. Each record is assigned a retention period based on its value to the organization. This value-based approach ensures that records are managed in a way that aligns with their importance and relevance.

Avoiding the Pitfalls of Target-Driven Retention:
However, when organizations solely focus on meeting retention targets, they risk losing sight of the value-based approach. A key challenge arises when there is an overreliance on automation and the application of predetermined disposition instructions without considering the unique characteristics of the information. This can lead to unintended consequences, such as unauthorized destruction or the inability to access crucial information for audits or legal requests.

Balancing Security and Accessibility:
Encryption plays a crucial role in ensuring the security of electronic records. Information must be encrypted both at rest and during transmission to protect it from unauthorized access. However, organizations must strike a balance between security and accessibility. While encryption safeguards sensitive information, it can also become a barrier to record availability if not managed effectively. For example, if certain email messages are encrypted and cannot be decrypted before capture, they may inadvertently trigger unauthorized destruction because they cannot be accessed for operational controls or legal requirements.

Actionable Advice:

1. Embrace a Value-Based Approach: Instead of focusing solely on meeting retention targets, organizations should place a greater emphasis on the value of the information they manage. This requires regular reassessment of retention periods and disposition instructions to ensure they align with the evolving needs of the organization.

2. Evaluate Automation with Caution: While automation can streamline records management processes, it should not be relied upon blindly. Organizations must carefully consider the unique characteristics of their information and ensure that automation does not undermine the value-based approach. Human oversight and intervention may be necessary to prevent unintended consequences.

3. Prioritize Accessibility without Compromising Security: Encryption is essential for protecting electronic records, but organizations should also prioritize record availability. By striking a balance between security and accessibility, organizations can ensure that encryption does not become a barrier to accessing critical information when needed.

Conclusion:
The intersection of Goodhart's Law and electronic records management highlights the importance of maintaining a value-based approach. Organizations must resist the temptation to solely focus on meeting retention targets and instead prioritize the true value of the information they manage. By embracing a value-based mindset, evaluating automation cautiously, and balancing security with accessibility, organizations can navigate the challenges posed by Goodhart's Law and ensure effective electronic records management.