REDEFINING RECORDS MANAGEMENT IN THE AI ERA: A HUMAN-CENTRED, COLLABORATIVE FRAMEWORK FOR INTELLIGENT DIGITAL PRESERVATION

Abstract

The integration of artificial intelligence (AI) into records management is transforming digital 
preservation, enabling automation of metadata generation, classification, and retention. 
However, reliance on AI without human oversight risks bias, opacity, and erosion of archival 
principles. Traditional frameworks like ISO 15489 and OAIS are ill-equipped for AI-driven 
environments, creating a critical gap between technological innovation and ethical governance. 
This study proposes a Human-Centred, Collaborative Framework for Intelligent Digital 
Preservation that integrates AI with interdisciplinary governance and organisational stewardship. 
Using a systematic literature review (SLR) following PRISMA 2020 guidelines, 41 peer
reviewed and authoritative sources were analysed through thematic synthesis. Findings reveal 
that while AI enhances efficiency, fewer than a third of studies address transparency or human 
oversight. Interdisciplinary collaboration is widely acknowledged, yet formal governance 
structures remain underdeveloped. Ethical concernssuch as algorithmic bias and marginalisation 
of underrepresented voices are prominent, with limited integration of frameworks like CARE and UNESCO’s AI Ethics Guidelines. The proposed framework consists of three layers: (1) a 
Technological Layer (AI automation, predictive appraisal), (2) a Human-Centred Governance 
Layer (multi-staff oversight, ethical review), and (3) an Organisational Stewardship Layer 
(alignment with OAIS, ISO 15489, FAIR, and CARE principles). This model redefines records 
management as a socio-technical process where AI supports, rather than supplants, human 
judgment. Three recommendations are offered: implement AI within auditable workflows, 
establish collaborative governance committees, and pilot the framework in institutional settings. 
This research advances a holistic, ethical, and sustainable approach to digital preservation in the 
AI era.