Forgetting to remember : organisational memory

Abstract

Organisations need to learn from their current and past experiences to optimise their activities, decisions and future strategies. Non-governmental organisations are similar to public or governmental departments in that learning is crucial for their existence. One of the key factors influencing learning is the development and maintenance of a functional organisational memory. The organisational memory is a dynamic entity encompassing more than the storage facilities provided by an information technology system. It also resides in human form, acting as reservoirs and interpretation centres and feeding the organisational memory as a whole. Previous research in organisational memory focussed mostly on describing the structure of the storage systems, with the current focus on developing management information systems to enhance organisational memory storage and retrieval. Some work has been undertaken to describe the processes involved, which include accessing, storing and retrieving the memory. Other functions that need special attention are the development of data to information, and especially creating and using knowledge. The studies mostly involved existing organisational memory as it was represented at a specific time of the organisations’ development. This study looks at all the different developmental phases of a regional NGO, which include start-up, expansion in target territory, expansion in activities, consolidation and close-out. To investigate the temporal changes of organisational memory in a regional intermediary NGO, a retrospective case study methodology was used. The NGO was closing down, providing an opportunity to investigate all the stages of development. The data collection, analysis and interpretation involved various in-depth interviews with current and past staff members and other key stakeholders, such as beneficiary organisations and consultants. In addition, a complex set of documents were studied, including proposals, strategic documents, minutes of meetings, and audiovisual material. The main themes and factors, such as individuals, leadership, electronic and other management of the organisational memory, culture, including the importance of a vision and theory of change, policies and global developments are discussed using a temporal ecological framework. The key findings of this study illustrate the importance of directories as part of the metamemory in accessing seemingly dormant organisational memories. The conclusion is that organisational memory survives after the demise of the organisation and that it is accessible through directories.