 Subjects -> MUSEUMS AND ART GALLERIES (Total: 56 journals)
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- Records and information management in evidence-based decision-making
public schools in South Africa-
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Authors: Olefhile Mosweu
Pages: 1 - 15
Abstract: Records are important assets in the decision-making process and promote transparency and accountability. The successful provision of educational and training services in public schools relies on reliable and authentic records. Thus, evidence-based decision-making can help address the challenges in the basic education sector in public schools. The challenges manifest as weaknesses between the different sectors and departments responsible for early childhood development services and poor quality of school education outcomes in public schools. The said challenges were identified in the National Development Plan 2030 and their resolution can contribute to the achievement of education and training goals. The main purpose of this study was to outline the role played by records and information management in supporting evidence-based decision-making in public schools in South Africa. This study adopted the qualitative research approach and used content analysis to identify challenges hindering national development plan goal achievement in the basic education sector. A content analysis of available literature consisting of policy documents, internet sources, books and journal papers was used to identify and describe the challenges and propose solutions. It is guided by the Association of Records Managers and Administrators’ Generally Accepted Record Keeping Principles as a framework. The study found that poor educational outcomes could be improved through proper records management practices enabling evidence-based decision-making to thrive. The study recommends that governmental bodies in South Africa utilise the power of records and information management to enable goal achievement, with the professional assistance rendered by the National Archives and Records Service of South Africa (NARSSA) and provincial archives.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Artificial intelligence for the improvement of records management
activities at the Council for Scientific and Industrial Research-
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Authors: Mashilo Modiba
Pages: 16 - 26
Abstract: This study sought to investigate the usability of artificial intelligence (AI) for the improvement of records management activities at the Council for Scientific and Industrial Research (CSIR) in South Africa. Usability of AI and intelligent robotic machines for the management of records plays a crucial role in ensuring that records management activities are improved and managed effectively and efficiently. However, usability issues are critical in many AI systems, where human intelligence (HI) works with the system to work out and apply results (as with speech system). The convergent mixed methods research approach was applied and data were collected using interviews and questionnaires techniques. A questionnaire was administered to three professional repositories and indexers, two archives’ technicians and one data librarian. Interviews were conducted with one portfolio manager and one records manager. Data were analysed thematically and statistically and presented using tables and figures. AI has the capability to replace records practitioners since it can perform activities performed by records practitioners. This transition can have a negative impact on the usability of AI to improve the records management activities at the CSIR. The study revealed that AI and intelligent robotic machines can be used in the improvement of records management activities and can manage records effectively at the CSIR. The study proposed a framework on the usability of AI for the improvement of records management activities at the CSIR. It is hoped that the framework proposed will serve as a guideline on the usability of AI for the improvement of records management activities in the archives and records management sector.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- E-docket system for improved administration and justice delivery in
selected Limpopo province police stations-
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Authors: Alex Lesiba Legodi, Maoka Andries Dikotla
Pages: 27 - 40
Abstract: This article analyses the factors considered as potential enablers of and hindrances to an optimal implementation of an e-docket system to improve dockets administration and justice delivery in selected police stations of the Limpopo province, South Africa. In the Criminal Justice System, of which the South African Police Service (SAPS) is an integral part, officials often struggle to conclude criminal cases because poor records management makes it possible for criminal officials to tamper with dockets or steal dockets usually managed manually in police stations. This study adopted a survey research design based on a quantitative research approach, with the use of questionnaires to collect data from police detectives in Limpopo police stations. One hundred questionnaires were distributed to collect data from the target population in six participating police stations, and 65 questionnaires were returned. The study identified some enablers of and significant hindrances to the implementation of the e-docket system called Integrated Case Docket Management System (ICDMS). On the positive side, the e-docket system enabled 24-hour access to and tracking of e-dockets, among others. However, many police officers had limited digital training and skills, which inhibited effectiveness and efficiency of the e-docket system. ICT tools were inadequate, resulting in frequently unavailable and slow network connectivity. These hindrances in Limpopo police stations negatively affected records management and justice delivery. To gain full return on investment in an effective e-docket system, the study recommended that top management support foster an enabling environment that reskills police officers and provides technical support for an optimal operation of an e-docket system for electronic records management.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- E-records management readiness for implementation of e-government in local
authorities of Singida Municipal Council-
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Authors: Lameck Sospeter Kashaija
Pages: 41 - 55
Abstract: This paper reports the findings of a study that explored the state of e-records management in supporting e-government in Tanzania Local Government Authorities with specific reference to the Singida Municipal Council (SMC). This qualitative study employed a case study design to collect data using interviews, observations, group discussions and documentary review. Qualitative data were subjected to thematic analysis. Thirty-two respondents were purposively selected to participate in the study. The study findings indicated that the state of e-records management readiness was not effective to enhance e-governance. This was because the SMC did not have an e-records management system, inadequate professional record personnel, information and communication technologies (ICT) policies, guidelines and procedures. E-readiness was affected by the low number of technical staff, inadequate resources and budget dedicated to the e-records management unit and lack of storage space and facilities to execute e-records management. Finally, the study established a framework for effective adoption of e-records management as a platform for implementing e-government in local authorities. The study recommends for the SMC to improve e-records management practices by bridging the knowledge gap among record staff, ICT staff and secretaries. In addition, the SMC should hire qualified staff, trained staff in house on e-records management, develop and implement ICT policies and prioritise records management by adequately budgeting for ICT infrastructures to kick-start the transformation process.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- The value accorded to electronic records as a reflection of information
culture among selected parastatals in Botswana-
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Authors: Mogogi Thabakgolo, Zawedde Nsibirwa
Pages: 56 - 73
Abstract: Sound records management has always been hailed to achieve organisational efficiency and effectiveness, and to set goals. However, electronic records management remains a challenge to many organisations despite the importance of records to organisations. Given the persisting challenges, the study examined Botswana's electronic records management issues in three selected parastatals. This study investigated the value of records (behaviour and attitudes) as a reflection of information culture in these parastatals and the state of electronic records creation and capture in selected parastatals. An information culture assessment framework was used to investigate the behaviour and attitudes of employees towards records management. The study adopted a mixed method approach, in which both qualitative and quantitative approaches were applied. One hundred and one employees from the three selected parastatals participated in an online survey and were sampled through listed-based random sampling. In the mixed methods approach, the survey plays an exploratory role. Five interviews were conducted with records managers and chief executive officers’ representatives. The target population was 139 respondents; 106 employees from the three parastatals participated. A questionnaire link was sent to 133 randomly selected participants; 101 responded to the survey. Five interviews were conducted out of the six targeted respondents. The study's findings revealed policies and procedures for records creation were not followed. Employees did not know the proper metadata to capture. Furthermore, the findings revealed that different behaviours and attitudes were given to records management. The attitudes and behaviour manifested in the following use and non-use of electronic records, willingness to carry out records management procedures, willingness to participate in records management training, treating records as everybody's responsibility and senior management support. The study recommends that organisations should carry out in-house training and develop strategies that ensure that employees are well conversed with records management processes and procedures to change their behaviour and attitudes towards records.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Digitisation of records to improve access at the Zimbabwe Energy
Regulatory Authority-
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Authors: Beatah Sithole, Peterson Dewah
Pages: 74 - 87
Abstract: The change from paper to digital records management at the Zimbabwe Energy Regulatory Authority (ZERA) has been widely accepted to solve problems of poor records management systems and inefficiency throughout the organisation, but it brought with it some challenges. The purpose of the study was to assess the digitisation project to improve records access at ZERA. In a sequential explanatory design, the researchers used a simple mixed methods research approach to collect data. Data were collected through questionnaires and interviews from purposively selected individuals because of their characteristics and significance in the context of what the study was investigating. The findings of the study revealed that the digitisation project at ZERA was a major success and it has improved the records management system in numerous ways, including improved access to records, fast and easy retrieval of information and timely access to records. However, the study revealed that digitisation comes with challenges such as the issue of security of records as cyber criminals always try to unlawfully access the organisation’s information. These challenges affect the organisation’s efficiency and effectiveness, slowing down processes and affecting the organisation’s service delivery. It also revealed that some members of the organisation find it difficult to adapt to digital change. Instead of embracing and using the new system, they lag behind and stick to the old ways of doing things. ZERA did not train its staff in the management of digital records, which contributed to resistance to digital change. The study recommends ZERA to budget for the appropriate infrastructure; employ more reliable security measures; train its staff in using, managing and securing digital records, and employ individuals with the required skills to manage digital records.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Application of ARMA information governance maturity model for assessment
of records management programme at Chancellor College, University of
Malawi-
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Authors: Jessy Mphunda, Nathan Mnjama
Pages: 88 - 109
Abstract: Institutions, whether public or private, create records in the course of conducting their business. Records constitute a vital resource for any organisation, including universities. They are important as they provide the information needed by decision-makers and promote accountability. This study assessed the records management programme at Chancellor College, Malawi, using the ARMA Information Governance Maturity Model. Data for the study were collected through face-to-face interviews with purposively selected participants, an examination of document analysis and non-participant observation. The findings of the study revealed that there is accountability in the records management programme although the responsibility for the records management function is delegated to individuals who do not necessarily have relevant qualifications in the area of records management. The findings also revealed that there is partial compliance with the existing legal and regulatory frameworks in the country. In addition, the findings indicated that retrieval of records, especially semi-current records, is problematic due to insufficient storage space and inadequate storage equipment. Based on the findings, the study concluded that using ARMA Information Governance Maturity Model, the level of maturity of the records management programme at Chancellor College is in the developmental stage. The study recommended that Chancellor College should develop and implement a records management policy and records retention and disposition schedule, train existing staff and provide resources and equipment for managing records so that records in these systems remain authentic and reliable. The study also recommends the development of a national policy on managing university records by the National Archives and Records Services in Malawi as a whole.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Knowledge and skills for managing digital records at selected state
universities in Zimbabwe-
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Authors: Godfrey Tsvuura
Pages: 110 - 123
Abstract: This study analyses the knowledge and skills for managing digital records at selected state universities in Zimbabwe. State universities are becoming centres of digital records creation facilitated by the advent of ICTs. However, records management personnel remain a marginal community with some noticeable knowledge and skills gaps in managing such records in their institutions. These gaps resulted in records management personnel being excluded from matters concerning digital technology as state universities in Zimbabwe drive towards innovation and industrialisation to achieve Education 5.0 and the government’s Vision 2030. Lack of knowledge and skills among records management personnel at state universities is worrisome, even though there are records and archives management training programmes in various institutions of higher learning in Zimbabwe. The primary purpose of this article is to explore the implication of lack of knowledge and skills, with an intention to bridge this gap among records and archives management personnel in state universities. Data were collected from the Zimbabwe Open University and Harare Institute of Technology. A mixed methods research design was used to ascertain the knowledge and skills for managing digital records at the selected state universities. The study found that state universities still employed records and archives personnel who were not trained, although institutions of higher learning, including polytechnics and universities, are offering records and archives training programmes and churned out hundreds of records and archives professionals each year. Therefore, the study recommends that state universities should change their recruitment policy and employ qualified records and archives management personnel to manage records in this digital era.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Archives and records management strategies to support academic service
delivery at the Universities of Witwatersrand and Universities of Venda-
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Authors: Sidney Netshakhuma, Mphalane Makhura
Pages: 124 - 136
Abstract: The purpose of this study was to investigate the alignment of archives and records management processes with the overall university management strategy. The South African universities’ strategies are not aligned with records management processes. A qualitative method was used to collect data from the source points through purposeful sampling. At both universities of Venda and Witwatersrand, the study revealed that records management is not align aligned with the university's broad strategy. The findings have practical implications for academic service delivery, governance, compliance and risk exposure. Other related institutions can also use the findings as a reference point in planning the implementation of similar studies.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Digital preservation regulatory frameworks for e-government infrastructure
in selected Ministries of Botswana-
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Authors: Keneilwe Margret Porogo
Pages: 137 - 146
Abstract: This study assessed the digital preservation regulatory frameworks for digital records infrastructures in selected ministries in Botswana. Several research studies have been conducted but they did not clearly provide the regulatory frameworks affecting the preservation of digital records in the Botswana public service. The study adopted a pragmatic paradigm and embedded mixed method approach, whereby a cross-sectional survey and case study were deployed in each of the six selected ministries as a unit of analysis. Few ministries had implemented electronic records management systems that were not capable of preserving digital records even though they were expected to provide reliable, authentic and understandable records. The results revealed Botswana's weak legal system for digital records preservation.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Public archives determination of social memory in appraising local
government records in South Africa-
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Authors: Isabel Schellnack-Kelly
Pages: 147 - 156
Abstract: A hybrid version of macro-appraisal is used by South African public archivists when separating records of enduring value from ephemeral records. This appraisal function should occur immediately after the filing systems have been approved by the national and provincial archivists. However, in most cases, this function only occurs two years after the filing system has been approved. In the 1990s, the South African National Archives changed its traditional appraisal methodology from a Schellenberg approach to formulate a sound appraisal policy based on the macro-appraisal model. One of the key elements identified was the need to identify gaps in the written records that could be filled during the appraisal process. These gaps could be complemented by the collection of oral history. This study used qualitative data obtained through content analysis and literature to review the appraisal policy guidelines and approaches of the National Archives and the Gauteng Provincial Archives in relation to the process of appraisal, issuing of disposal authorities and capturing of oral history projects in relation to Gauteng local governments. This study used a case study design and specifically focused on the appraisal of Gauteng local government records. Interviews were held with officials of the National Archives and Gauteng Provincial Archives involved in the function of appraisal of public records. This study indicated that there were gaps in archival collections, which should be supplemented by the collection of oral history testimonies. The oral history testimonies collected from individuals and communities affected by socio-economic and socio-political events are not captured by the country’s public archivists. These narratives of post-apartheid South Africa are being lost and may not be captured by the national and provincial archives services. The key recommendation of this study is that there should be clear policy guidelines relating to the process of appraisal and transparency on how these processes are undertaken in South African public archives.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
- Records management for open government at Ministry of Local Government and
Rural Development Botswana-
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Authors: Nna Motlhasedi
Pages: 157 - 169
Abstract: The purpose of this paper is to help records and information management professionals of organisations for both the public and private sector to understand the role good records keeping brings to the attainment of open government. This paper complements open government through the application of a records management perspective to an analysis of the records management practices. Conversely, the study adopted a mixed methods approach to collect data from the Ministry of Local Government and Rural Development (MLGRD) that consisted of purposively sampled respondents. The target population consisted of 54 respondents. Forty-five questionnaires were distributed, with 33 successfully completed and returned to the researcher. Similarly, nine Heads of Departments (HoDs) were scheduled for interviews and only five interviews successfully continued as planned, and the study included appropriate documents for analysis. The study’s findings showed that there is a lack of good records management overall at the MLGRD, which emanated from unskilled records management staff. Similarly, the study identified MLGRD staff manning the records management division to being incapable of managing digital records. Furthermore, the findings revealed that there is no proper infrastructure to manage digital records and that there is no records management policy to be used to guide on good records keeping practices. Based on the findings, the study, among others, it is recommended that the records management staff of the MLGRD should be upskilled to have records management competencies, especially in digital records keeping, and that the MLGRD should acquire ICT infrastructure to support good digital records keeping practices.
PubDate: 2022-11-08
DOI: 10.4314/jsasa.v55i.
Issue No: Vol. 55 (2022)
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