Implementation of the Court Records Management System in the delivery of justice at the Gaborone Magisterial District, Botswana

2018 ◽  
Vol 28 (3) ◽  
pp. 234-251 ◽  
Author(s):  
Tshepho Lydia Mosweu ◽  
Lekoko Kenosi
Keyword(s):  
Management System ◽  
Survey Design ◽  
Records Management ◽  
Content Type ◽  
Case File ◽  
Court Records ◽  
Research Survey ◽  
Management Standards ◽  
Case Files ◽  
Standards And Guidelines

Purpose The purpose of this study is to assess whether the implementation of the electronic Court Records Management System (CRMS) at the Gaborone Magisterial District, Botswana, brought improvements in the delivery of justice as expected in the management of case file records. Design/methodology/approach Principally, a quantitative approach utilizing a research survey design, supplemented by a qualitative approach was used in this study. Findings The CRMS implementation led to improvements in case file management at the Gaborone Magisterial District; case files were successfully captured into the system; retrieval of case files became easier; and incidents of lost and misplaced case files went down significantly. Challenges included shortcomings related to the security of digital case files, digital records preservation and disposition, records appraisal, training, inadequate bandwidth and shortage of computers, as well as inadequate archives and records management standards and guidelines. Research limitations/implications The findings of the study are limited to the case study and cannot be generalized to other organizations. Practical implications The findings should aid future implementation of court records management systems in the judiciary specifically and the public sector in general in Africa. Lessons learnt can enable the avoidance of pitfalls experienced in the implementation of CRMS by other courts. Originality/value This paper provides empirical evidence from an original study.

scholarly journals Access to electronic court records in Botswana

2021 ◽  
Vol 40 ◽  
pp. 87-99
Author(s):  
Tshepho Mosweu
Keyword(s):  
Information And Communication Technologies ◽  
Resistance To Change ◽  
Remote Access ◽  
Records Management ◽  
Case File ◽  
Court Records ◽  
Qualitative Approaches ◽  
Case Files ◽  
Records Continuum Model ◽  
Lack Of Commitment

Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates’ courts of Botswana as one of the government’s public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs.

scholarly journals Access to electronic court records in Botswana

2021 ◽  
Vol 40 ◽  
pp. 87-99
Author(s):  
Tshepho Mosweu
Keyword(s):  
Information And Communication Technologies ◽  
Resistance To Change ◽  
Remote Access ◽  
Records Management ◽  
Case File ◽  
Court Records ◽  
Qualitative Approaches ◽  
Case Files ◽  
Records Continuum Model ◽  
Lack Of Commitment

Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates’ courts of Botswana as one of the government’s public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs.

Records management and performance of procurement management units in Tanzania: a case study

2021 ◽  
Vol ahead-of-print (ahead-of-print) ◽  
Author(s):  
Mordecai Chrysostom Matto
Keyword(s):  
Structural Equation ◽  
Survey Design ◽  
Public Procurement ◽  
Records Management ◽  
Related Factor ◽  
Cross Sectional Survey ◽  
Procurement Management ◽  
Cross Sectional ◽  
Management Units ◽  
Content Type

Purpose This paper aims to examine the influence of records management on the performance of procurement management units (PMUs) in Tanzania. Design/methodology/approach To meet the objective of the study, cross-sectional survey design and quantitative approaches were used for data collection and analysis. Preliminary analysis of the data was carried out using descriptive statistics and structural equation modelling was then used to analyse the influence of records management standards on procurement performance. The data were collected from 164 government PMUs in Tanzania. Findings The findings revealed that records management attributes significantly affect procurement performance in Tanzania. Furthermore, government policy and integrity factors confound the association between records management and procurement performance. Practical implications The policymakers and practitioners of public procurement are required to be aware of records management principles and how each related factor influences the performance of PMUs. They should emphasise proper storage and housing, equipment, arrangement and access and implement electronic records management. Originality/value This study shows how the ISO 15489 model can be applied to public procurement processes. This study also provides the lesson that procurement records need to be protected to ensure their authenticity, reliability, integrity and useability.

The implementation of electronic recordkeeping systems

2017 ◽  
Vol 27 (1) ◽  
pp. 84-98 ◽  
Author(s):  
Weimei Pan
Keyword(s):  
Management System ◽  
Large City ◽  
Ease Of Use ◽  
Provincial Government ◽  
City Government ◽  
Future Research ◽  
Records Management ◽  
Structured Interviews ◽  
Content Type ◽  
Complex Process

Purpose This study aims to present the findings of the first phase of a project entitled Putting the “Fun” Back in “Functional”, which has been investigating the socio-technical issues surrounding users’ interaction with electronic recordkeeping systems. The ultimate goal of the project is to improve that interaction by positively influencing the way in which individuals perceive their work practices and the tools they use to accomplish them. In its first phase, the project considered the implementation of such systems for the purpose of gaining a better understanding of the factors and processes that contribute to its success. Design/methodology/approach Semi-structured interviews were conducted with 17 public employees from a large provincial government and a large city government in Canada about two information systems (ISs) – a meeting management system and an Electronic Documents and Records Management System. Findings Several salient themes emerged from the research data, including the value accorded to information and records, the implementation of electronic recordkeeping systems as a complex process, the appropriation of electronic recordkeeping systems, understanding users, ease of use and information/records specialists as part of the solution. Analysis of these themes shows that many of them can be explained through theories developed in the IS field. Research limitations/implications The results show that many themes are common across the records management and IS fields. Further, the results indicate the applicability of theories in the IS field to explain and predict the implementation of electronic recordkeeping systems. Originality/value This study is one of few that explicitly draw on IS theories to understand the implementation of electronic recordkeeping systems. The results of this study open up many opportunities for future research on electronic recordkeeping systems.

Open and Transparent Judicial Records in the Digital Age

2018 ◽  
pp. 147-166 ◽  
Author(s):  
Nial Raaen
Keyword(s):  
Performance Standards ◽  
Digital Age ◽  
State Court ◽  
Records Management ◽  
Judicial Process ◽  
Policy Makers ◽  
Record Keeping ◽  
Court Records ◽  
Management Standards ◽  
Digital Record

Open access to accurate and reliable records is essential to participation in the judicial process and government transparency. As the judiciary and other branches of government increasingly rely on records which are created and maintained in digital form, a new set of challenges faces policy makers to ensure ongoing access and authenticity. One of the keys to this effort is the development of a set of principles and related performance standards which provide a framework and a system for measuring success. Using the recently adopted records management standards published by the U.S. Conference of State Court Administrators as a basis, this chapter discusses their application to digital record-keeping and how existing court performance standards addressing records management already developed by judicial organizations and the records management industry can be brought together to create a new set of performance measures to ensure that court records remain open, accessible, and trustworthy in the digital age.

A study of the reasons for prescribing and misuse of gabapentinoids in prison including their co-prescription with opioids and antidepressants

2019 ◽  
Vol 16 (1) ◽  
pp. 67-77
Author(s):  
Anju Soni ◽  
Pamela Walters
Keyword(s):  
Free Text ◽  
Snomed Ct ◽  
Content Type ◽  
Case File ◽  
Risk Of Mortality ◽  
Increased Risk ◽  
Case Files ◽  
Forensic Psychiatric ◽  
Male Prisoners ◽  
Practical Implications

Purpose Electronic medical case files of male prisoners in a category B prison in London were studied to establish a prevalence during an eight-month period of the use of and the reasons for prescribing gabapentinoids in prison and also to establish prescribing standards in prison and compliance with these. In addition, the prevalence of co-prescription of gabapentinoids with opioids and antidepressants, particularly tricyclic antidepressants such as amitriptyline, was also assessed in light of the increased risk of respiratory depression resulting in death when these drugs are used in combination. The paper aims to discuss these issues. Design/methodology/approach A retrospective, SystmOne case-file based survey was undertaken searching by SNOMED CT supplemented by examination of free text, in a category B prison for males (Capacity 1,500 prisoners; Average turnover of prisoners up to 6,000 per year), to establish practice standards related to the prescription of Gabapentinoids in the prison and determine compliance with these. Findings In total, 109 cases were identified of prisoners having been prescribed gabapentinoids, pregabalin in 66 cases (61 per cent) and gabapentin in 43 cases (39 per cent). In 36 cases (33 per cent) prescriptions were for unlicensed indications. This in fact represented 50 per cent of the cases where the indications were documented. In 51 cases (47 per cent) gabapentinoids were prescribed with an opioid substitute. In 14 cases (13 per cent), prescribed gabapentinoids were diverted to other prisoners. Practical implications The initiation of gabapentinoids in prison should be avoided. For prisoners who are also receiving opioid substitutes or are abusing opiates, it may be unsafe to continue on gabapentinoids. Issues raised by this study are likely to apply to other prisons, secure forensic psychiatric facilities and indeed community mental health and primary care as well. Social implications Risk of dependance on gabapentinoids including risk of mortality when taken with opioids and opioid substitutes. Originality/value This is an original study conducted at a category B prison in London.

International records management standards: the challenges of achieving consensus

2014 ◽  
Vol 24 (1) ◽  
pp. 22-31 ◽  
Author(s):  
Gillian Oliver
Keyword(s):  
Social Capital ◽  
Information Technology ◽  
Design Methodology ◽  
International Standards ◽  
Successful Outcome ◽  
Records Management ◽  
Mutual Trust ◽  
Content Type ◽  
Management Standards ◽  
New Perspective

Purpose – The purpose of this paper is to identify and explore the tensions inherent in the development of international standards for records management, focusing on the revision of ISO15489. The paper aims to raise awareness of the need for much more research into the uptake and implementation of records management standards. Design/methodology/approach – The experiences of the ISO committee responsible for drafting ISO15489 provides the context in which to review the literature relating to standards development in information technology. Findings – The development of mutual trust or social capital between ISO committee members responsible for the initial drafting of ISO15489 may have been instrumental in achieving a successful outcome which masked on-going fundamental differences. Environmental factors are quite different for the revision of ISO15489 suggesting that positive social capital may not be generated. The objective of ISO15489 to be an anticipatory or reactive standard needs to be resolved. Originality/value – Drawing on experiences from a related domain provides a new perspective for those involved in drafting records management standards, and explains to the broader records community why standard setting is so challenging.

Records professionals: an invisible profession in Malaysia

2011 ◽  
Vol 21 (1) ◽  
pp. 69-75 ◽  
Author(s):  
Aliza Ismail ◽  
Adnan Jamaludin
Keyword(s):  
Design Methodology ◽  
Records Management ◽  
Public And Private ◽  
Content Type ◽  
Roles And Responsibilities ◽  
Management Standards ◽  
National Archives ◽  
Specific Position ◽  
The Government ◽  
Practical Implications

PurposeThis study seeks to examine the existence of records professionals and their role in Malaysian organizations.Design/methodology/approachThe study compares case studies done in six government‐controlled companies. Interviews were conducted with the persons handling the records and information (including records in electronic environment) in the organizations. The interviews were then transcribed and analyzed manually to obtain the comparative data from each case.FindingsThe findings indicate that there are no “real” records professionals in Malaysian organizations. The responsibility and accountability of documenting and managing the organizations' records are dispersed and decentralized. Records managers as a profession are not established within the Malaysian organization structures. Generally there is no specific position of “records manager” in Malaysian organizations. However, the “archivists” are confined at the National Archives and there are no such positions at any of the case organizations studied.Research limitations/implicationsThe study selected six of the government‐controlled companies.Practical implicationsFindings and discovery of the study are significant in confirming that Malaysian organizations (both public and private) are taking their records management responsibilities very unconscientiously with little understanding and support from the top management. They have yet to realize the risk their organizations are facing for non‐compliance to records management standards and practices.Originality/valueThe study confirms the non‐existence of the records professional's position in the formal structures of Malaysian organizations. Though their roles and responsibilities are vital in the management and protection of records to support the business delivery of the organizations, their functions are carried out without due recognition to the profession.

scholarly journals Empowering professional and ethical balance in digital record management

2021 ◽  
Vol ahead-of-print (ahead-of-print) ◽  
Author(s):  
Miftachul Huda
Keyword(s):  
Management System ◽  
Design Methodology ◽  
Descriptive Analysis ◽  
Record Management ◽  
Records Management ◽  
Content Type ◽  
Potential Value ◽  
Policies And Procedures ◽  
Systematic Control ◽  
Digital Record

PurposeThis paper aims to examine the professional skills and ethical values balanced to generate policies and procedures with significant guidance to give insights into systematic control of integrating simultaneous integrity between the use and maintenance in digital-based recordkeeping.Design/methodology/approachThe investigation was conducted using keywords responsibilities engagement, professional and ethical balance, and records management. Descriptive analysis was applied with the initiative on integrating, evaluating and interpreting the findings of multiple types of research from recent grounded theory.FindingsThe finding reveals that determining the potential value of foregoing effort to provide an ultimate application guideline as a counter measure against the emerging challenges of the dynamic records management system needs to adopt appropriate professional and ethical empowerment across the procedural stage in underlying the demand and the response with the express purpose of promoting appropriate and wise usage for the sustainable positive benefit of responsibilities on recording management.Originality/valueAs a pivotal role in determining the potential value of foregoing effort as aimed in this paper, the initiative to provide an ultimate application guideline as a counter measure against the emerging challenges of the dynamic records management system needs to bring along with urging for an appropriate professional and ethical empowerment across the procedural stage proposed referring to the demand and the response with the express purpose of promoting appropriate and wise usage for the sustainable positive benefit of responsibilities on recording management.

Open and Transparent Judicial Records in the Digital Age

2017 ◽  
pp. 16-35
Author(s):  
Nial Raaen
Keyword(s):  
Performance Standards ◽  
Digital Age ◽  
State Court ◽  
Records Management ◽  
Judicial Process ◽  
Policy Makers ◽  
Record Keeping ◽  
Court Records ◽  
Management Standards ◽  
Digital Record

Open access to accurate and reliable records is essential to participation in the judicial process and government transparency. As the judiciary and other branches of government increasingly rely on records which are created and maintained in digital form, a new set of challenges faces policy makers to ensure ongoing access and authenticity. One of the keys to this effort is the development of a set of principles and related performance standards which provide a framework and a system for measuring success. Using the recently adopted records management standards published by the U.S. Conference of State Court Administrators as a basis, this chapter discusses their application to digital record-keeping and how existing court performance standards addressing records management already developed by judicial organizations and the records management industry can be brought together to create a new set of performance measures to ensure that court records remain open, accessible, and trustworthy in the digital age.

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