Management of records at Statistics South Africa: Challenges and prospects

2021 ◽  
pp. 026666692098168
Author(s):  
Shiphamele Tintswalo ◽  
Adrino Mazenda ◽  
Tyanai Masiya ◽  
Elvin Shava
Keyword(s):  
South Africa ◽  
Management System ◽  
Good Governance ◽  
Skills Development ◽  
Records Management ◽  
International Literature ◽  
Management Skills ◽  
Stakeholder Relations ◽  
Systems Software ◽  
National Archives

In South Africa, government departments are under legislative obligations to adopt a systematic and organised approach to the management of records. This is because sound records management is fundamental for good governance and effective and efficient administration of government units. This article analyses records management trends at Statistics South Africa (StatsSA). Qualitative desktop research was used with key legislative and policy sources, StatsSA documents and international literature. The study revealed that numerous challenges existed in the organisation’s records management. These challenges include: creation of the record retention and disposal authority granted by the Archivist; stakeholder relations and engagement; compliance with the National Archives and Records Services of South Africa (NARSSA) Act No. 43 of 1996 as the primary legislation for records and archives management in South Africa; and digitalization and transformation. The article recommends that the resource centre be digitalized by adopting the Millennium and Sierra Integrated Library Systems software for records management, skills development archiving and enhanced stakeholder relations. An effective and efficient records and archives management system promotes good governance, accountability, and transparency.

The Role of Archives on the Incorporation of the Former Kangwane Homeland to Mpumalanga Province

2018 ◽  
Vol 47 (2) ◽  
Author(s):  
Nkholedzeni Sidney Netshakhuma
Keyword(s):  
South Africa ◽  
Qualitative Methodology ◽  
Management Policy ◽  
Records Management ◽  
Record Keeping ◽  
Mpumalanga Province ◽  
Specific Objective ◽  
National Archives ◽  
And Control

This study was conceptualised in order to assess the strategies used to incorporate the homeland of KaNgwane into Mpumalanga province after the cessation of apartheid in 1994. The specific objective of the study was to investigate the compliance of records and archives with the National Archives and Records Service of South Africa Act (Act No 43 of 1996), during the incorporation of the homeland of KaNgwane into Mpumalanga. The study adopted a qualitative methodology through document analysis, interviews and observations. The key findings revealed that the archives of the former homeland of Kangwane were not aligned with the requirements of the National Archives and Records Service of South Africa Act (Act No.43 of 1996.) Institutions seem to lack experience when it comes to the challenges of storing records and implementing arrangement and control systems. The frequent lack of a records management policy and few to no staff with record-keeping and archival backgrounds was also a concern. A shortage of space to store records safely was also one of the major issues that the study uncovered. There appears to be no concerted effort to retain important historical records. Many records are stored in several different locations in government buildings.  I conclude that archives play an essential role to the nation as the institutional memory.

A framework for management of digital records on the cloud in the public sector of South Africa

2021 ◽  
Vol ahead-of-print (ahead-of-print) ◽  
Author(s):  
Amos Shibambu ◽  
Ngoako Solomon Marutha
Keyword(s):  
South Africa ◽  
Cloud Computing ◽  
Computing System ◽  
Records Management ◽  
Structured Interviews ◽  
Content Type ◽  
Future Studies ◽  
Cloud Computing System ◽  
National Archives ◽  
The Government

Purpose The purpose of this paper is to investigate a framework for management of digital records on the cloud in South Africa. Design/methodology/approach This qualitative case study used semi-structured interviews and document analysis to collect data from regulatory documents, records practitioners and chief information officers in the national government departments in South Africa. Findings This study reveals that despite the advent of cloud computing, government is still struggling with manual paper-based records challenges, as they have not developed a government-owned cloud in which to manage and dispose records. Practical implications Technological advancements have brought about dramatic changes to the management and disposition of records since cloud computing emerged. The traction gained by cloud computing influences how records are managed and disposed in the cloud storage. Currently, the South African Government manages and disposes records in the government premises as stipulated by the National Archives and Records Service of South Africa Act (1996). This is enforced by the National Archives and Records Service of South Africa, which is the government records regulator because records are on paper-based, microfilms and audio-visual formats. It is hoped that the recommendations and framework proposed in this study may assist the government and related sectors in the adoption and implementation of the cloud computing system for records management and disposal. This may assist in resolving challenges such as missing files, damaged records and archives and long turnaround time for retrieval of records. Social implications In South Africa, the digital records are securely stored in storage mediums such as hard drives and USBs, to mention but a few. In addition to digital obsolescence faced by the storage mediums, global access to information is hindered because information is limited to those who can visit the archival holdings. The alternative option is to manage and dispose of records in the cloud. The framework and recommendations in this study may also assist in improving information, archives and records management policies and service delivery to the community at large. The framework proposed may be applied as a theory for framing future studies in the same area of cloud computing and used as a resource to guide other future studies and policymakers. Originality/value This study provides a framework for management of digital records on the cloud in South Africa. It also proposes the promulgation of the Cloud Act to promote unlimited access to state heritage, regardless of time and location. This study is framed on the Digital Curation Centre Life Cycle Model.

Records management in government schools in South Africa: a case study in Limpopo province

2021 ◽  
Vol ahead-of-print (ahead-of-print) ◽  
Author(s):  
Samuel Maredi Mojapelo
Keyword(s):  
South Africa ◽  
Primary Schools ◽  
Good Governance ◽  
Limpopo Province ◽  
School Level ◽  
Research Approach ◽  
Records Management ◽  
Government Schools ◽  
Content Type ◽  
School Records

Purpose This study aims to investigate records management in selected government schools in South Africa. Design/methodology/approach The study adopted a qualitative research approach to collect in-depth data from the principals or administrators working as records managers at the school level. In all, a sample of principals and administrators from seven schools were interviewed face-to-face to enable the researcher to visit the schools in person. Findings The findings indicate that although the principals or administrators make concerted efforts to manage school records, there is no uniform system in place for this purpose. This results in haphazard record keeping and records management at the schools. The study recommends that the Department of Basic Education in Limpopo develop a file plan or model for schools to use to manage records uniformly in a standardised manner that would support accountability, transparency and good governance. Research limitations/implications The study was limited to seven primary schools in Lebopo Circuit, Limpopo province and secondary schools were excluded. Practical implications The author obtained a thorough understanding and direct insight into how principals or administrators manage school records. This study makes recommendations for the effective management of records in government schools. Originality/value This is one of the few research papers on records management in government schools in South Africa.

scholarly journals Strengthening public sector records management through the Information Regulator in South Africa

2020 ◽  
Vol 53 ◽  
pp. 90-102
Author(s):  
Makutla Mojapelo
Keyword(s):  
South Africa ◽  
Public Sector ◽  
Document Analysis ◽  
Records Management ◽  
Successful Implementation ◽  
Management Service ◽  
Access To Information ◽  
The Public ◽  
Extra Effort ◽  
National Archives

The Information Regulator in South Africa is charged with the responsibility to regulate access to information. The implementation of the access to information legislation is heavily dependent on proper records management in the public sector; however, there is consensus among researchers that records are poorly managed in the public sector. The purpose of the study is to describe how records management in the public sector in South Africa can be strengthened through the Information Regulator. This qualitative study utilised document analysis and literature review for data collection. The study was limited to one mandate of the Information Regulator, which is the Promotion of Access to Information Act (PAIA). The PAIA was analysed to contextualise the correlation between the Act and records management in the public sector. The study found that the successful implementation of specific sections of the PAIA is dependent on proper records management. While it is acknowledged that the Information Regulator is making inroads into records management space, the study recommends that extra effort needs to be made to strengthen collaboration with the National Archives and Records Service of South Africa, which is charged with a statutory regulatory role for records management in public bodies. A framework was developed to outline the role that the Information Regulator can play to strengthen records management service in the public sector.   

Proposal for Improving Records Management Practices of Traditional Institutions in Ga Molepo, South Africa

Mousaion ◽  
10.25159/2054 ◽  
2017 ◽  
Vol 35 (1) ◽  
pp. 46-67
Author(s):  
Mahlaga Johannes Molepo ◽  
Linda M. Cloete
Keyword(s):  
South Africa ◽  
Rural Communities ◽  
Management Practices ◽  
Records Management ◽  
Cross Sectional Survey ◽  
Cross Sectional ◽  
Record Keeping ◽  
Local Municipalities ◽  
Management Procedures ◽  
Traditional Institutions

The way in which an institution treats its records is crucial for its survival in a rapidly changing society. The purpose of the study was to investigate the records management practices and challenges faced by traditional institutions of leadership and governance in Ga Molepo, Limpopo, South Africa. The researcher employed a cross-sectional survey in order to quantitatively examine the challenges faced by members of traditional councils. A researcher administered questionnaire was used as a data collection tool to study a stratified sample of 35 members from an estimated population of 350. The findings revealed patterns and trends of non-compliance with records management standards and guidelines. Although there were sporadic cases of record keeping, a greater number of respondents revealed that traditional institutions lack the facilities, equipment, education and trained/skilled personnel to apply correct records management procedures in their daily administration of their traditional communities. The main value of the study is to create awareness of records management as one of the neglected areas in traditional institutions – which are by current legislative arrangement, the closest form of leadership and governance for rural communities in light of their relationship with local municipalities and the Department of Cooperative Governance and Traditional Affairs.

Good Governance

2019 ◽  
Author(s):  
Henk Addink
Keyword(s):  
South Africa ◽  
Rule Of Law ◽  
Good Governance ◽  
National Level ◽  
Administrative Law ◽  
Modern State ◽  
The Rule Of Law ◽  
The Third ◽  
Legal Perspective ◽  
Further Development

The pivotal aim of this book is to explain the creation, development, and impact of good governance from a conceptual, principal perspective and in the context of national administrative law. Three lines of reasoning have been worked out: developing the concept of good governance; specification of this concept by developing principles of good governance; and implementation of these principles of good governance on the national level. In this phase of further development of good governance, it is important to have a clear concept of good governance, presented in this book as the third cornerstone of a modern state, alongside the concepts of the rule of law and democracy. That is a rather new national administrative law perspective which is influenced by regional and international legal developments; thus, we can speak about good governance as a multilevel concept. But the question is: how is this concept of good governance further developed? Six principles of good governance (which in a narrower sense also qualify as principles of good administration) have been further specified in a systematic way, from a legal perspective. These are the principles of properness, transparency, participation, effectiveness, accountability, and human rights. Furthermore, the link has been made with integrity standards. The important developments of each of these principles are described on the national level in Europe, but also in countries outside Europe (such as Australia, Canada, and South Africa). This book gives a systematic comparison of the implementation of the principles of good governance between countries.

Born Digital? Digitization and the Birth of the Moroccan National Archives

2020 ◽  
Vol 47 ◽  
pp. 195-218
Author(s):  
Nora El Qadim
Keyword(s):  
Public Policy ◽  
Good Governance ◽  
International Standards ◽  
Archival Institution ◽  
National Archives ◽  
The Creation ◽  
Set Up

Abstract:This article examines the digitization policy of Archives du Maroc (AdM), Morocco’s national archival institution, which was set up in 2011 and opened in 2013. Given its recent creation, the AdM lead us to question the particularity of digitization in archiving policies when included from the start rather than retroactively. Through an analysis of the creation and development of AdM as a public policy connected to national efforts at transparency and “good governance,” I argue that digitization has served as a way of performing modernity through technology and international standards, thus reinforcing the legitimacy of a nascent institution.

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