The Management of Magistrate Courts Records in Namibia

2017 ◽  
pp. 168-178 ◽  
Author(s):  
Ruth M. Abankwah ◽  
Meameno N. Hamutumwa
Keyword(s):  
Management Practices ◽  
Population Data ◽  
Management Policy ◽  
Records Management ◽  
Storage Space ◽  
Air Conditioners ◽  
Classification Schemes ◽  
Face To Face ◽  
Management Standards ◽  
National Archives

This chapter is based on a study prompted by concerns about delayed cases in Namibian magistrate courts. The purpose was to examine the prevailing records management practices. The study was conducted in seven regions which were purposively selected based on location or population. Data was collected by means of observations and face-to-face interviews. The study revealed that: some magistrate courts did not adhere to records management standards resulting in an absence of a records management policy, classification schemes, retention schedules, shortage of storage space, lack of physical security and untrained record staff. The study recommends employment of trained records personnel; staff awareness in the management of the Namibia Case Information System (NAMCIS); install CCTV and maintain air conditioners in records storage facilities; ensure that the National Archives of Namibia fast tracks the process of approving requests for transfer or destruction of magistrate courts' records; and uphold records management standards.

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.

Archiving white community historical manuscripts in postcolonial Zimbabwe

2020 ◽  
Vol 39 (1) ◽  
pp. 133-150
Author(s):  
Samuel Chabikwa ◽  
Nathan Mnjama ◽  
Maitseo MM Bolaane
Keyword(s):  
Cultural Heritage ◽  
Regulatory Framework ◽  
Records Management ◽  
Recruitment And Retention ◽  
Post Colonial ◽  
White Community ◽  
Community Associations ◽  
Management Standards ◽  
National Archives ◽  
Historical Manuscripts

This paper is premised on the observation that mainstream archival activities are the main cause and source of the “absences and silences” of the voices of the minority and the underrepresented in the archives. The aim of the study is to explain the context and documentation strategies of archiving and preservation of Historical Manuscripts (HM) of the white community in post-colonial Zimbabwe. In particular, the study seeks to: (a) Determine the legislative, regulatory framework for the management of HM in selected cultural heritage institutions in Zimbabwe; (b) Assess the acquisition policies and practices of mainstream cultural heritage institutions in Zimbabwe; (c) Describe the usage, purposes, and accessibility of both pre-archival and archival HM of the white community. The findings of the study revealed adequate provisions in the National Archives of Zimbabwe Act (2001) for the archiving of HM of the white community in Zimbabwe, although there were limitations of outdated policies for the institutions studied. The study also addressed the issue of limited funding and shrinking budgets which impeded on the operations of both selected cultural heritage institutions and white community associations. This resulted in failure to adhere to archiving/records management standards, and the upgrading of equipment and facilities, as well as the recruitment and retention of requisite and qualified staff. Overall, this endangers the HM collections to neglect and decay. HM were migrated from Zimbabwe to other countries regionally and abroad into private hands, and their extent, nature, condition of storage and status of preservation are undetermined.

scholarly journals RECORDS MANAGEMENT PRACTICES IN GHANAIAN TERTIARY INSTITUTIONS: A CASE STUDY OF GHANA TECHNOLOGY UNIVERSITY COLLEGE

2021 ◽  
Vol 7 (2) ◽  
pp. 461-472
Author(s):  
S. Ameyaw ◽  
A. Frempong-Kore
Keyword(s):  
Management Practices ◽  
Records Management ◽  
Student Records ◽  
Tertiary Institutions ◽  
Face To Face ◽  
University College ◽  
Data Collection Instrument ◽  
The Face ◽  
Admission Office ◽  
The University

This study was conducted to ascertain records management practices at the Ghana Communications Technology University (formerly Ghana Technology University College) a mid-sized Ghanaian public university located in Accra. All the staff at the Admissions and Records departments participated in the study. This comprised two (2) heads of department and seven (7) senior staff from both departments. The face-to-face interviews were employed as a data collection instrument for this study. The findings indicated that the University has neither a policy to regulate the management of students' records nor a professional archivist to manage records. However, the head of the Records office was given a three-day training on the assumption of office. It was revealed that the head of admissions, as well as all the staff of the two departments, had never been given any training. There were some challenges impeding records management in the Admissions and Records offices– among them are; lack of adequate staff, inadequate storage equipment, lack of periodic training, lack of policy to guide records management and inability of students to furnish the Admission office with the needed information. It was recommended that the University should employ a professional archivist to manage student records, provide adequate storage facilities, organise periodic training for staff as well promulgate a policy to guide records management in the Admissions and Records offices. Keywords: Accra Campus, Records, Management, Practices, Ghana Communication Technology University

E-records readiness at Karonga District Council in Malawi

2018 ◽  
Vol 35 (3) ◽  
pp. 482-491 ◽  
Author(s):  
Donald Flywell Malanga ◽  
Benard CG Kamanga
Keyword(s):  
Local Government ◽  
Management Practices ◽  
Survey Design ◽  
Management Policy ◽  
Records Management ◽  
Survey Questionnaire ◽  
District Council ◽  
Descriptive Survey ◽  
Regular Training

This study assessed e-records readiness at Karonga District Council (KDC) as one of the local government authorities in Malawi. The study employed a descriptive survey design where a survey questionnaire was used to collect data. Altogether, 56 staff were sampled randomly and purposively. The staff comprised principal officers, records clerks, ICT personnel and other action officers. The study revealed that e-records readiness at KDC was low and evolving as evident by the presence of e-record products and technologies, which were largely inadequate and obsolete. The study also established that there was inadequate and poor adherence to policies, standards and procedures for e-records management practices. Furthermore, responsibilities for e-records management were not clear. There was no established records management programme. Therefore, the study recommends the development of e-records management policy; recruitment of more staff; regular training in e-records products and other emerging technologies; mobilization of more resources required for management of records; and increasing awareness of the role of records management. This should be supported by the top management at the District Council and the Ministry of Local Government at large.

scholarly journals Record management practices in labour organisations in Botswana

2012 ◽  
Vol 14 (1) ◽  
Author(s):  
Trywell Kalusopa ◽  
Patrick Ngulube
Keyword(s):  
Management Practices ◽  
Research Strategy ◽  
Record Management ◽  
Records Management ◽  
Structured Interviews ◽  
Doctoral Research ◽  
Management Standards ◽  
Methodological Triangulation ◽  
Management Function ◽  
Collection Methods

Background: This article is part of a doctoral research study that, amongst others, assessed e-records readiness and examined the current records management practices in labour organisations in Botswana.Objective: The main objective of the study was to examine records management practices in labour organisations in Botswana.Methods: A quantitative paradigm largely guided this study. The researchers used a survey research strategy. Methodological triangulation of both quantitative and qualitative data collection methods complemented the strategy. The researchers surveyed all of the 50 registered labour organisations in Botswana. Of these, 45 responded. This is a response rate of 90%. The researchers obtained their data through structured questionnaires, semi-structured interviews, document reviews and observations.Results: The study showed that labour organisations in Botswana had some form of records management function. However, the management of both paper-based and electronic records was not satisfactory and fell short of the best-recognised records management standards and practices.Conclusion: Although the researchers limited the study to labour organisations, it sheds light on the challenges of managing records that most organisations in Botswana face. Its results provide useful strategic recommendations to promote effective records management in labour organisations in Botswana and elsewhere in Africa.

Records surveys in support of a framework for managing public records in Zimbabwe

2013 ◽  
Vol 30 (4) ◽  
pp. 366-377 ◽  
Author(s):  
Forget Chaterera ◽  
Patrick Ngulube ◽  
Antonio Rodrigues
Keyword(s):  
Life Cycle ◽  
Information Management ◽  
Management Programme ◽  
Records Management ◽  
Quantitative Methodology ◽  
Critical Function ◽  
Public Records ◽  
Face To Face ◽  
National Archives ◽  
Vital Records

The purpose of this study is to demonstrate that records surveys are a critical function that supports a framework for managing public records. The study was motivated by the recognition that the key step in ensuring that records are properly managed on a continuing basis at each stage of the life cycle is to examine all records created and maintained by an office through, among other activities, conducting a records and information management survey. The study employed a quantitative methodology to gather data using self-administered questionnaires completed by registry supervisors working in government ministries, face-to-face interviews held with former and current National Archives of Zimbabwe archivists and records management assistants as well as content analysis of records survey reports. The findings revealed that records surveys are a strong pillar supporting the framework for managing public records in Zimbabwe. However, most public registries have not yet realized the benefits of records surveys due to the difficulties that hinder them from implementing the recommendations. The study recommends that key records management activities such as records appraisal, developing a vital records management programme and creating retention and disposal schedules may be effectively managed if the recommendations of records surveys are implemented by public registries in Zimbabwe.

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.

Managing records as a strategic resource in the government ministries of Tanzania

2011 ◽  
Vol 27 (4) ◽  
pp. 264-279 ◽  
Author(s):  
Esther Ndenje-Sichalwe ◽  
Patrick Ngulube ◽  
Christine Stilwell
Keyword(s):  
Management Practices ◽  
Records Management ◽  
The Public ◽  
Current State ◽  
National Archives ◽  
Management Policies ◽  
Low Levels ◽  
Strategic Resource ◽  
The Government ◽  
Senior Officers

In Tanzania, the Records and Archives Management Act of 2002 established the Records and Archives Management Department (RAMD) to provide for the proper administration and better management of public records and archives throughout their life cycle. This article is based on findings from an ongoing study of the government ministries of Tanzania which examines the current state of records management practices in fostering accountability in the implementation of the Public Service Reform Programme (PSRP) in Tanzania. A total of 120 registry personnel, 24 senior ministerial officials and National Archives personnel were involved in the study. The study established that although the introduction of the PSRP had resulted in some efforts in reforming the records management practices in the government ministries, records in the government ministries were not managed a strategic resource. The findings of the study revealed that current records management practices in the government ministries were accorded low priority. The absence of specific budgets allocated to registry sections, lack of support from senior officers, lack of records management policies and low levels of training for registry personnel were among the records management problems in the government ministries. Further, records surveys were conducted irregularly and the majority of government registries lacked records retention and disposition schedules which led to the congestion of records which were also disorganized and poorly managed. In order to manage records as a strategic resource, the article recommends the restructuring of existing records management systems.

scholarly journals Perceptions of public sector practitioners about records and information management surveys in zimbabwe

2015 ◽  
Vol 1 (4) ◽  
pp. 329-339
Author(s):  
Judith Vonai Karimanzira ◽  
Samson Mutsagondo
Keyword(s):  
Public Sector ◽  
Information Management ◽  
Survey Research ◽  
Professional Training ◽  
Management Practices ◽  
Records Management ◽  
Public Records ◽  
National Archives ◽  
Negative Perceptions ◽  
The City

This article aims at establishing public sector records practitioners‟ perceptions about records and information management surveys which are periodically heldby the National Archives of Zimbabwe (NAZ). The urge to carry out the study emanated from the continuing poor records management practices in public sector departments in Zimbabwe despite the fact that NAZ carries out periodic records and information management surveys. This study was carried out in the City of Gweru in Zimbabwe and it employed a survey research design where data were collected using questionnaires and interviews. The study revealed that public records practitioners largely had negative perceptions about NAZ records surveys as they saw the exercise as intrusive and faultfinding. NAZ officers blamed the impasse on lack of knowledge about the importance of records and lack of professional training in records management. The study recommends that NAZ officers should be sleuth and diplomatic when conducting records surveys to promote good relations and as well, there is need for behavior change on the part of public recordspractitioners for them to develop positive perceptions about NAZ records and information management surveys.

Managing health records in the Bulawayo and Matabeleland South provinces hospitals, Zimbabwe

2019 ◽  
Vol 36 (2) ◽  
pp. 240-256
Author(s):  
Mehluli Masuku ◽  
Patrick Ngulube
Keyword(s):  
Professional Training ◽  
Analysis Data ◽  
Records Management ◽  
Continuous Training ◽  
Health Records ◽  
Management Standards ◽  
Standard Procedures ◽  
National Archives ◽  
Management Staff

The purpose of this study was to investigate the management of health records in the Bulawayo and Matabeleland South provinces in Zimbabwe. The objectives of the study were to understand how health records were being managed in the two hospitals, to establish the availability of, and analyse standard procedures and guidelines that informed both the National Archives of Zimbabwe (NAZ) and hospitals in managing health records. The study also sought to establish the level of professional training for health records management staff in hospitals under study. A qualitative case study design was employed and data was gathered through questionnaires, interviews, observation and document analysis. Data was analysed thematically based on the objectives of the study. The study revealed that the strategies for the management of health records in hospitals were inadequate. There were no documented health records management standards to guide the management of these records in hospitals. It was also established that the majority of health records personnel in hospitals did not possess records management qualifications. As a recommendation, the hospitals and NAZ should draft and implement health records management standards to provide guidance on the management of health records. Hospitals should employ staff with the requisite records management qualifications and offer them continuous training.

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