scholarly journals Investigating electronic records management and compliance with regulatory requirements in a South African university

2009 ◽  
Vol 11 (1) ◽  
Author(s):  
M.E. Kyobe ◽  
P. Molai ◽  
T. Salie
Keyword(s):  
South African ◽  
Regulatory Compliance ◽  
Electronic Records ◽  
Records Management ◽  
Regulatory Requirements ◽  
Security Risks ◽  
Record Keeping ◽  
Internal Auditors ◽  
Standard Procedures ◽  
Electronic Records Management

This study investigated the extent to which academics and students at a leading University in South Africa managed electronic records in accordance with good practices and regulatory requirements. Literature on electronic records management (ERM) and regulatory compliance was synthesised to create a framework for effective records management. A survey was then conducted to test this framework with 17 academics, 97 students and two technical staff from five faculties. The results revealed several incidents of poor records management and lack of compliance with regulations. Many academics and students were unaware of legislative requirements and penalties. They did not backup or archive records regularly and where this was done, there were no standard procedures followed, which resulted in the adoption of distinct approaches to record keeping. Furthermore, appropriate programmes for educating users on ERM did not exist and academics had not established collaborative initiatives with other nonacademics (e.g. internal auditors and legal experts) to ensure effective ERM. It was also surprising to find that non-computing academics and students managed system security risks better than their computing counterparts. Useful recommendations and the way forward are provided.

Yesterday, Today, and Tomorrow

2020 ◽  
pp. 160-176
Author(s):  
Vincent Malesela Mello ◽  
Mpho Ngoepe
Keyword(s):  
South African ◽  
Electronic Record ◽  
Legal Framework ◽  
Electronic Records ◽  
Records Management ◽  
Electronic Systems ◽  
Data Loss ◽  
Record Keeping ◽  
The Future ◽  
Electronic Records Management

Rand Water was one of the earliest institutions to introduce electronic records management in 1991. Over the period of three decades, there have been numerous changes at the institution, and within the South African legal framework, there is a need to transfer the digital records into archival custody. However, there is no infrastructure to ingest digital records into archival custody. This poses challenges to institutions such as Rand Water as they are forced to create an interim solution for electronic records preservation. The challenge is compounded by the fact that since implementing electronic systems, Rand Water has migrated to several products. There is a danger that some records might have been lost during migration. This chapter narrates on the electronic record-keeping within Rand Water from yesteryear to today in order to map the way for the future. It has established that Rand Water has implemented several ECMs and migrated to different products over the years. A further study on data loss and recoverability during migration to the different ECMs is recommended.

scholarly journals Factors influencing the adoption of free and open-source software for electronic records management by municipalities in Gauteng Province, South Africa

2021 ◽  
Vol 54 ◽  
pp. 43-54
Author(s):  
Mahlatse Shekgola ◽  
Jan Maluleka ◽  
Antonio Rodrigues
Keyword(s):  
South Africa ◽  
Open Source ◽  
South African ◽  
Open Source Software ◽  
Electronic Records ◽  
Research Approach ◽  
Records Management ◽  
The South ◽  
Proprietary Software ◽  
Electronic Records Management

The South African cabinet adopted policy recommendations from the Government Information Technology Officer's Council pertaining to Free and Open-Source Software (FOSS). Even though the South African Cabinet has shown support for the use of FOSS through the enactment of a policy, the adoption of open source software in electronic records management seems to be slow. Proprietary software continues to be adopted and used by most public institutions, including local and provincial municipalities in South Africa. Therefore, this study aimed to investigate factors that may influence the adoption and use of FOSS for electronic records management by South African municipalities. The study adopted a qualitative research approach to collect data from 10 purposively selected municipalities in Gauteng. Data were analysed and presented thematically to address the research question. The findings of this study suggest that municipalities in Gauteng are not adopting FOSS for electronic records management as expected. This study established that top management support, reliability, affordability of the software, inadequate capability, contracts with proprietary software providers, organisational culture and organisational support are some of the factors that contributed to the low uptake when it comes to the adoption of Free and Open-Source Software by the municipalities.

Assessing Electronic Records Management Systems at South African Universities

2021 ◽  
pp. 436-452
Author(s):  
Nkholedzeni Sidney Netshakhuma
Keyword(s):  
South African ◽  
Electronic Records ◽  
Management Systems ◽  
Records Management ◽  
Successful Implementation ◽  
Management Support ◽  
Technology Infrastructure ◽  
South African Universities ◽  
Skilled Personnel ◽  
Electronic Records Management

Development and implementation of electronic records management system (ERMS) require the university to develop a strategy that is aligned to a records management programme. Successful implementation of electronic records management systems requires top management support through finance allocations, appointment of skilled personnel, collaboration of internal and external stakeholders, capacity development, and information communication technology infrastructure. When the researcher assessed South African universities with records to adoption of ERMS, it was found that most of the universities adopted effective and efficient records management systems.

scholarly journals MODERN APPROACHES TO DIGITALIZATION OF PRE-TRIAL PROCEEDINGS IN CRIMINAL CASES

Lex Russica ◽  
2020 ◽  
pp. 68-79 ◽  
Author(s):  
P. P. Ishchenko
Keyword(s):  
New Technologies ◽  
Criminal Procedure ◽  
Electronic Record ◽  
Electronic Records ◽  
Records Management ◽  
Criminal Proceedings ◽  
Criminal Cases ◽  
Electronic Archive ◽  
Record Keeping ◽  
Electronic Records Management

The Russian criminal procedure is conservative and hardly affected by modern advances in digital technology. Outdated written proceedings are extremely resource-intensive and inefficient. Enshrinement of the regulations leading to a full implementation of the criminal proceedings in electronic format in the Criminal Procedural Code of the Russian Federation will lead to significant savings — both of materials and resources and work force, to facilitate the work of stakeholders and participants in criminal proceedings, will expedite and increase the transparency of the pretrial proceedings, simplify and reduce the cost of storage, archival and recovery of lost criminal cases. Electronic records management will simplify the creation of an electronic archive of criminal cases, so that it is possible to solve a number of forensic tasks, such as identifying crimes similar in method of commission (pattern in crime) with serial ones, committed in organized forms. The criminal cases stored in the electronic archive can be used to train investigators in the methods of investigation and preparation of procedural documents. Analyzing the experience of electronic records management application in different countries, the author comes to the conclusion that all the technologies necessary for the digitalization of criminal proceedings have already been developed, are available and widely distributed. The developed technical solutions are universal and can be applied to the digitalization of criminal proceedings, regardless of their type, belonging to the legal family, legal traditions of a particular state. The introduction of electronic record-keeping requires, however, certain changes in the Russian criminal procedure. No digitalization is possible until the legislator recognizes the evidence as information rather than a formally defined document and equates the file to a protocol. The use of new technologies for recording evidentiary information will require the development of new technical and procedural means to ensure the admissibility of such evidence.

Design of ICT Framework to Manage the Records Electronically in the Government Offices of Botswana

2020 ◽  
pp. 177-188
Author(s):  
Rajiv Kumar
Keyword(s):  
Electronic Records ◽  
Records Management ◽  
System Planning ◽  
Record Keeping ◽  
Organization Structures ◽  
Application Systems ◽  
The Government ◽  
Set Up ◽  
Electronic Records Management

The proposed framework is set up to guarantee that record keeping is considered when planning and actualizing ICT systems. The joining of record keeping usefulness in ICT frameworks is best practiced with regards to system planning, design, testing, implementation, and review. Integration of functionality of electronic records management functionality in ICT framework addresses to which extent existing ICT frameworks have been coordinated with records. The framework is pointed expressly at looking over 'master' application systems (for instance, HR, budgetary organization, or case the board structures). Regardless, it may similarly be used for assessing the arrangement and errand of employments, for instance, attempted substance organization structures that are proposed to supervise unstructured electronic records (messages, word-arranged reports, spreadsheets, etc.) consistent with the administrator's standards.

Models for Action: Practical Approaches to Electronic Records Management and Preservation.

1998 ◽  
Author(s):  
Kristine L. Kelly ◽  
Alan Kowlowitz ◽  
Theresa A. Pardo ◽  
Darryl E. Green
Keyword(s):  
Electronic Records ◽  
Records Management ◽  
Electronic Records Management
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