Security, privacy and ethics in electronic records management in the South African public sector

2011 ◽  
Vol 29 (1) ◽  
Author(s):  
M Ngoepe ◽  
L Mokoena ◽  
P Ngulube
Keyword(s):  
Public Sector ◽  
South African ◽  
Electronic Records ◽  
Records Management ◽  
The South ◽  
Electronic Records Management

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.

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.

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.

Electronic records management systems and the competency of educational institutions: Evidence from Yemen

2021 ◽  
pp. 026666692098082
Author(s):  
Muaadh Mukred ◽  
Zawiyah M. Yusof ◽  
Waleed Abdulkafi Al-Moallemi ◽  
Umi Asma’a Mokhtar ◽  
Burkan Hawash
Keyword(s):  
Public Sector ◽  
Technology Acceptance ◽  
Management System ◽  
Educational Institution ◽  
Partial Least Square ◽  
Electronic Records ◽  
Educational Institutions ◽  
Records Management ◽  
Study Results ◽  
Electronic Records Management

In the modern world, the amount of information stored in modern technology has been exponentially increasing. Access to vast amounts of information has changed how governments, institutions, organizations, and individuals conduct their business and record keeping. The increased use of cloud computing in conjunction with information and communication technologies (ICT), office automation, and digitalization has altered how electronic records are generated. Organizations should embrace this emerging environment to ensure competent operations and regulatory compliance well into the future. The absence of framework makes it difficult to implement the Electronic Records Management System (ERMS). Thus, this study proposed a framework for ERMS implementation and identified the most critical factors that are related to the ERMS characteristics and cloud characteristics. The ERMS implementation will improve Yemeni public sector educational institution competency and such implementation will be facilitated by the proposed framework. The study uses the Technology Acceptance Model 3 (TAM3) to implement a cloud Electronic Records Management System (ERMS). In addition to that, the study used a quantitative approach method and distributed questionnaires to 350 academicians and managers in the Yemeni public education sector. Variable relationships were identified using Partial Least Square-Structural Equation Modelling (PLS-SEM) through a second-order analysis method. All the identified factors were found to be essential and have a significant relationship with the behavioral intention to implement ERMS. The findings also revealed that ERMS plays a substantial and vital role in the competency of educational organizations. In other words, the study results demonstrated the importance of ERMS and Cloud dimension to ERMS implementation as well as the significant effect of ERMS implementation on public sector educational competency. These findings of the study have the potential to assist in shaping the direction of theory and empirical studies concerning the ERMS, particularly in its implementation to support the competency of educational institutions.

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.

The Nexus Between Knowledge Management and Electronic Resources for Public Sector Reform in Botswana

2017 ◽  
pp. 102-123
Author(s):  
Kgomotso Hildegard Moahi ◽  
Shadrack Rathapo ◽  
Peter M. Sebina
Keyword(s):  
Knowledge Management ◽  
Public Sector ◽  
Electronic Records ◽  
Records Management ◽  
African Continent ◽  
The Public ◽  
Design And Implementation ◽  
Public Sector Reforms ◽  
The Relationship ◽  
Electronic Records Management

Public sector reforms have become the norm in many jurisdictions, especially in the African continent. In Botswana there have been a number of significant reform activities over the years, aimed at enhancing the public sectors capacity to deliver effective and efficient service to its population. The authors contend that the implementation of reforms result in significant documentation, knowledge and lessons learnt that need to be harvested and harnessed to improve future implementation of such programs. This can be done for as long as the relationship between electronic records and Knowledge Management in this era is recognized, and both are embedded in the public-sector reforms design and implementation. This paper shows that there is a nexus between the management of knowledge and electronic records in achieving the objectives of public sector reforms. It also explicates reasons the relationship is important. It assesses the implementation of KM in the public sector and the link with electronic records management, and concludes that there is room for both.

Adoption of the Electronic Document Records Management System within the Public Sector in Namibia: Exploring the Challenges and Opportunities

2020 ◽  
Vol 1 (1) ◽  
pp. 7-18
Author(s):  
Stewart Kaupa ◽  
Ken Chisa
Keyword(s):  
Public Sector ◽  
Information And Communication Technologies ◽  
Management System ◽  
Prime Minister ◽  
Electronic Records ◽  
Research Approach ◽  
Records Management ◽  
Electronic Document ◽  
The Public ◽  
Electronic Records Management

The concept of records management aided by information and communication technologies (ICTs) has recently been embraced by many institutions across the globe. For example, organisations that have implemented the Electronic Document and Records Management System (EDRMS are deemed to be better equipped to handle both internally and externally generated records. These organisations are said to operate at higher level in terms of efficiency and effectiveness than those that still rely on manual filing. However, despite the well documented benefits that come With the adoption of ICTs for records management, some departments within the public sector in Namibia, such as the Ministry of Home Affairs, Homeland and Security as well as the Office of the Prime Minister are still heavily reliant on manual filing of documents. It is against this background that this study explored factors hindering the adoption of EDRMS in the Office of the Prime Minister (OPM). The study adopted a qualitative research approach to collect, analyse, and interpret data. The data collecting instruments included open-ended questionnaires, face-to-face interviews and observation of the study respondents. Data was analysed using the Atlas.ti tool. The study found that insufficient training of staff on electronic records management, lack of user needs analysis and lack of user involvement before the introduction of the system all contributed to resistance of the EDRMS adoption in the OPM. The study recommends that the OPM must provide adequate training to its employees on electronic records management and on the EDRMS in particular. The OPM should also make provision for the adoption of a change management strategy plan in order to get user buy-in for the new electronic system to be embraced.

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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