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.   

Journey to EDRMS Solution in Zimbabwe Public Sector

2020 ◽  
pp. 142-159
Author(s):  
Blessed Magama ◽  
Victor Nduna
Keyword(s):  
Public Sector ◽  
Records Management ◽  
User Requirements ◽  
Management Framework ◽  
The Public ◽  
Lessons Learnt ◽  
Specific Focus ◽  
National Archives ◽  
Computer Based ◽  
The Government

E-government initiatives by the government of Zimbabwe and the increased use of computer-based systems by the public sector have seen an increased generation of digital records in the day-to-day conduct of business. The National Archives of Zimbabwe is taking some measures to manage these proliferating digital records in a manner that guarantees their authenticity and continued availability. This chapter explores the journey to digital records management in the Zimbabwe public sector, with specific focus on steps followed to develop the Public Sector Digital Records Management Framework (PSDRMF), Statement of User Requirements (SOURS), and efforts to acquire an EDRMS solution. The chapter provides highlights on some achievements, experiences, and lessons learnt in the process.

Application of Disruptive Technologies to the Management and Preservation of Records

Mousaion ◽  
2019 ◽  
Vol 37 (1) ◽  
Author(s):  
Thomas Modiba ◽  
Mpho Ngoepe ◽  
Patrick Ngulube
Keyword(s):  
Artificial Intelligence ◽  
South Africa ◽  
Public Sector ◽  
The United States ◽  
Records Management ◽  
Digital Repository ◽  
The Public ◽  
Disruptive Technologies ◽  
Blockchain Technology ◽  
Trusted Digital Repository

Disruptive technologies are widely used in semi-periphery and core countries such as the United States of America, Australia, Croatia, and China to manage and preserve records. However, the same cannot be said about periphery countries, especially on the African continent. These countries, including South Africa, are struggling with the digitalisation of records, let alone the management of paper-based records. This study, conducted in the public sector in South Africa, explores literature review to critically analyse challenges to archival functions that can be mitigated through the application of artificial intelligence technologies. Findings reveal problems relating to governance in a digital environment, a lack of accountability, the high level of litigation rates, bad audit results, and a lack of or poor service delivery emanating from a breakdown in records systems in South Africa. Both paper-based and digital records management systems in the public sector in South Africa are in a state of disarray. As a result, the preservation of digital records is slowly taking place, which leads to the loss of memory for the entire public sector. It is concluded that the market is ripe for disruptive technologies such as artificial intelligence, cloud computing and blockchain in the management and preservation of records in the South African public sector. The study recommends that governmental bodies cautiously consider exploring the possibility of storing their records in a trusted digital repository cloud as an interim solution while observing legal obligations. Other technologies such as blockchain technology can also be adopted to ensure the security of records.

scholarly journals The role of records management as a tool to identify risks in the public sector in South Africa

2014 ◽  
Vol 16 (1) ◽  
Author(s):  
Mpho Ngoepe
Keyword(s):  
South Africa ◽  
Risk Management ◽  
Public Sector ◽  
Internal Audit ◽  
Risk Identification ◽  
Reciprocal Relationship ◽  
Records Management ◽  
The Public ◽  
Management Regime

Background: Records management is a vital element in the identification of risks. However, there is a consensus amongst scholars that the relationship between records management and risk identification has not been clearly articulated. As a result, risks associated with records are often dealt with via internal audits, legal processes and information technology.Objectives: The study utilised the King III report on corporate governance in South Africa as a framework to investigate the role of records management in identifying risks in the public sector, with a view to entrench the synergy between records management and risk management.Method: Quantitative data were collected through questionnaires distributed to records managers, risk managers and auditors in governmental bodies in South Africa. Provisions of the King III report, guided the research objectives.Results: Even though the study established that there is a reciprocal relationship between risk identification and records management, most governmental bodies in South Africa lack records management and risk-mitigating frameworks or strategy. Furthermore, records management did not feature in most governmental bodies’ risk registers. It has been established that most governmental bodies have established risk committees that do not include records management practitioners. In most governmental bodies, risk management resides within internal audit functions.Conclusion: The study concludes by arguing that a strong records management regime can be one of an organisation’s primary tools in identifying risks and implementing proper risk management. Therefore, records management should be integrated with risk management processes for organisations to benefit from the synergy.

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.

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