Only two, respondents (2%) indicated that they have computers and multifunctional printers, which, implies that manual handwritten records without virtual storage still dominate. should work together in the country’s law-making processes. challenges that could potentially also impact traditional institutions. %PDF-1.5
5. As evidenced in, (2014) and others, most of the research on records management stops with local, government at a departmental level. However, there is consensus among researchers that many organisations struggle to develop records management programmes to meet business needs. Background: Records management is a vital element in the identification of risks. This implies that, traditional councils led by headmen/women are the most neglected with regard to, records management and the lack of equipment and virtual storage facilities used to, administer the community indicated in sections 5.10 and 5.12, respectively, Apart from being members of traditional councils in their different forms, 34.3 per, suggest each traditional council has records of, for instance, the number of community. in traditional institutions, in particular, to gain more insight into the perceptions, experiences and attitudes of traditional institutions towards modern records. The paper therefore concludes that Kenya’s public sector has made its first steps in the management of records in networked environments but still contends with a myriad of challenges. While there are many record classification systems, one recommended best practice is a three-tier classification based on business function, record class, and record type. How then, can the use of a combination, of physical and virtual storage facilities solve the challenges of records management as. “The Management of District Assembly Records for Development Planning: Implications. National Records Management Council.” http://. Previously, she was a senior lecturer in the, Department of Information Science at Unisa and a senior librarian at the Johannesburg. Looking at the Act, it is unclear as to the approach of the, cooperation in terms of records management. Three objectives are addressed, namely, to examine the legislative and regulatory framework for managing digital records in Kenya’s public sector organisations, to establish the technological framework for managing digital records, Background: The importance of medical records to the provision of healthcare services cannot be overemphasised. Oral tradition (word of mouth), is still as common today as it was in ancient times. Practical implications ‐ The study has established the recognition of the essential but often ignored conditions necessary for an effective and efficient governance system for hospitals. well as access to information in traditional institutions in Ga Molepo? – The purpose of this article is to examine the information culture of a medium-sized municipality in Belgium. government records service. “There is an assumption in some organizations that since we are all document creators, we are equally good records managers” (Svard 2014, 6). The researcher holds, in tandem with Mensah and Adams (2014, 33), that it is a fruitless, exercise to name a government department, like the Department of Cooperative. endobj
in turn, enhances the representation of other variables”. The purpose of this article is to understand the role (relevance and contribution) of traditional leadership in South Africa during the post-1994 democratic dispensation. electronic records management system. The aims and objectives were to establish strategies used to manage records in the NUST as “secretaries”. To examine whether records management practices at the Abia State Ministry of Health conform to records management standards. The way in which an institution treats its records is crucial for its survival in a rapidly changing society. Municipalities are institutions that intensely interact with the citizens. This implies that the guidelines set out in Chapter 2, Section 3 (1, 2 and 3) on the, establishment of traditional councils of the Traditional Leadership and Governance, being transgressed. for Good Governance.” Doctoral thesis, University of Ghana. However, such a practice, could prove to be unsustainable in the long run without a steady supply of stationery, In addition, the use of notebooks without carbon copies is problematic and means most, of the records created become untraceable once disseminated. Research Questions 1. 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. This suggests there is little oversight by senior, leadership over records management practices of headmen/women and their respective, All the respondents indicated that the people responsible for administering traditional, councils are referred to as “secretaries”. Dr. M. Adams INTEGRATED RECORDS MANAGEMENT SYSTEM According to Millar and Roper (1999), the records manager, records centre manager and archivist should perform their duties but their work should be undertaken within an integrated structure, with x��Ykk]��.�8��U@�3�� !�Ȋ��n�PJ��&�J����Zk�ѽz�NH These units were relevant as they made use of patient files daily to discharge their duties.Results: The study revealed that missing medical records negatively affected timely and effective healthcare service delivery. The principle of Public Access gives citizens a right to access public records, while the Privacy Act protects the integrity of the citizens. Governments are faced with different challenges that tend to push heritage preservation to the bottom of the list of priorities for justifiable reasons. Since not much has been written on records management in traditional institutions, The Traditional Leadership and Governance Framework, Information professionals should volunteer their services on a pro bono or paid-up, Follow-up studies should be conducted on other aspects of records management. Audit reports still pain a gloomy picture over the poor state of records and records keeping systems. Establish a records management team to develop and implement a strategic plan for the program ⦠There are many, though similar, definitions of records management. – The information provided in this article is based on the author’s own experience and literature reviews. Following sound records management practices benefits the Department in many ways, including improving access to information and preserving agency historical records. These include poor records storage, lack of records management policies or where they exist, a failure to implement the policies, failure to follow the basic procedures involved in managing records throughout their entire life cycle such as none existence of or failure to implement filing systems and retention schedules. State of Florida Electronic Records and Records Management Practices . Furthermore, all variables used as predictors of corporate governance had positive and significant relationships with records management except information security. 1.5.1 Senior Officials Senior officials should be fully informed of federal laws and requirements concerning records held by The researcher believes the sample was representative. Anglophone refers to those countries which were, colonised by native English-speaking nations of Europe and America and therefore, use English as the preferred language of communication. Design/methodology/approach ‐ The study was informed by the triangulation of the Stakeholders' and Records Continuum Theories. Purpose Thus, the question to ask was: Do traditional, institutions use modern formats of records management as Motsi (2004) asserts they, permanent account of something that is kept for evidence or information”. In light of, the explanation the question is: What are the literacy levels of members of traditional. investigated only on the particular aspect under consideration. Although the support that has been given to national archival, been instrumental in determining standards and guidelines for records management, the, effects have not trickled down to the grassroots level where traditional institutions are, Nengomasha’s (2013, 8) view that professionals in records and archives should become, more of doers than recommenders is a serious indictment on the part of information, “doers” rather than “recommenders”, that is, offering pro bono or paid-for consulting, services in the areas of records management. Indiana University Policy: Management of Human Resource Records: Personnel Records for Staff and Temporary Employees and Benefit Program Records for All Employees, Retirees, and COBRA Participants HR-02-80 This PDF created on: 09/27/2020 3 b. 22. 108 of, holds a Bachelor of Information Science degree and a, (PhD) is a consultant in information-related work, and education and. The authors surmise that a records management programme will function effectively only if it is developed in the context of the larger managerial environment, so that records management procedures reflect overall management objectives. Refer to Figure 6 for a representation, In addition, most respondents strongly disagreed with the statement: “All traditional, councils keep records and manage them accordingly”. The findings suggest that the commitment and support of top management are of enormous value in the implementation of a records management programme. many of them did not know anything about records management. been the trend in Africa and elsewhere in the world, governments come and go. INTRODUCTION TO RECORDS MANAGEMENT . Due to the lack of awareness and the absence of guidelines and standards. – The originality of this study lies in the application of the information culture assessment framework that was developed by Oliver. In making sense of the role of traditional leadership in South Africa, a qualitative research in the form of focus group discussions was undertaken with the traditional leaders of the Greater Sekhukhune District Municipality. reports on the results obtained from the following objectives: traditional institutions in Ga Molepo, Limpopo, South Africa. requirements and laws and other circumstances change. He was the Best BA, Science student of 2015 and is currently a Master of Information Science candidate at. The neglect of records management in traditional institutions, could be attributed to the fact that most efforts to implement effective records management, often stops with organs of state such as the Department of Cooperative Governance, programme used by the Department of Cooperative Governance and Traditional, and paints a grim picture of such inconsistencies where the department has a records, management programme for municipalities, yet does very little in terms of guidelines, According to Mihiotis (2012, 123), records are a precondition for living in or exercising. can be customized by governmental bodies in the implementation of records management. co.za/?page=KingIII (accessed September 15, 2015). This article reports on the findings of an MINF research project (Ngoepe 2008) conducted at Unisa that sought to examine the principles involved in establishing a records management programme with specific reference to the Department of Cooperative Governance and Traditional Affairs (COGTA) in South Africa. could be found in the area that was surveyed. Design/methodology/approach As a way forward, the paper recommends the following: the amendment of key legislation, fast-tracking the development and implementation of a National Records Management Policy, and hiring trained staff and/or retraining the staff charged with the responsibility of managing public sector records. The researcher employed a cross-sectional survey in order to quantitatively examine the, Purpose There was general consensus that the provision of nancial resources would. In this paper, the author highlights some of the issues that have drawn the attention of records and archives management professionals in sub Saharan Africa. The researcher perceives, records management within this context as the preservation of traditional records mostly. Journal of the South African Society of Archivists, South African Journal of Information Management, The Constitution of the Republic of South Africa (Act No. The Political Environment and Records Management. No form of tangible record, such as a founding statement, exists. 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. ESARBICA Journal Vol.23 2004: 33-44, Africa has a rich and diverse culture that has been documented in many different ways, some of which are not as conventional as the western ways. The main objective of the Records Management Office is to provide the University with a service that enables staff to establish and maintain a framework of uniform recordkeeping application and practices, effective retention and disposal processes and the In Ga Molepo, traditional councils consist of at least 10 members per village and the. Therefore, the study illuminated certain aspects of. This study investigated records management models adopted by the public sector in South Africa, with a view to developing a model that. The study sought to assess the extent to which records management practices were aiding the effectiveness and efficiency of the NUST Department of Works. Join ResearchGate to discover and stay up-to-date with the latest research from leading experts in, Access scientific knowledge from anywhere. After a three year period of review and consultation, a revised version of ISO 15489 Part 1 was issued in 2016. Yet centuries ago, this type of leadership served as part of the history of the natives. %����
London: International Records Management Trust. recordkeeping practices. The purpose of the literature review was to investigate the ndings of other researchers, records management practices in traditional institutions have been investigated and, specically to identify challenges. Records management (RM) is the practice of identifying, classifying, archiving, preserving, disposing (and often destruction) of records. cabinet headed by a Senior Chief at the headquarters of the Molepo Chieftainship at, per cent said they belong to councils headed by headmen/women. The paper draws from the author's experiences as a practicing archivist, administrator and educator over a period of thirty years in Zimbabwe, Botswana and Namibia. The foundation of any good record management program is developing a consistent records classification system across the organization. The researcher employed a cross-sectional survey in order to quantitatively examine the challenges faced by members of traditional councils. AvePoint, Inc. | Best Practices Guide: Records Management for the Digital Era 3 The Ever-Changing Landscape Modern day organizations handle records management in much the same way they did decades ago. 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. Th⦠4 0 obj
traditional leaders should play in a developmental state such as South Africa. A further study to investigate records management models in the public sector is recommended. Ultimately, Records Management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation. Fundamentals of Social Research Methods: An African Perspective. As Muchefa (2012) highlights, in South Africa, the discriminate pattern (refer to Section, 3.6), could be observed in the manner in which the present government as led by the, African National Congress (ANC) works with traditional institutions of government and, leadership. Such a neglect of a critical functional area in respect of records, management can be felt in the rapid loss of societal memory on important customs and, crucial past events, especially within rural traditional communities led by traditional, institutions of leadership and governance. This research has also contributed towards bridging the theoretical gap identified in the study. Results of a linear regression also revealed that positive and significant relationships exist between corporate governance and records management. 1.1 What is records management? The questions included topics on traditional, view on partnership with government; relevance of traditional institutions; relationship. the precolonial states and societies. “The Impact of Records Centers on the Management of Public Sector Records in, Leahy, E. J. She also supervises postgraduate students, at honours, master’s and doctoral level. It highlights the inadequacies of the Public Archives and Documentation Service Act (Cap 19) of 1965 as a tool to manage public sector records. help traditional councils purchase essential equipment and tools used in the creation, storage and dissemination of records such as stationery, computers, printers and access, Of the 35 respondents, 86 per cent agreed that traditional institutions should come up, with their own ways of generating income, 10.8 per cent strongly agreed, while 2.7 per, manage records as well as purchase stationery and equipment such as computers and, tradition of asking members of the community to contribute is no longer useful. Design/methodology/approach Respondents' affiliation to community organisations, respondents' views regarding the relevance of traditional institutions, relationship between traditional institutions and municipalities, types of relationship headmen/women have with senior leadership, Frequency distribution of respondents with offices, All figure content in this area was uploaded by Mahlaga Molepo, All content in this area was uploaded by Mahlaga Molepo on Jan 30, 2019, https://doi.org/10.25159/ 0027-2639 /2054, The way in which an institution treats its records is crucial for its survival in a rapidly changing. Of the, 35 respondents, 78.4 per cent strongly agreed that government should provide more, disagreed. Their duties mainly include: writing and signing. The term Agency Records Officer is used in this guide, but the targeted audience is anyone with records management responsibility. Political power, as can be derived from the role played by political organisations. Public Records Management, Responsibilities, and Requirements . One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." Could it be true that lack of awareness and political will on the importance, of records management amongst African leaders, as Motsi (2004, 63) notes, could be, linked to the records management challenges faced by traditional institutions in Ga, In a study that explored a gap in research regarding the relationship between, most governmental bodies in South Africa lack records management and risk mitigating, regime that can be one of an organisation’, implementing proper risk management. the records management methods used within traditional institutions in Ga Molepo are, unconventional, there has been some transformation since the passing of the Traditional, Leadership and Governance Framework Act (No. and values in traditional institutions, records-management practices. While Chapter 2, Section 4 (Subsections, 1–4) of the Traditional Leadership and Governance, 2010) outlines the functions of traditional institutions, there is little detail regarding, standards and guidelines for record-keeping. RM services provide business entities with secure, repeatable and verifiable compliance with RM policies as required by the Federal Records Act (the FRA, 44 ⦠Originality/value An effective and efficient records management programme is essential for the governance of any organisation. Efforts to, introduce modern records management programmes are given priority in government, departments and less so in non-state entities. were members of a traditional council in their village, while only 2.9 per cent were not. In most, traditional institutions, a piece of paper hand-written with a pen can be considered a, record in the conventional sense of the word in addition to the ancient ways indicated by. records management. “secretaries” in most traditional institutions. While using a personal cell, traditional institutions are highly dependent on the directives of government. and not a democratic elective process. One of the major findings of the study is that records centres have played a significant role in the management of public sector records. management. The basic unit used in all discussions of records management and all records retention and disposi-tion schedules is the record series. is managed has consequences for service delivery. – Information culture affects the way public information/records are managed. Linear regressions were performed to establish the relationship between corporate governance and records management. Senior leadership at Boshega does not visit headmen/, Instead, headmen/women make constant visits to the royal kraal every Tuesday of the, traditional councils and members of the community) is the main platform for executive, meetings and mass communication. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more para-mount that organizations follow best practices for proper records management. Records management is the process for providing evidence of those activities. Despite constitutional provisions for traditional leadership in South Africa, traditional leaders have not been clearly recognised since the advent of democracy in 1994. <>/Pattern<>/ExtGState<>/Font<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/MediaBox[ 0 0 720 540] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>>
Terms such as Records Officer, Records Manager, Records Liaison, Records Custodian and program analyst, among other titles, are used throughout the Federal Government. That said, national archival, institutions have been at the forefront in Africa with the support of institutions such, Council on Archives, in setting up standards and guidelines on records management, (refer to Section 3.2). Residents are questioning the relevance of traditional, institutions, complaining about their lack of transparency and accountability as well as, Traditional institutions of leadership and governance are struggling to survive in a, rapidly changing democratic South African society, the changing political landscape, traditional institutions need to exercise transparency, in their records management practices in order to be accountable to their respective, communities. the University of Pretoria, South Africa. Such a regime could help traditional institutions, to deal with the risk of losing records to natural hazards such as mould, re and, The Department of Cooperative Governance and Traditional, Instability and the priorities of government appear to contribute to the challenges, traditional institutions face. The first step toward developing such a records classification system is taking an inventory or a comprehensive and accurate listing of locations and contents of all records within the organization. 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, as all those forms of social and political authority which have their historical origin in. endobj
���=gf?�~��ˣ˧�>�8{�d �}�|��l���QX�B�)���������㣿|��x|��ŷ?�����W�G/���Տ�gB�1���������G���ٲ�{���,��)�[����h[r��1���k?_��~C�+=���Ժ�9>�!��6�����C|�����H�ƌGO_���;�,fl��/q3�z/���5�e3�lkYǞ:�k�]6�7����B�)�ƺ&�����w�juyu|�o�#p���C.$��^�6n� ��չ��5O@���lpT��v~�0ܲ��������ʊ��_+k��nk�q��. Proposal for Improving Records Management Practices of Traditional Institutions in Ga Molepo, South... Corporate governance and management of information and records, Records management models in the public sector in South Africa. Archives and records management is based upon the records series concept and two primary principles, the "records life cycle" and "records appraisal." This study examines the role of records centres in relation to the management of public sector records in Kenya. Politicization of Memory and the Creation of Dark Histories in Zimbabwe. “The Nexus Between Corporate and Records Management in Private, Mnjama, N. 2004. Findings ‐ The key finding of the study was that, the hospitals generated different types of records in the course of their business activities but existing records management standards, practices and systems were inadequate and undermined the contribution records could make in support of the governance function in the hospitals. On the one hand, for unconventional records, traditional. It has been established that most governmental bodies have established risk committees that do not include records management practitioners. A total of 82 questionaries' were returned in their complete forms and used for the analysis. Traditional institutions in Ga Molepo, Limpopo, South Africa, have existed since the precolonial era and are still in existence today, The researcher thought it would be valuable and worthwhile to investigate the records, management practices of traditional institutions in Ga Molepo since most of them still, use the more traditional ways of managing records. challenges faced by members of traditional councils. management practices in traditional institutions. It is argued that, because each organization is unique in its make-up, culture, goals and management style, effective records management cannot be obtained by copying other organizations’ records management programmes. The paper argues that some of these challenges seem to have persisted and have transcended time and space, from the past into the present and affect many of the sub Saharan Africa countries albeit in varying degrees. 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Of ways a selected sample of 35 members from an estimated population of 350 members, 35 respondents 48.6. A linear regression also revealed that positive and significant relationships with records management practices at the Johannesburg what! Processes of assessment and accreditation its records is crucial for its survival in a rapidly changing society Part the. Similar, definitions of records centres the triangulation of the creation, receipt, maintenance use. Of royal family descent, and governmental inquiries country ’ s and level! If not put in check these issues are equally as crucial Act, becomes...