UNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENT Module 1 Training in Electronic Records Management (original) (raw)
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Management of electronic records in the South African public sector
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Many public sector organisations are struggling to properly manage their electronic records. The effective management of such records and their accessibility is crucial for the functioning of the public sector and provides citizens with evidence of that functioning. Recently, numerous public sector organisations have adopted newly developed technological tools to manage records, while some departments are still in the process of gradually introducing these. Electronic records are created through various information systems in government organisations but for them to be of full advantage in the realm of governance, they need to be carefully managed. Public sector organisations are positioning themselves to do just that by applying innovative mechanisms to deal with their records. An electronic records management system is expected to provide an integrated, efficient management of the records produced and stored in contemporary organisations. However, it is not a silver bullet to fix ...
In striving to achieve good governance, organisations including Governments worldwide have been turning to information technologies. The conduct of business online has led to an increase in the creation of electronic records, which has brought about challenges in the management of records. This study, titled "A Study of Electronic Records Management in the Namibian Public Service in the Context of E-Government", was based on the assumption that the Public Service of Namibia has embarked on egovernment, which should result in an increase in the creation of electronic records (erecords). The study aimed to answer the research question: "How can the electronic records environment be strengthened to support e-government in Namibia?"
British Journal of Economics, Management & Trade, 2015
The purpose of this study was to assess the effectiveness of the management of electronic records at Africa University. Effective management of electronic records implies effective creation, distribution, use, storage, securing, backup, and disaster recovery systems and procedures. At Africa University three departments, namely, the library, the accounts office and The Information and Communication Technologies (ICTs) Department are directly concerned with the maintenance of electronic records. Questionnaires were distributed to 14 employees from these three departments (from a population of 33 employees) while in depth interviews were conducted with Bigirimana et al.; BJEMT, 10(1): 1-10, 2015; Article no.BJEMT.15460 2 the heads of these department, namely, the Bursar, the Librarian and the ICT Director. Responses indicated that maintenance of electronic records at Africa University is not effective.
THE ROLE OF RECORDS MANAGERS IN THE DIGITAL AGE: THE ZAMBIAN EXPERIENCE
Proceedings of the Twentieth Standing Conference of East, Central and Southern African Library and Information Associations, 4th to 8th June, 2012, Nairobi, Kenya
In the information society, records are generated in many forms including paper and electronic forms. In addition, technology is consistently being used to convert paper records into electronic format presenting a change in a way records have to be managed. In the quest to increase efficiency in business processes in organisations, the management of electronic records is critical. However, the ascendancy of digital records poses a number of challenges in their management including those related to storage and preservation, aspects which fosters easy accessibility and retrieval for posterity. Records managers are challenged to possess specialised skills in handling digital records. They are also faced with the challenge of ensuring knowledge gaps do not exist as a result of poor storage and preservation approaches. One of the problems also confronting records managers in the digital age relates to security of information held in an electronic media and the privacy of records. This paper reviews the role of records managers in the era of Information and Communication Technologies (ICTs), with a specific focus on Zambia. It discusses theories and methodologies that have been developed to ensure the reliability, security, accuracy, authenticity and long term accessibility of digital records. In addition, it highlights the impact of new technologies on records management practices and examines the skills records managers should possess to effectively handle the new technologies as well as digital records. It concludes by recommending that records managers in Zambia should consider adopting contemporary records management practices in order to effectively manage organisational records in various forms.
An Assessment of E-Records Readiness at the Ministry of Labour and Home Affairs, Gaborone, Botswana
Mousaion: South African Journal of Information Studies
This study sought to assess electronic records (e-records) readiness at the Ministry of Labour and Home Affairs (MLHA), Gaborone, Botswana, within the purview of the implementation of an e-records management solution – the National Archives and Records Management System (NARMS). The assessment was done using tenets derived from the existing International Records Management Trust (IRMT) E-records Readiness Tool. The assessment examined the national legal and policy framework, compliance with policies, standards, tools, procedures and responsibilities for records management, e-records management products and technologies, resource capacity and training for records management staff, internal awareness of records management programme and the level of management ownership on e-records management. The study largely adopted a qualitative approach, but used methodological triangulation of both qualitative and quantitative data collection methods, with a case study research design. Data wa...
Strategies for Managing Digital Records and Documents in the Public Sector in Sub Saharan Africa
2001
Government is the largest collector and disseminator of records and documents in Sub Saharan Africa (SSA). Traditionally, the bulk of the information has been paper-based. The advent of information technology brought about digital formats. Plans for ensuring the survival of digital information are inadequate. In fact, instances have been reported whereby vital digital information has been lost as result of obsolete technologies. Strategies for managing digital documents over time in order to ensure that they are retrievable and usable must be developed. Skills development and collaboration with countries that have made advances in digital preservation will also be decisive. Background Government is the largest producer of records and documents. In fact, information is government’s most critical resource. Government needs information to manage national resources, execute national functions, measure performance and deliver services. 2 Most of the information produced by government is ...
S.A. argiefblad, 2022
Sound records management has always been hailed to achieve organisational efficiency and effectiveness, and to set goals. However, electronic records management remains a challenge to many organisations despite the importance of records to organisations. Given the persisting challenges, the study examined Botswana's electronic records management issues in three selected parastatals. This study investigated the value of records (behaviour and attitudes) as a reflection of information culture in these parastatals and the state of electronic records creation and capture in selected parastatals. An information culture assessment framework was used to investigate the behaviour and attitudes of employees towards records management. The study adopted a mixed method approach, in which both qualitative and quantitative approaches were applied. One hundred and one employees from the three selected parastatals participated in an online survey and were sampled through listed-based random sampling. In the mixed methods approach, the survey plays an exploratory role. Five interviews were conducted with records managers and chief executive officers' representatives. The target population was 139 respondents; 106 employees from the three parastatals participated. A questionnaire link was sent to 133 randomly selected participants; 101 responded to the survey. Five interviews were conducted out of the six targeted respondents. The study's findings revealed policies and procedures for records creation were not followed. Employees did not know the proper metadata to capture. Furthermore, the findings revealed that different behaviours and attitudes were given to records management. The attitudes and behaviour manifested in the following use and non-use of electronic records, willingness to carry out records management procedures, willingness to participate in records management training, treating records as everybody's responsibility and senior management support. The study recommends that organisations should carry out in-house training and develop strategies that ensure that employees are well conversed with records management processes and procedures to change their behaviour and attitudes towards records.
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A study was based on the challenges hindering the adoption of electronic records management in public sector was done at (HELSB) Dar es Salaam, where all 35 respondents were taken as a sample in the population consisting of 35 personnel, which all 35 respondents fully participated in a response rate of 100%. The general objective was to investigate the challenges hindering the adoption of electronic records management in public sector and the Specific objectives were.To examine the availability of infrastructures at (HESLB)in managing electronic records.To investigate regulatory frameworks for the management of electronic records at the (HESLB).To examine challenges faced in implementing electronic records management in the public sector.Both Theoretical and empirical literature were reviewed. The research design used in this study was a case study design.The methods used in data collection were; questionnaires, observations, and documentary review methods. Qualitative data were analyzed using statistical analysis tools like Microsoft Excel and Statistical Package for the Social Science (SPSS) where, graphs and charts were used to summarize qualitative data, while; qualitative data was analyzed by using descriptive analysis tools. The finding of this study revealed the lack of Infrastructure and Connectivity was one of the main factors that affected the adoption of electronic records in public sector. The study concludes that, and the study recommended that, (HESLB)Dar es Salaam should improve the training and development of their personnel to improve their skills, and the Government should improve financial support Shortage of funding was one of the main problems affecting the efficiency and effectiveness of electronics use in public sectors. recommended to the government of Tanzania to increase budgets for training workers in organizations and to improve expertise on (ICT) and development of employees on how to use electronic records and provide professional training to increase expertise on (ICT) The department of( HESLB) needs to improve the electronic records keeping in their organization and needs to be more proactive in the implementation of their plans by using electronic record management in the organization’s
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This paper presents the extent of the integration of ICT systems in records management in labour organisations in Botswana. The study was largely guided by a survey research strategy. All the 50 registered labour organisations in Botswana were surveyed, 45 of which responded, representing a response rate of 90%.The findings of the study indicated that the depth of electronic records management in terms of existing office systems; e-mail management; integration of records management in ICT systems; integration of ICT systems across computing platforms; and integration of electronic and paper-based record management systems in labour organisation remains low but firmly evolving. It recommends that labour organisations need to re-strategize and put benchmarks in relation to the manner in which they manage electronic records and information.
Management of digital records in selected financial services parastatals in Zimbabwe
Information Development, 2020
In recent years, there has been a surge of information and communication technologies (ICTs) in the conduct of business. Public sector institutions in Zimbabwe have also embraced ICTs with an objective of promoting accountability, transparency and service delivery. This has increased the generation of digital records which are key in day-to-day business activities. However, the management of such records has been a challenge for most public sector institutions in most countries including Zimbabwe. Despite embracing ICTs, there have not been many changes to create a favourable environment for managing the resultant digital records. The findings reported in this research article were part of a broader study on the management of digital records in selected financial services parastatals in Zimbabwe. The study utilised the digital curation centre (DCC) curation lifecycle model as the theoretical framework of the study. This multiple case study research adopted a qualitative research app...