An Assessment of E-Records Readiness at the Ministry of Labour and Home Affairs, Gaborone, Botswana (original) (raw)
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AN ASSESSMENT OF E-RECORDS READINESS AT THE MINISTRY OF LABOUR AND HOME AFFAIRS IN BOTSWANA
This is a thesis for a Degree of Masters in Archives and Records Management (MARM). The study sought to assess e-records readiness at the Ministry of Labour and Home Affairs (MLHA) Headquarters within the purview of the implementation of the National Archives and Records Management System (NARMS). The assessment was done using tenets derived from existing IRMT E-records Readiness Tool. The assessment examined the national legal and policy framework, compliance to 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 electronic records management. The study largely adopted a qualitative approach, with a case study research design. Only 20 (74%) of the 26 targeted respondents responded. Respondents comprised of records management staff, action officers (records users) and IT Manager. Data was collected through semi-structured questionnaires, semi-structured interviews, and observations. The study findings reveal that the level of e-records readiness at MLHA is average. This is attributed to inadequacy of some key e-records readiness variables, which negatively affects the level of e-records readiness for NARMS. These include: inadequate legal and regulatory framework; average adherence to records management procedures, tools and standards; low awareness among staff of the records management programme and, the national regulatory framework and on the NARMS pilot project; limited space for records management; slow progress in the implementation of NARMS and low capacity building as records management staff is rarely taken for training. The study has also revealed that opportunities for increasing the depth of e-records readiness exist such as: availability of financial resources for NARMS project; adequate ICT infrastructure and high management commitment on the E-Records Management (NARMS pilot project). For an improved level of e-records readiness, the study therefore, recommends: improvement of the national legal and policy framework by development of an electronic records policy; development of a records management policy to provide an internal records management framework; regular training for records management staff, especially on e-records; regular vi internal records management awareness; and assigning senior management high-level responsibility for organisation-wide records and information management. KEYWORDS: Botswana; E-government; E-readiness; E-records; E-records management; E-records readiness; E-records readiness assessment tools; Information communication technologies (ICT); Ministry of Labour and Home Affairs; Records; Recordkeeping; Records management.
Developing an e-records readiness framework for labour organisation in Botswana
2011
This article examines e-record readiness in labour organizations in Botswana and proposes an e-record readiness framework to be used in context. E-records readiness was examined based on a mixture of components, which included information and communication technology uptake and use; best records management practices; selected tenets of existing e-records readiness assessment tools and the extent of integration of labour organizations into the national e-readiness framework. The study was largely guided by a quantitative paradigm and used a survey research strategy, which was complemented by methodological triangulation of data collection methods. All the 50 registered labour organizations in Botswana were surveyed, 45 of which responded, representing a response rate of 90 percent. Data were obtained through structured questionnaires, semistructured interviews, document review and observations. The study established that e-records readiness in labour organizations in Botswana was evident, low and evolving. That was evidenced by the slow adoption of ICTs; inadequate records management standards and practices; and low integration in the national e-readiness framework. It was recommended that in order to foster successful e-records readiness in labour organisations, there is a need to underscore effective ICT adoption and use, implementation of best records management practices and rigorous integration of labour organizations into the information and knowledge society in Botswana.
Developing an e-records readiness framework for labour organizations in Botswana
Information Development, 2012
This article examines e-record readiness in labour organizations in Botswana and proposes an e-record readiness framework to be used in context. E-records readiness was examined based on a mixture of components, which included information and communication technology uptake and use; best records management practices; selected tenets of existing e-records readiness assessment tools and the extent of integration of labour organizations into the national e-readiness framework. The study was largely guided by a quantitative paradigm and used a survey research strategy, which was complemented by methodological triangulation of data collection methods. All the 50 registered labour organizations in Botswana were surveyed, 45 of which responded, representing a response rate of 90 percent. Data were obtained through structured questionnaires, semistructured interviews, document review and observations. The study established that e-records readiness in labour organizations in Botswana was evident, low and evolving. That was evidenced by the slow adoption of ICTs; inadequate records management standards and practices; and low integration in the national e-readiness framework. It was recommended that in order to foster successful e-records readiness in labour organisations, there is a need to underscore effective ICT adoption and use, implementation of best records management practices and rigorous integration of labour organizations into the information and knowledge society in Botswana.
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.
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?"
Record management practices in labour organisations in Botswana
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This article examines e-record readiness in labour organizations in Botswana and proposes an e-record readiness framework to be used in context. E-records readiness was examined based on a mixture of components, which included information and communication technology uptake and use; best records management practices; selected tenets of existing e-records readiness assessment tools and the extent of integration of labour organizations into the national e-readiness framework. The study was largely guided by a quantitative paradigm and used a survey research strategy, which was complemented by methodological triangulation of data collection methods. All the 50 registered labour organizations in Botswana were surveyed, 45 of which responded, representing a response rate of 90 percent. Data were obtained through structured questionnaires, semistructured interviews, document review and observations. The study established that e-records readiness in labour organizations in Botswana was evident, low and evolving. That was evidenced by the slow adoption of ICTs; inadequate records management standards and practices; and low integration in the national e-readiness framework. It was recommended that in order to foster successful e-records readiness in labour organisations, there is a need to underscore effective ICT adoption and use, implementation of best records management practices and rigorous integration of labour organizations into the information and knowledge society in Botswana.
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The 21st century is synonymous with the use of sophisticated technologies such as information and communication technologies (ICTs). Their deployment to deliver public services has become a norm because they offer real-time benefits. The resultant electronic records generated through various information systems in the realm of e-government have to be managed by personnel with the right knowledge and skills. It is now appreciated by the archives and records management community that digital records management is a difficult task in comparison to paper records management. If due care is not exercised, they are easy to be tampered with, altered or even deleted. For the records to be acceptable as evidence of business transactions, they should remain available, usable, understandable and authentic for as long as they are needed by the creating organisation. The study was qualitative in nature and collected data from available literature on which content analysis was undertaken to addres...
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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 ...
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Although Local Government Authorities (LGAs) in Tanzania are increasingly adopting Information and Communication Technologies (ICTs) in performing their duties, they still experience practical problems with regard to adequate and systematic long-term management of the e-records they generate, capture or receive. This study assessed challenges that LGAs face in the management of the e-records they generate to ensure continued access and use. To collect data, this study used survey. Data were analysed using descriptive statistics. Factor Analysis with corresponding mean value was used to identify the ERM challenges in LGAs. The findings show that, despite the increased use of ICTs, LGAs lack a clear strategy for e-records management (ERM). The study revealed contradictory perception of ERM among the top management, IT personnel, records professionals, secretaries and other staff in LGAs. This has resulted to the development of computerized systems without the involvement of records professionals. Consequently, the e-records generated by LGAs are considered as an integral part of ICT activities and are assigned to IT personnel who are not record management professionals. E-records are left without legal protection, professional and top management support. In many LGAs the management of e-records for continued access and use is accorded low priority and is not guided by ERM policy, professional and legal requirements or standards. Based on the findings, the intervention programmes with involvement of records professionals who are technically well versed in record management, IT personnel and other stakeholders should be undertaken. ERM should have legal, managerial and budgetary support.